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HomeMy WebLinkAbout2021-01-02 Meeting AgendaCommission Meeting Agenda Virtual/Teleconference 2/2/2021 2:00 PM INVOCATION: PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA. RECOGNITION(S) Employee of the Month for December 2020 A. Congratulations! Deputy Cecil Harris Jr. as Augusta, Georgia’s Employee of the Month for December 2020. Attachments December 2020 Years of Service Recipients. B.Congratulations! December 2020 Years of Service Recipients. Attachments Five (5) minute time limit per delegation DELEGATIONS C. Reverend Marion F. Williams regarding the city's policy for stray dangerous dogs.Attachments D. Attorney Adam King, Chairman of the Committee to Preserve the Augusta Judicial Circuit relative to the proposed circuit split and why we think it is a bad idea. Attachments E. Danielle Ringgold Augusta/CSRA Democratic Socialists of America regarding homelessness issues in the city of Augusta SPLOST 8 proposal for shelter. Attachments F. Kiara Bouyea Homelessness issues in the City of Augusta . Attachments CONSENT AGENDA (Items 1-3) PLANNING 1.Motion to approve an Ordinance to amend Title Eight, Chapter 1, Article 1 of the Augusta GA Code entitled “Flood Damage Prevention” to provide for revisions as required by the State Model Flood Damage Prevention Ordinance, additions to clarify language in the text, and additional revisions to reduce flood risk, in keeping with the City of Augusta’s participation in the National Flood Insurance Program (NFIP) and the Community Rating System (CRS). The update covers criteria for accessory structures and agricultural structures. (Approved by Commission on January 6, 2021 - second reading) Attachments PETITIONS AND COMMUNICATIONS 2.Motion to approve the minutes of the Special Called and Regular Meetings of the Commission held on January 19, 2021, the Special Called Meetings held on January 12 and 15, 2021. Attachments APPOINTMENT(S) 3.Motion to approve the appointment of Mason McKnight IV to the Augusta Aviation Commission; Thomas M. Dozier III General Aviation Commission (Daniel Field) : Tara Conway Historic Preservation Commission representing District 3. Attachments ****END CONSENT AGENDA**** AUGUSTA COMMISSION 2/2/2021 AUGUSTA COMMISSION REGULAR AGENDA 2/2/2021 (Items 4-29) PUBLIC SERVICES 4.Motion to approve Existing Location: A. N. 21-03: request by Krista Wight for a Sunday Sales License to be used in connection with Tacocat/Pho-Ramen'L located at 990 Broad Street. District 1. Super District 9. Attachments 5.Motion to approve New Location: A.N. 21-04: request by Alfonzso Daggett for an on premise consumption Liquor & Beer License to be used in connection with Gravity Restaurant & Lounge located at 3036 Deans Bridge Rd. District 6. Super District 10. Attachments 6.Motion to approve Annual application to the Federal Transit Administration (FTA) for Section 5303 funds in FY2022. Attachments 7.Motion to approve the Sec. 5307 and 5339 Augusta Transit grant application between the Federal Transit Administration (FTA) and Augusta, Georgia. Attachments ADMINISTRATIVE SERVICES 8.Receive an update from the homelessness initiative “Finding a Way HOME”. (Requested by Mayor Hardie Davis, Jr. deferred from the Commission's January 19, 2021) Attachments 9.Motion to approve the purchase of one, grant funded, Mobile Pet Adoption Van for $142,742.00 from Alliance Bus Group of College Park, GA (Bid 20-241A) for the Animal Services Department. Attachments 10.Attachments Motion to approve the purchase of 10 vehicles for the Sheriff’s Office at a total of $293,418.00; $146,320 to Thomson Motor Centre (Bid 20-242) and $147,098.00 to Allan Vigil Ford (Bids 20-265 and 19-275). 11.Motion to approve the purchase of one Backhoe Loader from Low Country Machinery of Pooler, GA (Bid 20-186A) for $74,172.00 for the Utilities Department-Construction Division. Attachments 12.Motion to approve the purchase of two Mini Excavators from Bobcat of Augusta, GA (Bid 20-286) for a total cost of $107,010 for the Utilities Department-Construction & Maintenance Division. Attachments 13.Discuss Code 304.5 premises identification enforcement. (Requested by Commissioner John Clarke)Attachments 14.Discuss a date to return to chamber as a group to conduct city business as commissioners and staff. (Requested by Commissioners Catherine S. McKnight/John Clarke) Attachments PUBLIC SAFETY 15.Motion to approve contract with the Georgia Department of Corrections (GDC) to administer (GED) testing to offenders. Attachments 16.Motion to approve the award and contract for RFP 20-253: Consulting Services for the Augusta-Richmond County Hazard Mitigation 2022 Plan Update to Wood Environment & Infrastructure Solutions and authorize the Mayor to execute the contract. Attachments ENGINEERING SERVICES 17.Motion to approve ESD to utilize the Georgia EPD Local Government Scrap Tire Abatement Program and authorize the Administrator and Mayor to execute Agreements and Required Documents. Attachments 18.Motion to approve Engineering Services Contract with Cranston Engineering Group to provide services related to FERC license as well as design services for the Augusta Canal in the amount of $527,494.00. Attachments 19.Motion to approve bid award to A&S Engineering, LLC for the professional services to design Waterline Replacements in the Amount of $358,875.00. Attachments 20.Motion to approve bid award to Alfred Benesch & Company, Inc. for the professional services to design the Brunswick Ave. – East Augusta Phase III Water Main Design Project in the Amount of $16,900.00. Attachments 21.Motion to accept proposal from Goodwyn, Mills and Cawood, Inc. (GMC) in the amount of $369,000. to continue engineering services for Utilities Department on Fort Gordon by designing the Olive Terrace South Lift Station and Force Main project, Chesterfield Office Park Lift Station and Force Main project, and provide construction and inspection services. Attachments 22.Motion to approve award for RFP 20-201 for Office Janitorial Services for the Utilities Department for $52,272.00. Attachments APPOINTMENT(S) 23.Motion to approve the appointment of Stephen King replacing Rick Keuroglian and Von Pouncey to replacing Scylance Scott to the Downtown Development Authority. (Requested by Commissioner John Clarke) Attachments ADMINISTRATOR 24.Motion to approve the Law Department review the attached consolidated Fleet Management Operations, Maintenance and Replacement Policy. Attachments 25.Attachments Motion to accept funds for the Emergency Rental Assistance Program upon receipt of disbursement from the US Treasury on behalf of Augusta, Georgia. 26.Motion to approve Meridian Waste Georgia LLC (Meridian Waste) preferential $28.00 Municipal Solid Waste (MSW) per ton disposal rate. Attachments 27.Update from Administrator Donald on the COVID-19 Augusta Forward Plan presented on January 19, 2021. Request approval for the Telework Policy. Attachments 28.Discuss 2020 vacation pay for public safety workers that are unable to use by the extended deadline due to work demands or staff shortage. (Deferred from the January 19, 2021 Commission Meeting) Attachments LEGAL MEETING A. Pending and Potential Litigation. B. Real Estate. C. Personnel. 29.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 2/2/2021 2:00 PM Employee of the Month for December 2020 Department:Human Resources Department:Human Resources Caption: Congratulations! Deputy Cecil Harris Jr. as Augusta, Georgia’s Employee of the Month for December 2020. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 2/2/2021 2:00 PM December 2020 Years of Service Recipients. Department:Human Resources Department:Human Resources Caption:Congratulations! December 2020 Years of Service Recipients. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo HUMAN RESOURCES DEPARTMENT Suite 400 - Municipal Building 535 Telfair Street - Augusta, GA 30901 Phone (706) 821-2303 Fax (706) 821-2867 www.augustaga.gov January 15, 2021 Department Directors & Elected Officials, The Commission on June 16, 2009, adopted the Augusta-Richmond County Employee Incentive Awards Program (EIAP). The program provides a number of initiatives that have been designed to show our appreciation for our dedicated and loyal employees. The ability to recognize and honor our employees’ longevity has been established through our new Years of Service (YOS) program. A complete description of the EIAP and its operating procedures is located on the Human Resources site at http://augwebv017:8080/EmployeeResources/hrcitynet/default.aspx. We are pleased to advise you that for the month of January 2021, the following employee(s) have attained their anniversary date in recognition of 25-50 years of dedicated service and are now eligible to receive their Years of Service pin and certificate: FIRST LAST DEPARTMENT YOS ANTHONY REYNOLDS FIRE DEPARTMENT 25 DAVID STROMAN FIRE DEPARTMENT 25 JAMES LESTER ENGINEERING 25 TTREON BUSH SHERIFF’S DEPARTMENT 30 CECIL HARRIS SHERIFF’S DEPARTMENT 40 Please make arrangements to have your employee in attendance at the Commission meeting scheduled for February 2, 2021, for recognition by the Mayor and Commission and presentation of their service pins and certificates of achievement. All persons to be recognized should be in the Commission Chambers by 1:45 p.m. Please let us know whether the employee will or will not attend by contacting Felicia Cretella by phone at (706) 826-1377 or via e-mail at FCretella@augustaga.gov,by Friday, January 29, 2021, 12:00 Noon. Your support and cooperation is much appreciated. With regards, Tony McDonald, Deputy Administrator /fmc cc: Mayor Hardie Davis, Jr. Odie Donald II, Administrator Lena Bonner, Clerk of Commission Commission Meeting Agenda 2/2/2021 2:00 PM Marion F. Williams Department: Department: Caption: Reverend Marion F. Williams regarding the city's policy for stray dangerous dogs. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo AGENDA ITEM REQUEST FORM commission meetings: First and third ruesdays of each month - 2:00 p.m. committee meetings: second and last Tuesdays of each month - 1:00 [.m. commissign/committee: (Please check one and insert meeting date)/Commission Date of Me eting 2 Public Safety Committee Date of Meeting Public Services Committee Date of Meeting Administrative Services Committee Date of Meeting Engineering Services Committee Date of Meeting Finance Committee Date of Meeting contact Information for Individual/Presenter Making the Request: tr4rflS Telephone Number: Fax Number: E-Mail Address: Caption/Topic of Discussion to be placed on the Agenda: Please send this request form to the following address: Ms. Lena J. Bonner Clerk of Commission Suite 220 Municipal Building 535 Telfair Street Augusta, GA 30901 Telephone Number: 706-821-1820 Fax Number: 706-821-1838 E-MailAddress: nmorawski@augustaga.gov Requests may be faxed, e-mailed or delivered in person and must be received in the ClerkrsOffice no Iater than 5:00 p.m. on the Wednesday preceding the Commission meeting and5:00 p.m. on the Tuesday preceding the Committee meeting of the following week. A five-minute time limit will be allowed for presentations. Commission Meeting Agenda 2/2/2021 2:00 PM Attorney Adam King Department: Department: Caption: Attorney Adam King, Chairman of the Committee to Preserve the Augusta Judicial Circuit relative to the proposed circuit split and why we think it is a bad idea. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 2/2/2021 2:00 PM Danielle Ringgold Augusta/CSRA Democratic Socialists Department: Department: Caption: Danielle Ringgold Augusta/CSRA Democratic Socialists of America regarding homelessness issues in the city of Augusta SPLOST 8 proposal for shelter. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 2/2/2021 2:00 PM Homelessness issues in the city of Augusta. Department: Department: Caption: Kiara Bouyea Homelessness issues in the City of Augusta . Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 2/2/2021 2:00 PM Amend the Flood Damage Prevention Ordinance Department:Planning and Development Department:Planning and Development Caption:Motion to approve an Ordinance to amend Title Eight, Chapter 1, Article 1 of the Augusta GA Code entitled “Flood Damage Prevention” to provide for revisions as required by the State Model Flood Damage Prevention Ordinance, additions to clarify language in the text, and additional revisions to reduce flood risk, in keeping with the City of Augusta’s participation in the National Flood Insurance Program (NFIP) and the Community Rating System (CRS). The update covers criteria for accessory structures and agricultural structures. (Approved by Commission on January 6, 2021 - second reading) Background: Analysis: Financial Impact:None Alternatives: Recommendation:Approval Funds are Available in the Following Accounts: None REVIEWED AND APPROVED BY: Cover Memo Cover Memo 1 ORDINANCE NO._______ An Ordinance to amend Title Eight, Chapter 1, Article 1 of the Augusta GA Code entitled “Flood Damage Prevention” to provide for revisions as required by the State Model Flood Damage Prevention Ordinance, additions to clarify language in the text, and additional revisions to reduce flood risk, in keeping with the City of Augusta’s participation in the National Flood Insurance Program (NFIP) and the Community Rating System (CRS) TITLE EIGHT PLANNING & ZONING CHAPTER 1 FLOOD DAMAGE PREVENTION ARTICLE 1 STATUTORY AUTHORIZATION, FINDINGS OF FACT, PURPOSE, AND OBJECTIVES § 8-1-1. STATUTORY AUTHORIZATION. Article IX, Section II of the Constitution of the State of Georgia and Section 36-1-20(a) of the Official Code of Georgia Annotated have delegated the responsibility to local governmental units to adopt regulations designed to promote the public health, safety, and general welfare of its citizenry. Therefore, the Augusta Commission of Augusta, Georgia does ordain the provisions of this Chapter: § 8-1-2. FINDINGS OF FACT. (a) The flood hazard areas of Augusta, Georgia are subject to periodic inundation which results in loss of life and property, health and safety hazards, disruption of commerce and governmental services, extraordinary public expenditures for flood relief and protection, and impairment of the tax base, all of which adversely affect the public health, safety, and general welfare. (b) These flood losses are caused by the occupancy in flood hazard areas of uses vulnerable to floods, which are inadequately elevated, floodproofed, or otherwise unprotected from flood damages, and by the cumulative effect of obstructions in floodplains causing increases in flood heights and velocities. 2 § 8-1-3. STATEMENT OF PURPOSE. It is the purpose of this Chapter to promote the public health, safety, and general welfare and to minimize public and private losses due to flood conditions in specific areas by provisions designed to: (a) restrict or prohibit uses which are dangerous to health, safety, and property due to water or erosion hazards, or which increase flood heights, velocities, or erosion; (b) require that uses vulnerable to floods, including facilities which serve such uses, be protected against flood damage at the time of initial construction; (c) control the alteration of natural floodplains, stream channels, and natural protective barriers which are involved in the accommodation of flood waters; (d) control filling, grading, dredging, and other development which may increase flood damage or erosion, and; (e) prevent or regulate the construction of flood barriers which will unnaturally divert flood waters or which may increase flood hazards to other lands. § 8-1-4. OBJECTIVES. The objectives of this Chapter are: (a) to protect human life and health; (b) to minimize expenditure of public money for costly flood control projects; (c) to minimize the need for rescue and relief efforts associated with flooding and generally undertaken at the expense of the general public; (d) to minimize prolonged business interruptions; (e) to minimize damage to public facilities and utilities such as water and gas mains, electric, telephone and sewer lines, streets, and bridges located in floodplains; (f) to help maintain a stable tax base by providing for the sound use and development of flood-prone areas in such a manner as to minimize flood blight areas; and (g) to insure that potential home buyers are notified that property is in a flood area. § 8-1-5. - - 8-1-9. RESERVED. 3 ARTICLE 2 DEFINITIONS § 8-1-10. SPECIFIC DEFINITIONS. Unless specifically defined below, words or phrases used in this Chapter shall be interpreted so as to give them the meaning they have in common usage and to give this Chapter its most reasonable application: 0.2% Annual Chance Flood Elevation. The water surface elevation resulting from a flood that has a 0.2 percent change of equaling or exceeding that level in any given year. 0.2% Annual Chance Floodplain. The land within a community subject to a 0.2 percent or greater chance of flooding in any given year Accessory Structure. A structure which is on the same parcel of property as the principal structure and the use of which is incidental to the use of the primary structure. For floodplain management purposes, accessory structures must only be used for parking or storage, be not larger than one-story and not greater than 600 square feet in size, represent a minimal investment by the property owner, and have low flood damage potential. Development of accessory structures that are not used only for parking or storage, or are larger than one-story in height, or 600 square feet in size, or which have a medium or high flood damage potential, must be designed and constructed to meet or exceed the minimum requirements for structures in SFHAs as set forth in this Chapter; to include any structure that has a human habitation component (apartment, carriage house, guest house, bath house, recreational rooms or game rooms) and structures such as gazebos, pergolas and carports that are not walled and roofed. Further, when a parcel of land has only one structure, that structure is considered the principal structure for floodplain management purposes, even if the structure would otherwise meet the definition for accessory structure based on its size and use. In these cases, the accessory structure must be elevated or dry floodproofed pursuant to the requirement of this Chapter, unless the property owner applies for and is granted a variance to allow the accessory structure to be wet floodproofed pursuant to the requirements found in 8-1-32-(k)-(3). Addition (to an existing structure). Any walled and roofed expansion to the perimeter of a structure in which the addition is connected by a common load-bearing wall other than a fire wall. Any walled and roofed addition which is connected by a fire wall or is separated by an independent perimeter load-bearing wall shall be considered "New Construction". Agricultural Commodities. Agricultural goods, products, commodities, and livestock. Agricultural commodities may include, but are not limited to, harvested crops, aquaculture products, livestock and animal products. Agricultural Purposes or Uses (“Exclusive”). The use of an agricultural structure(s) exclusively in connection with the production, harvesting, storage, raising, or drying of agricultural commodities and livestock. Structures that house tools or equipment used in 4 connection with these purposes or uses are also considered to have agricultural purposes or uses. Processing and production of agricultural commodities outside of harvesting, storage, raising, or drying, are not considered agricultural purposes or uses; to include distilling, brewing or fermenting beverages, baking or cooking, leather tanning, packaging, and similar production processes. Agricultural Structures. Structures that are larger than 600 square feet and are used exclusively for agricultural purposes, or uses in connection with the production, harvesting, storage, raising, or drying of agricultural commodities and livestock. Structures used for human habitation and those that are places of employment or entertainment, and structures with multiple or mixed purposes, do not satisfy the “exclusive use” requirement as described in this definition. Anchored. Adequately secured to prevent flotation, collapse, and lateral movement. Appeal. A request for a review of the Director's interpretation of any provision of this Chapter or a request for a variance. Areas Hydraulically Adjacent to the Area of Special Flood Hazard means those areas that are at or below three (3) feet above the Base Flood Elevation, also known as the “flood protection elevation” unless the area is hydraulically independent (meaning absolutely no connection to the flooding source such as through pipes, sewer laterals, down drains, foundation drains, ground seepage, overland flow, gated or valved pipes, excavated and backfilled trenches, etc. with no fill or other manmade barriers creating the separation). Area of Shallow Flooding. A designated AO or AH Zone on a community's Flood Insurance Rate Map (FIRM) with base flood depths from one (1) to three (3) feet, and/or where a clearly defined channel does not exist, where the path of flooding is unpredictable and indeterminate, and where velocity flow may be evident. Area of Special Flood Hazard. The land in the floodplain within a community subject to a one (1) percent or greater chance of flooding in any given year. In the absence of official designation by the Federal Emergency Management Agency, the Area of Special Flood Hazard shall be those designated by the local community and referenced in Article 3, Section 8-1-17. Base Flood. A flood having a one (1) percent chance of being equaled or exceeded in any given year. Base Flood Elevation (BFE). The computed elevation, based on FEMA detailed studies and shown on the Flood Insurance Rate Map (FIRM) for Zones AE, AH, A1-A30, AR, AR/A, AR/AE, AR/A1-A30, AR/AH, AR/AO, V1-V30, and VE, that indicates the water surface elevation resulting from a flood that has a one (1) percent change of equaling or exceeding that level in any given year. Basement. That portion of a structure having its floor subgrade (below ground level) on all sides. Building. See “Structure” Commission. The Augusta Commission 5 Crawlspace. An under-floor space that has its interior floor area (finished or not) no more than five (5) feet below the top of the next-higher floor. Crawlspaces generally have solid foundation walls. Critical Facilities. Any public or private facility, which, if flooded, would create an added dimension to the disaster or would increase the hazard to life and health. Critical facilities include, but are not limited to: (1) structures or facilities that produce, use, or store highly volatile, flammable, explosive, toxic, hazardous, or water-reactive materials; (2) medical facilities, including hospitals, nursing homes, health care facilities, and housing likely to contain occupants who may not be sufficiently mobile to avoid the loss of life or injury during flood and storm events; (3) emergency operation centers, police stations, fire stations, and similar facilities that are needed for flood response activities before, during, and after a flood or storm event; municipal vehicle and equipment storage facilities; municipal data storage center(s) which contain records or services that may become lost or inoperative during flood and storm events; (4) schools and day care centers and any area designated as a shelter or evacuation center; (5) drinking water and wastewater treatment plants; and (6) power generating stations and plants, and other. public and private utility facilities that are vital to maintaining or restoring normal services to flooded areas before, during, and after a flood event Development. Any man-made change to improved or unimproved real estate, including, but not limited to, buildings or other structures, mining, dredging, filling, grading, paving, excavation or drilling operations, or storage of materials or equipment (both temporary and permanent storage of materials or equipment). Director. The Director of the Augusta Planning & Development Department. Director of Engineering. The Director of the Engineering Department for Augusta, GA. Dry Floodproofing. And combination of measures that results in structures, including attendant utilities and equipment, being watertight with all elements substantially impermeable to the entrance of floodwater and with structural components having the capacity to resist flood loads. All dry floodproofing measures shall meet ASCE 24 and designers are encouraged to specify products that meet the national standard for flood abatement equipment (ANSI 2510). Post construction certification in the form of a Floodproofing Certificate for Non-Residential Structures (FEMA Forms 086-0-34 & 2012b) and an Emergency OperationsPplan is required to ensure that strict adherence to materials, construction, and operational requirements are met for successful implementation of dry floodproofing measures. Elevated Building. A non-basement structure built to have the lowest floor of the lowest enclosed area elevated above the ground level by means of solid foundation perimeter walls, posts, pilings, columns, piers, or shear walls adequately anchored so as not to impair the structural integrity of the structure during a base flood event. 6 Enclosure. That portion of an elevated building below the lowest elevated floor that is either partially or fully shut in by rigid walls. Existing Construction. Any structure for which the "start of construction" commenced before February 15, 1978 for the City of Augusta prior to consolidation and March 4, 1980 for the unincorporated areas of Richmond County prior to consolidation - the effective date of the FIRST Floodplain Management Ordinance adopted by Augusta, GA as a basis for Augusta's participation in the National Flood Insurance Program (NFIP). Existing Manufactured Home Park or Subdivision. A manufactured home park or subdivision for which the construction of facilities for servicing the lots on which the manufactured homes are to be affixed (including at a minimum the installation of utilities, the construction of streets, and final site grading or the pouring of concrete pads) is completed before February 15, 1978 for the City of Augusta prior to consolidation and March 4, 1980 for the unincorporated areas of Richmond County prior to consolidation - the effective date of the FIRST Floodplain Management Ordinance adopted by Augusta as a basis for Augusta's participation in the National Flood Insurance Program (NFIP). Expansion to an Existing Manufactured Home Park or Subdivision. The preparation of additional sites by the construction of facilities for servicing the lots on which the manufactured homes are to be affixed, including the installation of utilities, the construction of streets, and either final site grading or the pouring of concrete pads. FEMA. The Federal Emergency Management Agency. Flood Damage-Resistant Materials. Any construction materials capable of withstanding direct and prolonged contact with floodwater without sustaining damage that requires more than cosmetic repair (cleaning, sanitizing and resurfacing of the material). Flood or Flooding. A general and temporary condition of partial or complete inundation of normally dry land areas from: (1) the overflow of inland or tidal waters; or (2) the unusual and rapid accumulation or runoff of surface waters from any source. Flood Hazard Boundary Map (FHBM). An official map of a community, issued by the Federal Insurance Administration, where the boundaries of the Area of Special Flood Hazard have been defined as Zone A. Flood Insurance Rate Map (FIRM). An official map of a community, issued by the Federal Insurance Administration, delineating the Area of Special Flood Hazard and/or risk premium zones applicable to the community. Flood Insurance Study (FIS). The official report by the Federal Insurance Administration evaluating flood hazards and containing flood profiles and water surface elevations of the base flood. Flood Protection Elevation. The elevation of the Base Flood Elevation plus Freeboard. Floodplain or Flood-Prone Area. Any land area susceptible to flooding from any source. 7 Floodproofing. Any combination of structural and non-structural additions, changes, or adjustments to structures, which reduce or eliminate flood damage to real estate or improved real property, water and sanitary facilities, structures and their contents. Floodway or Regulatory Floodway. The channel of a river or other watercourse and the adjacent land areas that must be reserved in order to discharge the base flood without cumulatively increasing the water surface elevation of the base flood more than a one foot. Floodway Fringe, Lower. The portion of the Area of Special Flood Hazard that is located between the limit of the floodway and a line connecting all points half the distance between the floodway and the limit of the Area of Special Flood Hazard. Floodway Fringe, Upper. The portion of the Area of Special Flood Hazard that is located between the lower floodway fringe and the boundary of the Area of Special Flood Hazard. Floor. The top surface of an enclosed area in a structure (including basement), i.e. top of slab in concrete slab construction or top of wood flooring in wood frame construction. The term does not include the floor of a garage used solely for parking vehicles. Foundation Walls. Masonry walls, poured concrete walls or precast concrete walls, regardless of height, that extend above grade and support the weight of a structure. Freeboard. An additional amount of height above the Base Flood Elevation used as a factor of safety in determining the level at which a structure's lowest floor, along with equipment and mechanical components of the structure, must be elevated or dry floodproofed to be in accordance with State or community floodplain management regulations. Augusta’s freeboard requirement is three (3) feet above Base Flood Elevation (BFE). Functionally Dependent Facility. A facility which cannot be used for its intended purpose unless it is located or carried out in close proximity to water, such as a docking or port facility necessary for the loading and unloading of cargo or passengers, shipbuilding, ship repair, or seafood processing facilities. The term does not include long-term storage, manufacturing, sales, or service facilities. Grade (elevation). The lowest or highest finished ground level that is immediately adjacent to the walls of the structure. Highest Adjacent Grade (HAG). The highest natural elevation of the ground surface, prior to construction, adjacent to the existing or proposed foundation of a structure. Historic Structure. Any structure that is: (1) listed individually in the National Register of Historic Places (a listing maintained by the U.S. Department of Interior) or preliminarily determined by the Secretary of the Interior as meeting the requirements for individual listing on the National Register; (2) certified or preliminarily determined by the Secretary of the Interior as contributing to the historical significance of a registered historic district or a district preliminarily determined by the Secretary to qualify as a registered historic district; 8 (3) individually listed on a state inventory of historic places and determined as eligible by states with historic preservation programs which have been approved by the Secretary of the Interior; or (4) individually listed on a local inventory of historic places and determined as eligible by communities with historic preservation programs that have been certified either: a) By an approved state program as determined by the Secretary of the Interior; or b) directly by the Secretary of the Interior in states without approved programs. Lowest Adjacent Grade (LAG). The lowest point of the ground level immediately adjacent to the existing or proposed foundation of a structure. Lowest Floor. The lowest floor of the lowest enclosed area, including a basement. An unfinished or flood damage-resistant enclosure, used solely for parking of vehicles, building access, or storage, in an area other than a basement, is not considered a structure's lowest floor, provided that such enclosure is not built so as to render the structure in violation of other provisions of this Chapter. Lowest Floor Elevation. The measured distance of a structure's lowest floor above the National Geodetic Vertical Datum (NGVD) or other datum specified on the FIRM for that location. Manufactured Home. A structure, transportable in one or more sections, built on a permanent chassis, and designed to be used with or without a permanent foundation when connected to the required utilities. The term “manufactured home” does not include a “recreational vehicle”. Manufactured Home Park or Subdivision. A parcel (or adjacent parcels) of land containing two (2) or more manufactured home lots for rent or sale and which contain facilities for servicing the lots on which the manufactured homes are to be affixed and which also contain internal roads or streets for access to the manufactured homes. Mean Sea Level (MSL). The average height of the sea for all stages of the tide. It is used as a reference for establishing various elevations within the floodplain. For purposes of this Chapter, the term is synonymous with National Geodetic Vertical Datum (NGVD). National Geodetic Vertical Datum (NGVD). As corrected in 1929, is a vertical control used as a reference for establishing varying elevations within the floodplain. New Construction. (for purposes of determining insurance rates and for floodplain management purposes) ANY structure (see definition) for which the "start of construction" commenced after February 15, 1978 for the City of Augusta prior to consolidation and March 4, 1980 for the unincorporated areas of Richmond County prior to consolidation - the effective date of the FIRST Floodplain Management Ordinance adopted by Augusta, GA as a basis for Augusta's participation in the National Flood Insurance Program (NFIP) - and includes any subsequent improvements to such structure. New Manufactured Home Park or Subdivision. A manufactured home park or subdivision for which the construction of facilities for servicing the lots on which the manufactured homes are to be affixed (including at a minimum, the installation of 9 utilities, the construction of streets, and either final site grading or the pouring of concrete pads) is completed on or after February 15, 1978 for the City of Augusta prior to consolidation and March 4, 1980 for the unincorporated areas of Richmond County prior to consolidation - the effective date of the FIRST Floodplain Management Ordinance adopted by Augusta, GA as a basis for Augusta's participation in the National Flood Insurance Program (NFIP). Non-Agricultural Structure. Any structure(s), in an agricultural setting, that are not used exclusively for agricultural purposes, or uses in connection with the production, harvesting, storage, raising, or drying of agricultural commodities and livestock. Structures used for human habitation and those that are places of employment, manufacturing, or entertainment, and structures with multiple or mixed purposes, within an agricultural setting, are considered non-agricultural structures Non-Residential. Any building or structure not used for residential purposes; this may include, but is not limited to: multiple-family, office, medical, commercial, institutional, or industrial uses. No-Rise Certification. Hydrologic and hydraulic analyses performed in accordance with standard engineering practice that any encroachment into the Area of Special Flood Hazard shall not result in any increase in flood levels (flood heights) or floodway widths during a base flood discharge. A registered professional engineer must provide supporting technical data and his / her certification thereof (signature). The supporting technical data should be based on the standard step-backwater computer model used to develop the regulatory floodway shown on the Flood Insurance Rate Map (FIRM). Permit / Development Permit / Flood Permit. The permit issued by Augusta, Georgia prior to the applicant undertaking any development activity. Recreational Vehicle (the term also includes park trailers, travel trailers, and similar transportable structures) means a vehicle which is: (1) built on a single chassis; (2) 400 square feet or less when measured at the largest horizontal projection; (3) designed to be self-propelled or permanently towable by a light duty truck; and (4) designed primarily not for use as a permanent dwelling but as temporary living quarters for recreational, camping, travel, or seasonal use. Repetitive Loss. For purposes of this Chapter, flood related damage sustained by a structure on two (2) separate occasions during a ten (10) year period for which the cost of repairs at the time of each such flood event, on average, equals or exceeds twenty-five (25) percent of the market value of the structure before the damage occurred. Repetitive Loss Structure / Repetitive Loss Agricultural Structure. A structure / an agricultural structure covered by a National Flood Insurance Program (NFIP) flood insurance policy that has incurred flood-related damage on two (2) separate occasions during a ten (10) year period for which the cost of repairs at the time of each such flood event, on average, equals or exceeds twenty-five (25) percent of the market value of the structure before the damage occurred, whether or not the structure is on the FEMA Repetitive Loss List. 10 Residential. An area within a building or structure restricted to and occupied by one family, together with no more than 2 persons not so related, and which is designed and used for living purposes, and which also contains accommodations such as communal, sleeping, eating or cooking, and bathing areas. For purposes of this definition, a manufactured home would be considered a residential use. Site. The parcel of land being developed, or the portion thereof on which the development project is located. Special Flood Hazard Area. The land in the floodplain that is subject to a flood that has a one percent or greater chance of flooding in any given year, called the Base Flood. Start of Construction. The date the Development Permit was issued, provided the actual start of construction, repair, reconstruction, or improvement was within one hundred and eighty (180) days of the permit date. The actual start means the first placement of permanent construction of the structure such as the pouring of slabs or footings, installation of piles, construction of columns, or any work beyond the stage of excavation, and includes the placement of a manufactured home on a foundation. (Permanent construction does not include initial land preparation, such as clearing, grading and filling; nor does it include the installation of streets and/or walkways; nor does it include excavation for a basement, footings, piers, or foundations or the erection of temporary forms; nor does it include the installation on the property of structures appurtenant to the permitted structure, such as garages or sheds not occupied as dwelling units or part of the main structure. (NOTE: Accessory structures are NOT exempt from any requirements of this Chapter) For a substantial improvement, the actual start of construction means the first alteration of any wall, ceiling, floor, or other structural part of a structure, whether or not that alteration affects the external dimensions of the structure. State Water. Any and all rivers, streams, creeks, branches, lakes, reservoirs, ponds, drainage systems, springs, wells, and other bodies of surface or subsurface water, natural and artificial, lying within or forming a part of the boundaries of the State of Georgia, which are not entirely confined and retained completely upon the property of a single individual, partnership, or corporation, except as may be defined in O.C.G.A. 12-7-17(8), O.C.G.A. 12-7-3(16). State Water Buffer. The area of land immediately adjacent to the banks of a State Water in its natural state of vegetation, which facilitates, when properly vegetated, the protection of water quality and aquatic habitat per O.C.G.A. 12-7-3(2). Structure. A walled and roofed building that is principally above ground, where “walled” is considered to be “two or more rigid walls” and roofed is “a fully secured roof”. This term includes manufactured homes, or a gas or liquid storage tank. Subdivision. The division of a tract or parcel of land resulting in one (1) or more new lots or building sites for the purpose, whether immediately or in the future, of sale, other transfer of ownership, or land development, and includes divisions of land resulting from or made in connection with the layout or development of a new street or roadway, or a change in an existing street or roadway. Substantial Damage. Damage of any origin sustained by a structure whereby the cost of restoring the structure to its before damaged condition would equal or exceed fifty (50) percent of the market value of the structure before the damage occurred. Substantial Improvement. Any combination of repairs, reconstruction, rehabilitation, addition, alteration, or improvements to a structure, taking place during a ten (10) year 11 period, in which the cumulative cost equals or exceeds fifty (50) percent of the market value of the structure prior to the improvement. This term also includes any expansion to a structure which entails more than twenty-five (25) percent of the square footage of the structure’s lowest floor before the expansion took place. The market value of the structure should be: (1) the appraised value of the structure prior to the start of the initial repair or improvement; or (2) in the case of damage, the value of the structure prior to the damage occurring. This term includes structures which have incurred "substantial damage", regardless of the actual amount of repair work performed. For the purposes of this definition, "substantial improvement" is considered to occur when the first alteration of any wall, ceiling, floor, or other structural part of the structure commences, whether or not that alteration affects the external dimensions of the structure. The term does not, however, include those improvements of a structure required to comply with existing health, sanitary, or safety code specifications which are solely necessary to assure safe living conditions, which have been pre-identified by the Code Enforcement Official, and not solely triggered by an improvement or repair project. Substantially Improved Existing Manufactured Home Parks or Subdivisions. Where the repair, reconstruction, rehabilitation or improvement of the streets, utilities and pads equals or exceeds fifty (50) percent of the value of the streets, utilities and pads before the repair, reconstruction, rehabilitation, or improvement commenced. Unfinished (area). An enclosed area that is used for the parking of vehicles, building access, or storage purposes only and that does not meet the definition of a finished (habitable) area. Variance. A grant of relief by a community from the terms of its floodplain management regulations (this Chapter). Violation. The failure of a structure or other development to be fully compliant with this Chapter (the community’s floodplain management regulations or what is commonly referred to as the Augusta Flood Ordinance). A structure or other development without the elevation certificate, or other certifications, or other evidence of compliance required by this ordinance is presumed to be in violation until such time as that documentation is provided. Walled and Roofed. A structure that has 2 or more exterior rigid walls and a fully secured roof and that is affixed to a permanent site. Wet Floodproofing. The use of flood damage-resistant materials and construction techniques to minimize flood damage to structures by intentionally allowing floodwater to enter and exit automatically (without human intervention) to minimize unequal pressure of water on walls (called hydrostatic load or pressure). Wet floodproofing also requires structures to be anchored to resist flooding, floatation of lateral movement, have mechanical and utility equipment elevated or protected, and have flood openings installed in walls. Wet floodproofing measures for flood protection are limited to enclosures used solely for parking, building access, or storage below elevated buildings; historic structures and functionally dependent uses (both defined by the NFIP), when authorized by variance as found in Section 8-1-32-(k); and agricultural structures and accessory structures when authorized by variance as found in 8-1-32-(k), and in accordance with guidelines for wet floodproofing as established by FEMA for such a use. 12 Zone. A geographical area shown on a Flood Insurance Rate Map (FIRM) that reflects the severity or type of flooding in the area. § 8-1-11. - - 8-1-15. RESERVED. Changed “permanent storage” to “storage” in definition of Development per State Model Flood Ordinance – June 2017 Changed “Executive Director” to “Director” throughout the entire Ordinance – June 2017 Changed numbering of definitions to correct typo – duplicate number – June 2017 ********** Added and updated multiple definitions in Section 8-1-10 – April 2019 Changed numbering of definitions due to added definitions – April 2019 ********** Added and updated multiple definitions in Section 8-1-10 per new FEMA Technical Bulletin on Floodplain Management Requirements for Agricultural Structures and Accessory Structures (P-2140) – October 2020 ********** Added and updated multiple definitions in Section 8-1-10 for updates to and compliance with Augusta’s Community Rating System (CRS) program – November 2020 13 ARTICLE 3 GENERAL PROVISIONS § 8-1-16. LANDS TO WHICH THIS CHAPTER APPLIES. This Chapter shall apply to all areas within the jurisdiction of Augusta, Georgia. § 8-1-17. BASIS FOR ESTABLISHING THE AREA OF SPECIAL FLOOD HAZARD. The Area of Special Flood Hazard, identified by the Federal Emergency Management Agency in its Flood Insurance Study (FIS), dated September 25, 2009, with accompanying maps and other supporting data and any revision thereto, are adopted by reference and declared a part of this Chapter. Area of Special Flood Hazard may also include those areas known to have flooded historically or defined through standard engineering analysis by governmental agencies or private parties but not yet incorporated in a FIS. The Repository for public inspection of the Flood Insurance Study (FIS), accompanying maps and other supporting data is located at 535 Telfair Street, Suite 300, Augusta, GA. § 8-1-18. ESTABLISHMENT OF DEVELOPMENT PERMIT / FLOOD PERMIT A Development Permit / Flood Permit shall be required, in conformance with the provisions of this Chapter, PRIOR to the commencement of any development activities in the Area of Special Flood Hazard or on parcels of land containing the Area of Special Flood Hazard. § 8-1-19. COMPLIANCE. No structure or land shall hereafter be located, extended, converted, or altered without full compliance with the terms of this Chapter and other applicable regulations. § 8-1-20. ABROGATION AND GREATER RESTRICTIONS. This Chapter is not intended to repeal, abrogate, or impair any existing ordinance, easements, covenants, or deed restrictions. However, where this Chapter and another conflict or overlap, whichever imposes the more stringent restrictions shall prevail. 14 § 8-1-21. INTERPRETATION. In the interpretation and application of this Chapter all provisions shall be: (a) considered as minimum requirements; (b) liberally construed in favor of the Governing Body, and; (c) deemed neither to limit nor repeal any other powers granted under State statutes. § 8-1-22. WARNING AND DISCLAIMER OF LIABILITY. The degree of flood protection required by this Chapter is considered reasonable for regulatory purposes and is based on scientific and engineering considerations. Larger floods can and will occur; flood heights may be increased by man-made or natural causes. This Chapter does not imply that land outside the Area of Special Flood Hazard or uses permitted within such areas will be free from flooding or flood damages. This Chapter shall not create liability on the part of Augusta, GA, the Augusta Commission, and/or the Augusta Planning & Development Department or by any officer or employee thereof for any flood damages that result from reliance on this Chapter or any administrative decision lawfully made thereunder. § 8-1-23. ENFORCEMENT AND PENALTIES FOR VIOLATION Violation of the provisions of this Chapter or failure to comply with any of its requirements, including violation of conditions and safeguards established in connection with grants of variance or Special Exceptions shall be reported to the Director. Once a violation is evident, the Director, acting on behalf of the Augusta Commission, shall be empowered to notify the owner in writing of the apparent violation of this Chapter. The written notice shall direct the owner to cease the development activity until such time as the requirements and procedures of this Chapter have been met. Upon failure of the owner to comply with this notice, the Director shall notify the City Attorney of the violation; and the City Attorney shall immediately begin legal procedures in the Superior Court of Richmond County to prevent, enjoin, abate, or remove such violations in addition to injunctive relief. All persons, firms, or corporations failing to comply with the mandatory provisions hereof or doing any act prohibited hereby shall be guilty of an offense and, upon conviction thereof, be fined not more than one thousand dollars ($1,000.00) or imprisoned for not more than sixty (60) days, or both, and, in addition, shall pay all costs and expenses involved in the case. Each day such violation continues shall be considered a separate offense. Nothing contained herein shall prevent the Commission from taking such other lawful action as is necessary to prevent or remedy any violation. § 8-1-24 - - 8-1-28. RESERVED. Revised 8-1-17 to conform to State Model Flood Ordinance – June 2017 Updated Planning and Development Department / Map Repository address in 8-1-17 – June 2017 ********** Revised 8-1-16 to clarify to what areas this Chapter applies – April 2019 Revised 8-1-17 so that Ordinance would not have to be readopted after adoption of the flood maps – April 2019 15 Revised 8-1-18 to clarify to what areas are required to have a Development Permit per this Chapter – April 2019 ARTICLE 4 ADMINISTRATION § 8-1-29. DESIGNATION OF DIRECTOR. The Director of the Augusta Planning & Development Department, or his / her designee, is hereby appointed to administer and implement the provisions of this Chapter. § 8-1-30. PERMIT PROCEDURES. Application for a Development Permit shall be made to the Director on forms furnished by the community PRIOR to any development activities, and may include, but not be limited to the following: plans in duplicate drawn to scale showing the elevations of the area in question and the nature, location, dimensions, of existing or proposed structures, earthen fill placement, storage of materials or equipment, and drainage facilities. Specifically, the following information is required: (a) Application Stage - (1) Elevation in relation to mean sea level (or Highest Adjacent Grade) of the lowest floor, including basement, of all proposed structures; (2) Elevation in relation to mean sea level to which any non-residential structure will be floodproofed; (3) Design certification from a registered professional engineer or architect that any proposed non-residential floodproofed structure will meet the dry floodproofing criteria of Article 2, Section 8-1-10 and Article 5, Section 8-1-44(b); (4) Description of the extent to which any watercourse will be altered or relocated as a result of a proposed development, and; (b) Construction Stage - For all new construction or substantial improvements, the permit holder shall provide to the Administrator a certified as-built FEMA Elevation Certificate or FEMA Floodproofing Certificate of the regulatory floor elevation or floodproofing level immediately after the lowest floor or floodproofing is completed. Any lowest floor certification made relative to mean sea level shall be prepared by or under the direct supervision of a registered land surveyor or professional engineer and certified by same. When floodproofing is utilized for non-residential structures, said certification shall be 16 prepared by or under the direct supervision of a professional engineer or architect and certified by same. Any work undertaken prior to submission of these certifications shall be at the permit holder's risk. The Director shall review the above referenced certification data submitted. Deficiencies detected by such review shall be corrected by the permit holder immediately and prior to further progressive work being allowed to proceed. Failure to submit certification or failure to make said corrections required hereby, shall be cause to issue a Stop-Work Order for the project. § 8-1-31. DUTIES AND RESPONSIBILITIES OF THE DIRECTOR Duties of the Director, or his / her designee, shall include, but shall not be limited to: (a) Review all Development Permits to assure that the permit requirements of this Chapter have been satisfied; (b) Review proposed development to assure that all necessary permits have been received from governmental agencies from which approval is required by Federal or State law, including Section 404 of the Federal Water Pollution Control Act Amendments of 1972, 33 U.S.C. 1334. Require that copies of such permits be provided and maintained on file. (c) Review all permit applications to determine whether proposed building sites will be reasonably safe from flooding. (d) When Base Flood Elevation data or floodway data have not been provided in accordance with Article 3, Section 8-1-17, then the Director shall obtain, review, and reasonably utilize any Base Flood Elevation and floodway data available from a Federal, State, or other sources in order to administer the provisions of Article 5. (e) Review and record the actual elevation in relation to mean sea level (or Highest Adjacent Grade) of the lowest floor, including basement, of all new or substantially improved structures in accordance with Article 4, Section 8-1-30(b). (f) Review and record the actual elevation, in relation to mean sea level to which any new or substantially improved structures have been dry floodproofed, in accordance with Article 4, Section 8-1-30(b). (g) When dry floodproofing is utilized for a structure, the Director shall obtain certification of design criteria from a registered professional engineer or architect in accordance with Article 2, Section 8-1-10, Article 4, Section 8-1-30(a)(3), and Article 5, Section 8-1- 44(b) or Article 5, Section 8-1-48(b). (h) Review applications for wet floodproofing measures for flood protection for enclosures used solely for parking, building access, or storage below elevated buildings; review applications for wet floodproofing for flood protection for historic structures and functionally dependent uses (both defined by the NFIP), when authorized by variances and review applications for wet floodproofing for flood protection for agricultural structures and accessory structures, when authorized by a variance by the City of Augusta and in accordance with guidelines established by FEMA for such a use 17 (i) Make substantial damage determinations following a flood event or any other event that causes damage to structures located in the Area of Special Flood Hazard. (j) Notify adjacent communities and the Georgia Department of Natural Resources prior to any alteration or relocation of a watercourse and submit evidence of such notification to the Federal Emergency Management Agency (FEMA). (k) For any altered or relocated watercourse, submit engineering data/analysis within six (6) months to the FEMA to ensure accuracy of community flood maps through the Letter of Map Revision process. Assure flood carrying capacity of any altered or relocated watercourse is maintained. (l) Where interpretation is needed as to the exact location of boundaries of the Area of Special Flood Hazard (for example, where there appears to be a conflict between a mapped boundary and actual field conditions) the Director shall make the necessary interpretation. Any person contesting the location of the boundary shall be given a reasonable opportunity to appeal the interpretation as provided in this Chapter. (m) All records pertaining to the provisions of this Chapter shall be maintained in the office of the Director and shall be open for public inspection. § 8-1-32. VARIANCE PROCEDURES (a) The Zoning Board of Appeals as established by the Augusta Commission shall hear and decide requests for appeals or variance from the requirements of this Chapter. (b) The Zoning Board of Appeals shall hear and decide appeals when it is alleged an error in any requirement, decision, or determination is made by the Director in the enforcement or administration of this Chapter. (c) Any person aggrieved by the decision of the Zoning Board of Appeals may appeal such decision to the Superior Court of Richmond County, Georgia, as provided in O.C.G.A. Sec. 5-4-1; however all appeals shall be on record and shall not be de novo. (d) Variances may be issued for the repair or rehabilitation of Historic Structures upon a determination that the proposed repair or rehabilitation will not preclude the structure's continued designation as a Historic Structure and the variance is the minimum to preserve the historic character and design of the structure. (e) In reviewing such requests, the Zoning Board of Appeals shall consider all technical evaluations, relevant factors, and all standards specified in this and other sections of this Chapter, and: (1) The danger that materials may be swept onto other lands to the injury of others; (2) The danger to life and property due to flooding or erosion damage; (3) The susceptibility of the proposed facility and its contents to flood damage and the effect of such damage on the individual owner; (4) The importance of the services provided by the proposed facility to the community; 18 (5) The necessity to the facility of a waterfront location, in the case of a functionally dependent facility; (6) The availability of alternative locations, not subject to flooding or erosion damage, for the proposed use; (7) The compatibility of the proposed use with existing and anticipated development; (8) The relationship of the proposed use to the Comprehensive Plan and Floodplain Management Program for that area; (9) The safety of access to the property in times of flood for ordinary and emergency vehicles; (10) The expected heights, velocity, duration, rate of rise, and sediment transport of floodwaters and the effects of wave action, if applicable, expected at the site; and (11) The costs of providing governmental services during and after flood conditions, including maintenance and repair of public utilities and facilities such as sewer, gas, electrical, and water systems, and streets and bridges. (f) Upon consideration of the factors listed above and the purposes of this Chapter, the Zoning Board of Appeals may attach such conditions to the granting of variances as it deems necessary to further the purposes of this Chapter. (g) Variances shall not be issued within any designated floodway, or the lower floodway fringe, if ANY increase in flood levels (flood heights) during the base flood discharge would result. (h) Conditions for Variances: (1) The provisions of this Chapter are minimum standards for flood loss reduction, therefore any deviation from the standards must be weighed carefully. Variances shall only be issued upon a determination that the variance is the minimum necessary, considering the flood hazard, to afford relief; and, in the instance of a Historic Structure, a determination that the variance is the minimum necessary so as not to destroy the historic character and design of the structure. (2) A variance shall be issued ONLY when there is: (a) a finding of good and sufficient cause, (b) a determination that failure to grant the variance would result in exceptional hardship, and; (c) a determination that the granting of a variance will not result in increased flood heights, additional threats to public safety, extraordinary public expense, create nuisance, cause fraud on or victimization of the public, or conflict with existing local laws or ordinances. At the discretion of the Zoning Board of Appeals, a No- Rise Certification, with supporting technical data and signed by a registered professional engineer, may be required to ensure that there is no rise in flood heights with the proposed development. 19 (3) Any applicant to whom a variance is granted shall be given written notice specifying the difference between the Base Flood Elevation and the elevation of the proposed lowest floor and stating that the cost of flood insurance will be commensurate with the increased risk to life and property resulting from the reduced lowest floor elevation. (i) The Director shall maintain the records of all appeal actions and report any variances to the Federal Emergency Management Agency upon request. (j) Variances may be issued for development necessary for the conduct of a functionally dependent use, provided the criteria of this Article are met, no reasonable alternative exists, and the development is protected by methods that minimize flood damage during the base flood and create no additional threats to public safety. (k) Variances may be issued for construction or substantial improvements of accessory structures and agricultural structures provided the requirements of this Chapter and the following area satisfied: (1) Accessory structures. A determination that the proposed accessory structure: (a) Represents minimal investment and has low flood damage potential (amount of physical damage, contents damage, and loss of function). (b) Is larger than the 600 square foot size limit, as specified in the definition of Accessory Structure found in Section 8-1-10, but is demonstrated not to adversely impact the SFHA or increase flood risks, or pose a danger to public health, safety, and welfare if the structure is flooded and the contents are released, including but not limited to the effects of flooding on the production and storage of highly volatile, toxic, or water-reactive materials; (c) Is an aquaculture structure that is dependent on proximity to water; (d) Complies with the wet floodproofing construction requirements of paragraph 8-1-32-(k)-(3) below. (2) Agricultural Structures. A determination that the proposed agricultural structure: (a) Is used exclusively in connection with the production, harvesting, storage, raising, or drying of agricultural commodities and livestock, or storage of tools or equipment used in connection with these purposes or uses, and will be restricted to such exclusive uses; (b) Has low flood damage potential (amount of physical damage, contents damage, and loss of function); (c) Does not increase flood risks and / or pose a danger to public health, safety, and welfare if the structure is flooded and the contents are released, including but not limited to the effects of flooding on manure storage, livestock confinement operations, liquefied natural gas terminals, and production and storage of highly volatile, toxic, or water- reactive materials; (d) Is an aquaculture structure that is dependent on proximity to water; (e) Complies with the wet floodproofing construction requirements of paragraph 8-1-32-(k)-(3) below. (3) Wet floodproofing construction requirements. Wet floodproofed structures shall: (a) Be anchored to resist flotation, collapse, and lateral movement; 20 (b) Have flood damage-resistent materials below the Base Flood Elevation in compliance with the requirements of the definition of Wet Floodproofing found in Section 8-1-10 and with the requirements of FEMA for wet floodproofing; (c) Have mechanical, electrical, and utility equipment in compliance with the requirements of the definition of Wet Floodproofing found in Section 8-1-10 and with the requirements of FEMA for wet floodproofing; (d) Have flood openings in compliance with the requirements of 8-1-43(e), 8-1-47-(a) and 8-1-47-(b). § 8-1-33 - - 8-1-42. RESERVED. Revisions to 8-1-29 to add a designee (at the Director’s discretion) to aide in administration and implementation of this Chapter – April 2019 Added clarifying language to Section 8-1-30-(b) requiring an Elevation Certificate or Floodproofing Certificate after the lowest floor or floodproofing is completed. – April 2019 Revisions to 8-1-31 to add a designee (at the Director’s discretion) and outline duties and responsibilities of both the Director and the Director’s designee – April 2019 Additions to 8-1-32-(h)-(c) to state that the Zoning Board of Appeals may require a No Rise Certification to aide in their determination of reviewing and granting of a variance – April 2019 Additions and modification to Section 8-1-30 and Section 8-1-31 per new FEMA Technical Bulletin on Floodplain Management Requirements for Agricultural Structures and Accessory Structures (P-2140) – October 2020 21 ARTICLE 5 PROVISIONS FOR FLOOD HAZARD REDUCTION § 8-1-43. GENERAL STANDARDS In ALL of the Area of Special Flood Hazard the following provisions are required: (a) New construction and substantial improvements of existing structures shall be anchored to prevent flotation, collapse, and lateral movement of the structure; (b) Manufactured homes shall be anchored to prevent flotation, collapse, and lateral movement. Methods of anchoring may include, but are not limited to, use of over-the-top or frame ties to ground anchors. This standard shall be in addition to and consistent with applicable State requirements for resisting wind forces; (c) New construction and substantial improvements of existing structures shall be constructed with materials and utility equipment resistant to flood damage; (d) New construction and substantial improvements of existing structures shall be constructed by methods and practices that minimize flood damage; (e) All heating and air conditioning equipment and components, all mechanical, electrical, ventilation, plumbing, and other service facilities shall be elevated or designed and/or located so as to prevent water from entering or accumulating within the components during conditions of flooding. For purposes of this Ordinance, all heating and air conditioning equipment and components, all mechanical, electrical, ventilation, plumbing, and other service facilities for new construction shall be elevated to 3 feet above the Base Flood Elevation (BFE); (f) New and replacement water supply systems shall be designed to minimize or eliminate infiltration of flood waters into the system; (g) New and replacement s sanitary sewage systems shall be designed to minimize or eliminate infiltration of flood waters into the systems and discharges from the systems into flood waters; (h) New on-site waste disposal systems shall be located within the Area of Special Flood Hazard per the provisions of the Georgia Onsite Wastewater Regulations; (i) Any alteration, repair, reconstruction or improvement to a structure which is not compliant with the provisions of this Chapter, shall be undertaken only if the non- conformity is not furthered, extended, or replaced; and 22 (j) Elevated Structures - All new construction and substantial improvements of existing structures that include ANY fully enclosed area located below the lowest floor formed by foundation and other exterior walls shall be designed so as to be an unfinished or a flood damage-resistant enclosure. For any unfinished or flood-resistant enclosed area below the regulatory flood protection elevation with a height greater than or equal to four (4) feet, the owner must sign Augusta’s Non-Conversion Agreement stating that enclosed area shall not be converted to habitable space without obtaining a permit and allowing the Director, or his / her designee, access (at any time) to ensure the enclosed area is not in violation to this Chapter. The owner must record the Non-Conversion Agreement with the deed for use by future owners. The enclosure shall be designed to equalize hydrostatic flood forces on exterior walls by allowing for the automatic entry and exit of floodwater. (1) A minimum of two (2) openings that are installed no more than twelve (12) inches above the higher of the final interior or exterior grade, and that are installed in at least two different sides (preferably the sides in the direction of the flow of floodwater) of each enclosed area, must be provided, where the openings: (a) Have a total open net area of not less than one square inch for every square foot of enclosed area Openings may be equipped with screens, louvers, valves or other coverings or devices provided they are disabled in the open position and also permit the automatic flow of floodwater in both directions.; or (b) Are individually certified by a design professional licensed to do design work in the State of Georgia stating that the openings are designed to automatically equalize hydrostatic flood loads on exterior walls by allowing the automatic entry and exit of floodwaters in accordance with the American Society of Civil Engineers – Flood Resistant Design and Construction (ASCE 24) and that an appropriate number of vents are provided. A copy of the Engineer’s Certification (signed and sealed) along with the applicable section from this Chapter (this section) allowing for the use of these engineered openings must be attached to the Elevation Certificate; or (c) Are ICC-ES accepted engineered flood vents, and the appropriate number of such vents are provided and installed in accordance with the manufacturer’s specifications. A copy of the ICC-ES Evaluation Report along with the applicable section from this Chapter (this section) allowing for the use of these engineered flood vents must be attached to the Elevation Certificate. (2) So as not to violate the "Lowest Floor" criteria of this Chapter, the unfinished or flood damage-resistant enclosure shall only be used for parking of vehicles, limited storage of maintenance equipment used in connection with the premises, or entry to the elevated area; and (3) The interior portion of such enclosed area shall not be partitioned or finished into separate rooms. (4) An attached garage may have its floor below the BFE provided the garage meets all of the requirements for an enclosed area below the BFE, including, but not limited to, the installation of openings that meet Section 8-1-43-(j)-(1) above. Openings may be installed in garage doors; however, garage doors without 23 openings do not meet the requirement for openings. The use of the garage space must be limited to parking of vehicles, building access and storage. Section 8-1- 43-(j)-(3), above, must be strictly adhered to. Flood damage-resistant materials must be used below the BFE and all utilities must be elevated to be three (3) feet above the BFE. (5) Crawlspaces that are below-grade on all sides (basements) are not allowed. (k) Detached garages, detached storage buildings / accessory structures are allowed, without the requirement to elevate to three (3) feet above the BFE in AE zones, or three (3) feet above the Highest Adjacent Grade (HAG) in A zones, if they comply with all of the requirements for enclosures: (a) must be a walled and roofed structure; (b) must be used for parking of vehicles and storage only; (c) must not be larger than one-story in height; (d) must not exceed 600 square feet in size; (e) must have a low flood damage potential; (f) must be constructed of flood damage-resistant materials below the area that is three (3) feet above the BFE, or three (3) feet above the HAG, whichever is applicable; (g) all utilities must be elevated to be three (3) feet above the BFE, or three (3) feet above the HAG, whichever is applicable; (h) must have flood openings that meet the requirements of Section 8-1-43- (j)-(1), in order to equalize hydrostatic forced on exterior walls by allowing the automatic entry and exit of floodwaters, (i) must be anchored to resist flotation, collapse, and lateral movement under flood conditions; (j) may not store any materials that could negatively react with water or be water-reactive; (k) must agree not to convert, or modify in any manner, the approved use. (l) Development of accessory structures that are not walled and roofed, are not used only for parking or storage, or are larger than one-story in height, or 600 square feet in size, or which have a medium or high flood damage potential, must be designed and constructed to meet or exceed the minimum requirements for structures in SFHAs as set forth in this Chapter; to include any structure that has a human habitation component (apartment, carriage house, guest house, bath house, recreational rooms or game rooms) and structures such as gazebos, pergolas and carports that are not walled and roofed. The property owner may apply for and the City of Augusta may grant, on a case-by-case basis, a variance to allow accessory structures larger than 600 square feet to be wet floodproofed. (m) For parcels of land than have only one structure, that structure is considered the principal structure for floodplain management purposes, even if the structure would otherwise meet the definition for accessory structure based on its size and use. In these cases, the accessory structure must be elevated or dry floodproofed pursuant to the requirement of this Chapter, unless the property owner applies for and is granted a variance to allow the accessory structure to be wet floodproofed. (n) Agricultural structures are allowed, without the requirement to elevate to three (3) feet above the BFE in AE zones, or three (3) feet above the Highest Adjacent Grade (HAG) in A zones, if they comply with all of the requirements for enclosures: 24 (a) must be a walled and roofed structure, silo / grain bin or elevator, or tank; (b) must be larger than 600 square feet; (c) must not be used for human habitation, employment, manufacturing, or entertainment; (d) must be used exclusively for agricultural purposes or uses; (e) must have a low flood damage potential; (f) must be constructed of flood damage-resistant materials below the area that is three (3) feet above the BFE, or three (3) feet above the HAG, whichever is applicable; (g) all utilities must be elevated to be three (3) feet above the BFE, or three (3) feet above the HAG, whichever is applicable; (h) must have flood openings that meet the requirements of Section 8-1-43- (j)-(1), in order to equalize hydrostatic forced on exterior walls by allowing the automatic entry and exit of floodwaters, (i) must be anchored to resist flotation, collapse, and lateral movement under flood conditions; (j) may not store any materials that could negatively react with water or be water-reactive; (k) may not have any of the following uses: manure storage, livestock confinement operations, liquefied natural gas terminals, and production or storage of highly volatile, or toxic materials. (l) must agree not to convert, or modify in any manner, the approved use. (o) Development of agricultural structures that are not walled and roofed, may be used for human habitation (including worker dormitories), employment, manufacturing or entertainment, or which are not used exclusively for agricultural purposes, or which have a medium or high flood damage potential, must be designed and constructed to meet or exceed the minimum requirements for structures in SFHAs as set forth in this Chapter. (p) On property containing an Area of Special Flood Hazard, all new construction, requiring a Site Plan, must conform to Augusta’s Stormwater Management Ordinance and Augusta;s Stormwater Management Manual, current edition, which include, but are not limited to, Best Management Practices (BMPs) which control the quality and / or quantity of storm water runoff and which are compatible with the planned land use. (q) As mandated by the State of Georgia, any land determined to be a State Water Buffer, shall be reserved, and shall not be developed, unless expressly permitted by the State of Georgia. § 8-1-44. SPECIFIC STANDARDS In the Area of Special Flood Hazard the following provisions are required: (a) New construction and substantial improvements, to include accessory structures not used solely for parking or storage, pursuant to 8-1-43-(l) and 8-1-43-(m). Where Base Flood Elevation data are available, new construction and substantial improvement of any structure, including manufactured homes, and accessory structures not used solely for parking or storage, shall have the lowest floor, including basement, elevated no lower than three (3) feet above the Base Flood Elevation (also known as the “flood protection elevation”). Should solid foundation perimeter walls be used to elevate a structure, openings sufficient to facilitate the unimpeded movements of flood waters shall be provided in accordance with standards of Article 5, Section 8-1-43(j), "Elevated Structures". 25 (1) All heating and air conditioning equipment and components (including ductwork), all mechanical, electrical, ventilation, plumbing, and other service facilities shall be elevated at or above three (3) feet above the Base Flood Elevation. (b) Non-Residential Construction. New construction and substantial improvements of non- residential structures may be dry floodproofed in lieu of elevation pursuant to the requirements found in the definition for dry floodproofing found in Article 2, Section 8-1- 10. The structure, together with attendant utility and sanitary facilities, must be designed to be water tight to three (3) feet above the Base Flood Elevation (also known as the “flood protection elevation”), with walls substantially impermeable to the passage of water, and structural components having the capability of resisting hydrostatic and hydrodynamic loads and the effect of buoyancy. A registered professional engineer or architect shall certify that the design and methods of construction are in accordance with accepted standards of practice for meeting the provisions above, and shall provide such certification to the Director as set forth above and in Article 4, Section 8-1-31(g). (1) All heating and air conditioning equipment and components (including ductwork), all mechanical, electrical, ventilation, plumbing, and other service facilities shall be elevated at or above three (3) feet above the Base Flood Elevation or dry floodproofed to at or above three (3) feet above the Base Flood Elevation. (c) Standards for Manufactured Homes and Recreational Vehicles. Where Base Flood Elevation data are available: (1) All manufactured homes placed or substantially improved on: (1) individual lots or parcels, (2) in new or substantially improved manufactured home parks or subdivisions, (3) in expansions to existing manufactured home parks or subdivisions, or (4) on a site in an existing manufactured home park or subdivision where a manufactured home has incurred "substantial damage" as the result of a flood, or “substantial damage” as the result of any origin, must have the lowest floor including basement, elevated no lower than three (3) feet above the Base Flood Elevation (also known as the “flood protection elevation”). (a) All heating and air conditioning equipment and components (including ductwork), all mechanical, electrical, ventilation, plumbing, and other service facilities shall be elevated at or above three (3) feet above the Base Flood Elevation. (2) Manufactured homes placed, or substantially improved in, an existing manufactured home park or subdivision may be elevated so that either: (a) The lowest floor of the manufactured home is elevated no lower than three (3) feet above the level of the Base Flood Elevation (also known as the “flood protection elevation”), or (b) The manufactured home chassis is elevated and supported by reinforced piers (or other foundation elements of at least an equivalent strength) of no less than three (3) feet in height above grade. (c) All heating and air conditioning equipment and components (including ductwork), all mechanical, electrical, ventilation, plumbing, and other 26 service facilities shall be elevated at or above three (3) feet above the Base Flood Elevation. (3) All manufactured homes must be securely anchored to an adequately anchored foundation system to resist flotation, collapse, and lateral movement. (ref. Article 5, Section 8-1-43(b) ). (4) All recreational vehicles (the term also includes park trailers, travel trailers, and similar transportable structures) placed on sites must either: (a) Be on the site for fewer than 30 consecutive days. (b) Be fully licensed and ready for highway use, (a recreational vehicle is ready for highway use if it is licensed, on its wheels or jacking system, attached to the site only by quick disconnect type utilities and security devices, and has no permanently attached structures or additions), or (c) The recreational vehicle must meet all the requirements for "New Construction", including the anchoring and elevation requirements of Article 5, Section 8-1-44(c)(1) and (3). (d) Floodway. Located within the Area of Special Flood Hazard established in Article 3, Section 8-1-17, are areas designated as floodway. A floodway may be an extremely hazardous area due to velocity flood waters, debris or erosion potential. In addition, the area must remain free of encroachment in order to allow for the discharge of the base flood without increased flood heights. Therefore, the following provisions shall apply: (1) Encroachments are prohibited, including earthen fill, new construction, substantial improvements, or other development within the regulatory floodway. Development may be permitted however, provided it is demonstrated through hydrologic and hydraulic analyses performed in accordance with standard engineering practice that the encroachment shall not result in any increase in flood levels (flood heights) or floodway widths during a base flood discharge (a No-Rise Certification). A registered professional engineer must provide supporting technical data and his / her certification thereof. (2) ONLY if Article 5, Section 8-1-44(d)(1) above is satisfied, then any new construction and substantial improvement shall have the lowest floor, including basement, elevated no lower than three (3) feet above the flood elevation based upon the floodway encroachment, as given by the “With Floodway” column in the Flood Insurance Study Floodway Data Table. Should solid foundation perimeter walls be used to elevate a structure, openings sufficient to facilitate the unimpeded movements of flood waters shall be provided in accordance with standards of Article 5, Section 8-1-43(j), "Elevated Structures". All heating and air conditioning equipment and components (including ductwork), all mechanical, electrical, ventilation, plumbing, and other service facilities shall be elevated no lower than three (3) feet above the flood elevation based upon the floodway encroachment, as given by the “With Floodway” column in the Flood Insurance Study Floodway Data Table. (3) The placement of manufactured homes shall be prohibited. A replacement manufactured home may be placed on a lot in an existing manufactured home park or subdivision provided the anchoring standards of § 8-1-43 (b) are met, and the 27 elevation standards of § 8-1-44 (a) and the encroachments standards of subsection (1) of this Section are met. (4) Removal of trees and other vegetation may not be a consideration in calculating the effect of proposed encroachments on flood levels (flood heights) during the occurrence of the base flood discharge. (5) Accessory structures shall be prohibited in the floodway. (e) Floodway fringe, lower. Within the lower floodway fringe is the area between the floodway and the upper floodway fringe that is lower than a lines one-half (1/2) the distance between the floodway and the boundary of the Area of Special Flood Hazard. The lower floodway fringe is a transitional area that is hazardous due to its proximity to the floodway and encroachment by fill or development within this area could have serious impact on the entire floodplain. The following provisions shall apply with the lower floodway fringe: (1) Encroachments, including fill, new construction, substantial improvements and other developments shall be prohibited unless certification by a registered professional engineer, with supporting technical data, is provided to the Director demonstrating that encroachments shall not result in any increase in flood levels (flood heights) during occurrence of base flood discharge (a No-Rise Certification). (2) If Article 5, Section 8-1-44(d)(1) is satisfied, all new construction and substantial improvements shall comply with all applicable flood hazard reduction provisions of Article 5. (3) The placements of manufactured homes, except in an existing manufactured home park or subdivision, shall be prohibited. A replacement manufactured home may be placed on a lot in an existing manufactured home park or subdivision provided the anchoring standards of Article 5, Section 8-1-43(b), and the elevation standards of Article 5, Section 8-1-44(a), and the encroachment standards of Article 5, Section 8-1-44(d)(1) are met. (4) Removal of trees and other vegetation may not be a consideration in calculating the effect of proposed encroachments on flood levels (flood heights) during the occurrence of the base flood discharge. (5) The placement of an accessory structure shall only be allowed if, at the discretion of the Director, or Direction of Engineering, it is deemed to have a low flood damage potential. All requirements of 8-1-43-(k) must be met. (f) Large Tracts. If a tract contains over one (1) acre located within the Area of Special Flood Hazard, then development or land disturbance on that portion of the tract located within the Area of Special Flood Hazard shall comply with the standards for lower floodway fringe set forth in § 8-1-44 (e). (g) Other area unsuitable for development. Land subject to flooding that is not located within a mapped Area of Special Flood Hazard may, at the discretion of the Director or Director of Engineering, be required to comply with any or all standards set forth in this Chapter. (h) Grading in the Area of Special Flood Hazard. Grading (including excavating, filling, or any culmination thereof) shall be prohibited in the Area of Special Flood Hazard except for the following: 28 (1) Minimum land disturbing activities such as home gardens and individual home landscaping, repairs, maintenance work and other related activities; (2) Agricultural practices involving the establishment, cultivation, or harvesting of products of the field or orchard, preparing and planting of pasture land, forestry land management practices including harvesting (where stumps are not removed), farm ponds, dairy operations, livestock and poultry management practices and the construction of farm buildings. (3) Projects permitted by or carried out under the technical supervision of the U.S. Department of Agriculture, U.S. Army Corps of Engineers, or any other agency of the U.S. Government; (4) Cemetery graves; (5) Excavation for wells or tunnels or utilities; (6) Approved mining, quarrying, stockpiling of rock, sand, gravel, aggregates, or clay where established and provided for by law; (7) Exploratory excavations under the direction of soils engineers or engineering geologists; (8) Where consistent with other provisions of this Chapter, minimum grading for land development or construction which does not result in topographic changes greater than two (2) feet at any location and which is not for the sole purpose of elevating structures pursuant to Article 5, Section 8-1-44(a) and Article 5, Section 8-1-44(b) of this Chapter. In no case, shall fill be transported into the Area of Special Flood Hazard. (a) Detention ponds and retention ponds are exempt from the provisions 8- 1-44-(h)-(8), provided it is demonstrated through hydrologic and hydraulic analyses performed in accordance with standard engineering practice that the encroachment by the detention pond or retention pond shall not result in any increase in flood levels (flood heights) or floodway widths during a base flood discharge (a No-Rise Certification). A registered professional engineer must provide supporting technical data and certification thereof. (1) Under no circumstances shall a detention pond or a retention pond be located in the Area of Special Flood Hazard. (9) Construction activities at existing Industrial Sites which were developed before the effective date of the FIRST Floodplain Management Ordinance adopted by Augusta, GA as a basis for Augusta's participation in the National Flood Insurance Program (NFIP), such as dikes, ditches and ponds. (i) As-built Drawings and Certification. Within the Area of Special Flood Hazard, as-built drawings and certifications shall be provided by a registered professional engineer and/or a registered land surveyor pursuant to 8-1-30(b) and 8-1-44(b) of this Chapter and also when required by the Site Plan Regulations or the Subdivision Regulations. As-built drawings and certifications may be required in other situations at the discretion of the Director. 29 (j) Accessory structures. For floodplain management purposes, accessory structures must only be used for parking or storage, be not larger than one-story and not greater than 600 square feet in size, represent a minimal investment by the property owner, and have low flood damage potential. Development of accessory structures that are not used only for parking or storage, or are larger than one-story in height, or 600 square feet in size, or which have a medium or high flood damage potential, must be designed and constructed to meet or exceed the minimum requirements for structures in SFHAs as set forth in 8-1-44-(a); this would include any structure that has a human habitation component (apartment, carriage house, guest house, bath house, recreational rooms or game rooms) and structures such as gazebos, pergolas and carports that are not walled and roofed. Pursuant to 8-1-43-(m), when a parcel of land has only one structure, that structure is considered the principal structure for floodplain management purposes, even if the structure would otherwise meet the definition for accessory structure based on its size and use. In these cases, the accessory structure must be elevated pursuant to 8-1-44-(a) or dry floodproofed pursuant to the requirements of 8-1-44-(b), unless the property owner applies for and is granted a variance to allow the accessory structure to be wet floodproofed. (k) Agricultural Structures. For floodplain management purposes, agricultural structures must larger than 600 square feet and must be only be used for agricultural purposes, or uses in connection with the production, harvesting, storage, raising, or drying of agricultural commodities and livestock. Structures used for human habitation and those that are places of employment or entertainment, and structures with multiple or mixed purposes, do not satisfy the “exclusive use” requirement as described in this definition. Development of agricultural structures that are not walled and roofed, may be used for human habitation (including worker dormitories), employment, manufacturing or entertainment, or which are not used exclusively for agricultural purposes, or which have a medium or high flood damage potential, must be designed and constructed to meet or exceed the minimum requirements for structures in SFHAs as set forth in this Chapter. § 8-1-45. BUILDING STANDARDS FOR STREAMS WITHOUT ESTABLISHED BASE FLOOD ELEVATIONS AND/OR FLOODWAYS (A-ZONES). Located within the Area of Special Flood Hazard established in Article 3, Section 8-1-17, where streams exist but no base flood data have been provided (A-Zones), OR where base flood data have been provided but a Floodway has not been delineated, the following provisions apply: (a) No encroachments, including structures, accessory structures, or fill material, shall be located within an area equal to five (5) times the width of the stream or twenty (20) feet, whichever is greater, measured from the top of the stream bank, unless certification by a registered professional engineer is provided demonstrating that such encroachment shall not result in any increase in flood levels (flood heights) during the occurrence of the base flood discharge (a No-Rise Certification). (b) In the Area of Special Flood Hazard without Base Flood Elevation data, new construction and substantial improvements of existing structures, to include accessory structures not used solely for parking or storage, pursuant to 8-1-43-(l) and 8-1-43-(m), shall have the lowest floor of the lowest enclosed area (including basement) elevated no less than three (3) feet above the Highest Adjacent Grade at the building site. Openings sufficient to 30 facilitate the unimpeded movements of flood waters shall be provided in accordance with standards of Article 5, Section 8-1-43(j), "Elevated Structures". (1) All heating and air conditioning equipment and components (including ductwork), all mechanical, electrical, ventilation, plumbing, and other service facilities shall be elevated no less than three (3) feet above the Highest Adjacent Grade at the building site. The Director shall certify the lowest floor elevation level and the record shall become a permanent part of the permit file. (c) When Base Flood Elevation data or floodway data have not been provided in accordance with Article 3, Section 8-1-17, then the Director shall obtain, review, and reasonably utilize any scientific or historic Base Flood Elevation and floodway data available from a Federal, State, or other source, in order to administer the provisions of Article 5. ONLY if data are not available from these sources, then the provisions of (a) and (b) of this Section shall apply. § 8-1-46. STANDARDS FOR SUBDIVISIONS. (a) All subdivision and/or development proposals, including manufactured home parks or subdivisions, shall be consistent with the need to minimize flood damage and shall be reasonably safe from flooding; (b) All subdivision and/or development proposals, including manufactured home parks or subdivisions, shall have public utilities and facilities such as sewer, gas, electrical, and water systems located and constructed to minimize flood damage; (c) All subdivision and/or development proposals, including manufactured home parks or subdivisions, shall have adequate drainage provided to reduce exposure to flood hazards; (d) For subdivisions and/or developments, including manufactured home parks or subdivisions, greater than fifty lots or five acres, whichever is less, Base Flood Elevation data shall be provided for subdivision proposals and all other proposed development, including manufactured home parks and subdivisions. Any changes or revisions to the flood data adopted herein and shown on the FIRM shall be submitted to FEMA for review as a Conditional Letter of Map Revision (CLOMR) or Conditional Letter of Map Amendment (CLOMA), whichever is applicable. Upon completion of the project, the developer is responsible for submitting the “as-built” data to FEMA in order to obtain the final Letter of Map Revision (LOMR); and, (e) All subdivision and/or development proposals, including manufactured home parks or subdivisions, shall have access(es) that allow for safe ingress and egress, minimize flood damage, and which have adequate drainage provided to reduce exposures to flood hazards. § 8-1-47. STANDARDS FOR AREAS OF SHALLOW FLOODING (AO ZONES). The Area of Special Flood Hazard established in Article 3, Section 8-1-17, may include designated "AO" shallow flooding areas. These areas have base flood depths of one (1) to three (3) feet above ground, with no clearly defined channel. The following provisions apply: 31 (a) All new construction and substantial improvements of residential and non-residential structures, including manufactured homes and accessory structures not used solely for parking or storage, pursuant to 8-1-43-(l) and 8-1-43-(m) shall have the lowest floor, including basement, elevated to the flood depth number specified on the Flood Insurance Rate Map (FIRM), above the Highest Adjacent Grade. If no flood depth number is specified, the lowest floor, including basement, shall be elevated at least three (3) feet above the Highest Adjacent Grade. Openings sufficient to facilitate the unimpeded movements of flood waters shall be provided in accordance with standards of Article 5, Section 8-1-43(j), "Elevated Structures". (1) All heating and air conditioning equipment and components (including ductwork), all mechanical, electrical, ventilation, plumbing, and other service facilities shall be elevated to the flood depth number specified on the Flood Insurance Rate Map (FIRM), above the Highest Adjacent Grade. If no flood depth number is specified, the lowest floor, including basement, shall be elevated at least three (3) feet above the Highest Adjacent Grade. The Director shall certify the lowest floor elevation level and the record shall become a permanent part of the permit file. (b) New construction or the substantial improvement of a non-residential structure: to include accessory structures not used solely for parking or storage, pursuant to 8-1-43-(l) and 8-1- 43-(m), (1) Shall have the lowest floor, including basement, elevated to the flood depth number specified on the Flood Insurance Rate Map (FIRM), above the Highest Adjacent Grade. If no flood depth number is specified, the lowest floor, including basement, shall be elevated at least three feet (3) above the Highest Adjacent Grade. (a) All heating and air conditioning equipment and components (including ductwork), all mechanical, electrical, ventilation, plumbing, and other service facilities shall be elevated to the flood depth number specified on the Flood Insurance Rate Map (FIRM), above the Highest Adjacent Grade. If no flood depth number is specified, the lowest floor, including basement, shall be elevated at least three (3) feet above the Highest Adjacent Grade. (2) May be dry floodproofed in lieu of elevation. The structure, together with attendant utility and sanitary facilities, must be designed to be water tight to the specified FIRM flood level plus one (1) foot, above Highest Adjacent Grade, with walls substantially impermeable to the passage of water, and structural components having the capability of resisting hydrostatic and hydrodynamic loads and the effect of buoyancy. A registered professional engineer or architect shall certify that the design and methods of construction are in accordance with accepted standards of practice for meeting the provisions above, and shall provide such certification to the Director as set forth above and as required in Articles 4, Section 8-1-30(a)(3) and Article 4, Section 8-1-30(b). (c) Drainage paths shall be provided to guide floodwater around and away from any proposed structure. 32 § 8-1-48 STANDARDS FOR THE AREA OF SPECIAL FLOOD HAZARD (ZONES AE) WITH ESTABLISHED BASE FLOOD ELEVATIONS WITHOUT DESIGNATED FLOODWAYS Located within the Area of Special Flood Hazard established in Article 3, Section 8-1-17, where streams with Base Flood Elevations are provided but no floodways have been designated, (Zone AE) the following provisions apply: (a) No encroachments, including fill material, new structures or substantial improvements, to include accessory structures not used solely for parking or storage, pursuant to 8-1-43-(l) and 8-1-43-(m), shall be located within the Area of Special Flood Hazard, unless certification by a registered professional engineer is provided demonstrating that the cumulative effect of the proposed development, when combined with all other existing and anticipated development, will not increase the water surface elevation of the base flood more than one foot at any point within the community (a No-Rise Certification). The engineering certification should be supported by technical data that conforms to standard hydraulic engineering principles. (b) New construction and substantial improvements of structures, to include accessory structures not used solely for parking or storage, pursuant to 8-1-43-(l) and 8-1-43-(m), shall be elevated or dry floodproofed to elevations established in accordance with Article 5, Section 8-1-44. (1) All heating and air conditioning equipment and components (including ductwork), all mechanical, electrical, ventilation, plumbing, and other service facilities shall be elevated at or above three (3) feet above the Base Flood Elevation or dry floodproofed to at or above three (3) feet above the Base Flood Elevation. § 8-1-49 STANDARDS FOR CRITICAL FACILITIES (a) No new critical facilities shall be located in the Area of Special Flood Hazard, the areas hydraulically adjacent to the Area of Special Flood Hazard, or the 0.2% annual chance floodplain. (b) Any substantially improved critical facility must be protected to the Base Flood Elevation plus three (3) feet or the 0.2% annual chance flood elevation plus one (1) foot, whichever is higher (c) All ingress and egress from any critical facility must be protected to the Base Flood Elevation plus three (3) feet or the 0.2% annual chance flood elevation plus one (1) foot, whichever higher. § 8-1-50. RESERVED. Corrected 8-1-46(d) typo – to read: For subdivisions and/or developments greater than fifty lots or five acres…… - June 2017 ********** 33 Added language to 8-1-43 (g) requiring new sanitary sewer systems to be designed to resist flood – April 2019 Added language to 8-1-43 (j) requiring a Non-Conversion Agreement for enclosures below the regulatory flood protection elevation – April 2019 Revised 8-1-44 (a) to clarify that manufactured homes are also considered structures (see definition for manufactured home in 8-1-10) – April 2019 Revised 8-1-44 (b) since it is not necessary to call out specific flood zones in non-coastal environments – April 2019 Revised 8-1-44 (c) (4) to specify, for purposes of this Chapter, what is considered a recreational vehicle (required to be consistent with the Comprehensive Zoning Ordinance) – April 2019 Added language for 8-1-44-(d) (2) to utilize “with floodway” elevations from the Flood Insurance Study (FIS) as a higher flood risk reduction measure – April 2019 Revised 8-1-44-(d) (3) to not allow replacement manufactured homes in the floodway (the current language allows replacement manufactured homes in existing manufactured parks and subdivision) – April 2019 Revised language throughout the Chapter exists changing “City Engineer” to “Director of Engineering” – currently there is not designated position / title of City Engineer – April 2019 Proposed language for 8-1-46-(e) required that subdivision access roads be “safe from flooding” – April 2019 Added language for 8-1-49 requiring that no new critical facility be in the area hydraulically adjacent to the Area of the Special Flood Hazard (this is an added level of protection for critical facilities) – April 2019 Added language for 8-1-49 that all ingress and egress from any critical facility be protected to the BFE plus three (3) feet or the 0.2% annual chance flood elevation plus one (1) foot, whichever higher (this is an added level of protection for critical facilities) – April 2019 Additions and modification to Section 8-1-43, Section 8-1-44, Section 8-1-45,, Section 8-1-47 and Section 8-1-48 per new FEMA Technical Bulletin on Floodplain Management Requirements for Agricultural Structures and Accessory Structures (P-2140) – October 2020 Additions and modifications to Section 8-1-43 and Section 8-1-44 for updates to and compliance with Augusta’s Community Rating System (CRS) program – November 2020 34 § 8-1-51. SEVERABILITY If any Section, clause, sentence, or phrase of this Chapter is held to be invalid or unconstitutional by any court of competent jurisdiction, then said holding shall in no way effect the validity of the remaining portions of this Chapter. Section 2. This Chapter shall become effective upon adoption. Section 3. All Ordinances or parts of Ordinances in conflict with this Chapter are hereby repealed. Duly adopted by the Augusta Commission this __________ day of ____________________, 20____. AUGUSTA COMMISSION ___________________________________ Mayor ATTEST: __________________________________ Clerk of Commission Commission Meeting Agenda 2/2/2021 2:00 PM Minutes Department: Department: Caption:Motion to approve the minutes of the Special Called and Regular Meetings of the Commission held on January 19, 2021, the Special Called Meetings held on January 12 and 15, 2021. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo CALLED MEETING VIRTUAL/TELECONFERENCE January 12, 2021 Augusta Richmond County Commission convened at 11:00 a.m., Tuesday, January 12, 2021, the Honorable Hardie Davis, Jr., Mayor, presiding. PRESENT: Hons. B. Williams, Garrett, Sias, Johnson, Frantom, Scott, McKnight, D. Williams, Hasan and Clarke, members of Augusta Richmond County Commission. Mr. Mayor: Good morning, everybody. We are here for the special called meeting January 12th 11:00 a.m. special called meeting to talk to the issue of the Augusta Judicial Circuit. The commissioner from the 6th requested a special called meeting for this express purpose. I’m going to open with the commissioner from the 6th, give him an opportunity to speak to this matter and we will hear from Administrator Donald with regards to his memo and then we’ll come back. On last week we established a working group to shepherd this issue and those were the Mayor Pro Tem, Mayor Pro Tem Bobby Williams, the commissioner from the 6th Chair of Administrative Services, the commissioner from the 10th Chair of Public Safety, the commissioner from the 4th Chair of Finance in that order to help shepherd this along and so with that I’m going to recognize the commissioner from the 6th to make opening statement and then I’m going to recognize the Administrator to speak to the memo. Commissioner from the 6th. Mr. Hasan: Thank you, Mr. Mayor. Good morning to my colleagues. Good morning. First I want to thank you very much for you all accepting the invitation to (inaudible) this special called meeting around this very, very important issue of the circuit, the Augusta Judicial Circuit. As we all know, December 1 Columbia County passed a resolution saying that it would become a single circuit and as a result of that, we have not had an opportunity as of yet to sit down and talk among ourselves. I’m sure all of us have talked with some places unofficially and things of that nature so today will be our first official conversation independent of anybody else. Obviously with the delegation last week but today we’re speaking among ourselves and hope that we are moving forward to drafting a resolution and I thought it was important that we do this based on some of the things that were said last week and I want to go back just a moment to the December the 1st resolution in the closing of what Columbia County said and they said “now therefore be it resolved the Columbia County Board of Commissioners respectfully requests the Georgia State Legislature to take such actions as necessary to approve Columbia County as a single-county Judicial Circuit it being in the best interest of the citizens of Columbia County given its public safety and financial benefit.” And what we learned last week when we were meeting with the Delegation and potentially, directly from Representative Mark Newton to say to us that this was going to be an expedited process and need to hear from us one way or the other. And so as a result of that I thought it was appropriate that we get together and make a decision like the Mayor just said what we learned from that meeting and also as our Administrator once again was going to be meeting with respectfully some of the Columbia County representatives so as a result of that, that’s why we’re here today and thank you, Mr. Mayor, for the opportunity to make some opening comments. Mr. Mayor: Thank you, commissioner. Let me preface the Administrator’s review of the memo with the following. The Legislature convened on yesterday for swearing in ceremonies. They are convening again today. They will convene tomorrow. On Thursday the Governor will present the budget and a state address and the Legislature will likely adjourn as they’re working on an adjournment resolution for their next series of business dates. On the week of MLK holiday, the 18th, the Legislature typically and I likely believe it will happen again adjourns for King week activities and those activities are also followed with the Appropriations Committees both Senate and House working together on a supplemental budget. I say all of that to say the following that while we were told last week by members of our delegation that there is a draft piece of legislation that likely will be filed do understand that again any action taken on that will not happen this week or next week. The filing of draft legislation still has to go through the requisite process of being debated. One of the challenges that we have in front of us right now is that we’re having a conversation and the Chief Judge of the Superior Court nor the state courts are involved in our conversation right now. I want to again yield to Administrator Donald who has had a series of conversations with both Columbia County and was working on meeting with Burke County to get the state of play or our posture. And so with that I’m going to turn it over to Administrator Donald to walk us through the memo and his initial recommendation. Mr. Donald: Yes, sir, thank you, Mayor and honorable Commission for the opportunity to have this discussion with you today. I think, Mayor, you started off on one of the points that I planned to touch on and you’re tracking 100% in the right direction. I think that the memorandum and my recommendations should be considered preliminary. Have had some conversations actually about three formal meetings with Columbia County now. I have also had the pleasure of speaking with the Burke County Administrator and I’ve also had the opportunity to speak with DA-Elect Williams but have not had the opportunity to speak with Judge Brown and the Superior Court camp on this topic as well as other players and so the update that I provided I think during our meeting with the Legislative Delegation it was requested that I provide an update and recommendation based off of those meetings. Nothing has changed much. I do believe that it’s important for us to potentially expand our conversation to include some of those other parties and I think at the end of the memorandum, my recommendation beyond looking at supporting the split is more so around taking that group that the Mayor empowered in the last meeting and use that group as a tool to address this topic with those parties as you deem necessary and you deem appropriate and of course I always defer to the wisdom of the Commission and so very quickly I had those meetings that we discussed and also an opportunity to look at the budget based on how we expend funds and how we provide our pro-rated share to the Judicial Circuit and looking at the projected cost and impact depending on how the split were to go the costs were initially projected at around a million dollars. I think some of that has to do with how we manage the circuit, how many staff members we have as well as the number of judges. I think the caseloads and talking to some of the folks in the process would allude to the fact that the Augusta Circuit or Augusta Richmond County could potentially handle up to five judges right now based on our caseload so that’s one consideration that the Commission, the legislators and others would have to look at depending on whether you support the split or not. I think another piece that’s important to look at is if Columbia County is proposing the split, there has to be a stronger set of conversations with Burke County. From my seat as the Administrator I believe that there is great value in partnering with Burke County if there was a split and including them in the Judicial Circuit but it’s not guaranteed that it would go that way. And so I think that there are some very strong benefits to that. I’ve had those conversations with the Burke County Administrator who you know believes that there is a solid appetite to partner with Augusta Richmond County if there was a split as proposed by Columbia County but there are some things that they would like in the way of our operations and coordination kind of being adjusted in that split so I think that’s my general summary there. I would also say as a newcomer I think my initial thoughts were that if a split could be postponed or what not then there are some benefits to that as well but through those conversations with Columbia County I would say their position is that you know they are pushing to move forward with the split, you know, regardless of those conversations and as the Administrator I think you know protecting the best interest of the Commission so that we’re not reactive but we’re proactive is important which is why I made the recommendation to support it and adjust accordingly. Mayor, I’ll yield. Those are my initial comments and I hope that served as the review of the memorandum and recommendation you were looking for. Mr. Mayor: Absolutely and thank you so much for that, Administrator Donald. All right, the Chair recognizes the commissioner from the 2nd. Mr. D. Williams: Mr. Mayor, has this action or should this action be reviewed by our Justice Department prior to going to effect? Mr. Mayor: If I understand your question you’re asking should we have some sort of review from Judge Brown and the team there, is that what you’re asking? Mr. D. Williams: Not necessarily Judge Brown but the U. S. Justice Department. Mr. Mayor: Pursuant to recent efforts the Justice Department does not have to do pre- clearance of matters in the State of Georgia. Mr. D. Williams: Okay, I understand that but would it be to our benefit to have them do a (inaudible)? Mr. Mayor: Again I don’t think that this warrants that. This really is a strategic decision from the standpoint of how we align the Judiciary. There are those who support keeping the Judicial Circuit as it is, namely your Chief Judge of Superior Court has advocated for the circuit to remain as it is and so I think when we talk about the branches of government you have to always give consideration to what the Judiciary wants as well and that’s a conversation as you heard my opening statement and Administrator Donald’s, those conversations have to happen. Clearly Columbia County has made a decision. They’ve adopted a resolution in support of them having their own judicial circuit breaking apart from the three county circuit and so to that end I think it’s reasonable for one to acknowledge that that likely could happen given the state of the legislature that we have and the majority party who controls the legislation so the effort here in Augusta is how do we best position our county to meet the needs of a growing society, growing community and provide for the health, welfare and safety of all of our citizens from a judicial standpoint not only prosecutorial but making sure that people have the right to a speedy trial and we’re meeting those needs up to and including Juvenile Court, State Court, Magistrate/Civil Court and Superior Court and so that is the question that if before us right now to simply, one, adopt a resolution of support as the Administrator’s initial recommendation is while continuing to work with Burke County in hopes that they would remain a part of the Augusta Richmond County Judicial Circuit. That’s the matter that’s before us right now. I’m going to go to the commissioner from the 1st. Mr. Johnson: Thank you, Mr. Mayor. I have a couple of questions for our Administrator. Administrator Donald, you mention there were a few benefits to postponing this split. Are you at liberty to discuss what those benefits may be? Mr. Donald: Yeah and I would do so from the Augusta Richmond County perspective per se. Really from my perspective and for the whole system, I think delaying it allows us to really get it right. I think it allows us to have a transition period where we can ensure that our budgets are in order. Remember all three counties have very different budget cycles. One is on the federal cycle, one is on the state cycle and we are on the calendar year cycle and some of those inefficiencies that would occur either with a quick break or that have been challenges prior to my tenure but I can just look and see that some of the challenges around budget and decision making. I think the other piece is you know fleshing out what the caseload really looks like so we can appropriately plan on what the new, if there was a break, what it would look like so is there a need for Augusta to have a fifth judge? I believe so by looking at the caseload but I’m looking at data that’s a little bit dated and you know with a fairly untrained eye in a short period of time but looking at the data it seems pretty clear. I think Columbia County in my conversations with them actually agreed that I was looking at it right and Augusta could use a fifth judge but you want to look at that and flesh that out. I think also you want to look at you know if there was a split how do you go about you know appointing you know and electing those representatives as a part of that new system. You know we have a very new DA-elect. It would make sense to actually wait until the end of that first term to implement this but I’m not so sure there is an appetite for that in Columbia County but those type of nuances and benefits you know make sense when you look at the timing of the split. Mr. Johnson: And you also mentioned that Burke County has some specific asks. Are you at liberty to discuss those? Mr. Donald: Well, I think some of those should probably be discussed (inaudible). There are some operational things that have occurred whether it be post-election in appointing Magistrate judges and things of that nature they believe could be streamlined. I think that there are a couple of nuances that we should be able to handle but it makes sense in a transition period to kind of codify those things. I think you know they had an interest in that. Mr. Johnson: Thank you, sir. Thank you, Mr. Mayor. Mr. Mayor: Thank you, commissioner. Going to the commissioner from the 4th. Mr. Sias: Thank you, sir. I think we’ve gotten to the point where we have to make decisions now. And Columbia County is not concerned about anything that we may be concerned about right now. So I think we need to go ahead and look at a resolution that supports what they do and also include in that resolution our requirement to have five judges. In doing that that doesn’t mean we have to have that five judges on August 1 or March 2. What it means is we have now been approved to get that fifth judge and then we can control that narrative as to when that judge comes on and any assistant DAs or folks in relationship to that. So I am for proposing that we go ahead and adopt a resolution of support for what they’re doing and included in that resolution our requirement, not our request, not our demand, our requirement for five judges and that will be based on whatever we see as the necessary criteria. So that’s my proposal, that’s my motion that we adopt a proposal requiring five judges for the Richmond County circuit/Augusta Judicial Circuit including Burke County and that we support the move that Columbia Court is trying to do. Consider that a motion. Mr. Hasan: Second. Mr. Mayor: So I appreciate that. All right, the Chair recognizes the commissioner from the 10th. Mr. Clarke: Thank you, Mr. Mayor. I’d just like to ask that any meetings going forward that representatives from Augusta has with Columbia County or Burke County, I would ask that all of the committee members attend those meetings so every finger on the hand will know what’s going on instead of some people meeting at one time and others meeting at another time and then the information is you know all jumbled up and Commissioner Sias has brought up several excellent points that you know we can support the split but when we put a fifth judge into place that could be determined later on and that would be the part that you know postponing or taking it slow so that’s what I would like to say and I would also go on record as saying I’m in support of what Commissioner Sias has proposed. Thank you. Mr. Mayor: Thank you, commissioner from the 10th. We may could follow a series of recommendations. In light of what the Administrator Donald has shared, the commissioner from the 4th made a motion and I certainly think it has merit. I want everybody to understand the broader picture here in terms of what is taking place. While it’s important for us to send a resolution of support, we need to be more thoughtful about what the outcomes are. And in having that discussion any elements of a resolution, Attorney Brown, should include notwithstanding what the commissioner from the 4th talked about but I think when you look at the broader implications of the study that was conducted in 2018, when you look at additional information from audit and accounts, when you look at the news reports from Judge Danny Craig, former District Attorney Danny Craig, we need to be prudent in our approach especially around the fiscal impact. If you remember in our meeting with the delegation last week, what we asked them for was to provide us with a fiscal note of what the impact of separating the circuit would be. We don’t have that information. There are a series of strategic asks that we provided them with and while we can go and draft a resolution, we want to make sure we’ve got all of the data to be able to make a sound decision. The Administrator is spot on in terms of what the implications will be so to the commissioner from the 4th I believe that the data will tell us that there is a possibility for six judges based on population growth projections and wanting to make sure so if we’re drafting a resolution it needs to first and foremost begin with a fiscal note that is required, it secondly needs to make sure that this is a phased-in process across the biennial of the legislative session with year one starting yesterday and year two being in 2022 but there is also a financial impact to that because as the Administrator said, we’re all on different budget cycles so the phasing in translates into the delay that the Administrator is referencing. It’s vitally important for us to have that if we’re going to get it right the first time. This is not a situation where you can piecemeal it and then think that we can double down in 2022 and get it right. We want to get it right out of the gate and that will require that you (inaudible) being involved in these conversations. This is not a decision that the Commission should make unilaterally and so to that end while the Commission may be an appropriating entity and its support of the judiciary, they absolutely must and shall be at the table in terms of what the outcomes will be and so I add those things, Attorney Brown, to make sure that we are working on those things as it relates to a draft resolution. All right, the Chair recognizes the commissioner from the 6th. Mr. Hasan: Mr. Mayor, when you just mentioned year ’22, are you talking fiscal year 22 from the state perspective or are you talking about calendar year? Mr. Mayor: For us it’s calendar year. The state is going to be working on the 2022 budget that will go into effect on July 1. That will take place on July 1. The federal calendar begins September 30/October 1 so we’re completely out of alignment with both of those because we’re operating on a calendar year. That’s a conversation that we’ve had since I started here saying we needed to get into alignment and maybe we’ll work on that so yes, that’s what I’m saying, commissioner. Mr. Hasan: Well, yeah, the reason I asked that question, Mr. Mayor, was because in listening to some of the legislators from Columbia County and just talking, I heard, and this may not be factual, but as late as July 1, this will be implemented. As early as May. Now whether that is possible or not, as a former legislator on the state level you would know better how the process works, so I do agree, that’s one part of it. I do agree I think in this resolution the mechanics of it, what the fiscal responsibilities make sure we get all the supplements that comes with it in terms of that, but I do think to your point as well as we go ahead and draft the resolution and we can have a conversation with the judicial branch of it but as of right now (inaudible) in different places but the reality of it is this thing is moving forward and through all of this here, they’ve never reached out to us in any form or fashion. I don’t mean we shouldn’t reach out to them but I do think we need to go ahead and do just what you said much earlier, go ahead and do our resolution and start those conversations. Mr. Mayor: Commissioner from the 10th. Mr. Clarke: Thank you, Mr. Mayor. Something that I would like explained to me and I’m sure that the vast majority of the citizens in Richmond County would, Augusta, would like explained I don’t understand why if Columbia County splits that Augusta would need to increase the number of judges, I can see maybe going to five judges but beyond that, if Columbia County is taking away a multitude of the caseload that is in the circuit that would alleviate Augusta Richmond County’s duties so that would be taking away a lot of cases so a lot of people including myself doesn’t understand if you’re taking away those cases why do we need more judges to handle the caseload in Augusta Richmond County and Burke County. I think that’s an answer that everybody would like to hear. Mr. Mayor: Well, commissioner from the 10th, I would remiss if I tried to spend the next 20 minutes explaining how the judicial circuit works and how when you look at the fact that there are seven judges currently in the circuit, three who sit in Columbia County and four who sit in Richmond County, that’s a residency issue which is how you arrived at that. But understand this. They are able to travel from courthouse in Columbia to Richmond to Burke. The vast majority of these judicial resources sit in Richmond County. I think that’s something that everyone needs to fundamentally understand. The vast majority of the resources sit in Richmond County and so while each county has an apportionment that is paid, it’s a much longer answer in terms of caseload, how that’s handled, etc. and it’s not necessary for us to deal with that right now. Rather let’s adopt a resolution and say here’s what our posture is and then go from there. All right, I’ve got a motion and a second for the drafting of a resolution. Mr. Sias: Mayor. Mr. Mayor: All right, I’m going to come to the attorney. Attorney Brown. Mr. Sias: Mayor, can I break in for a second? Mr. Mayor: Well, let me go to the attorney first then I’ll come back to you to close out. Mr. Sias: The reason why I’m saying that you skipped, the commissioner from the 3rd has had her hand up trying to get in. That’s all I’m asking you to do is to recognize her before you get to the attorney. Mr. Mayor: Okay, I hadn’t seen her hand up, I’m sorry. Ms. McKnight: I just wanted to, thank you, Mr. Mayor. I just wanted to say as of yesterday it was my understanding and I’m just putting this out to ya’ll that out of the seven judges you’ve got six of those judges from what I know that are not in support as of right now the split but going forward, I was just listening to my colleagues I was just curious as down the road what all is this going to cost Richmond County at the end of the day? Mr. Mayor: Commissioner from the 3rd, thank you for that. I think that again in the Administrator’s memo there were a series of, I think he began with general background and in that background he talked about the initial cost projections don’t exceed a million dollars but the real meat of that will not be known until we get a fiscal note and that’s incumbent upon our Legislative Delegation to provide us with that information so we have a full accounting of what those costs are. So we’re waiting on that information. The resolution that’s being requested is simply a position statement that affirms to the Legislative Delegation Columbia County has taken this position, Richmond County has taken this position, and Burke County is somewhere in the middle. One of the things that is before us is the fact that Burke County does not have a judge of residency and that’s something that’s still on the table right now. They don’t have a judge of residency. The seven judges that we’ve spoken about they travel through the judicial circuit so you’ve got a host of dynamics here. We opened this conversation with the fact that the judiciary and members of the public have taken a position to keep the circuit together and so while the Commission is making the decision saying it is supportive of the split we cannot, we cannot just unilaterally say this is path we want to take without at least allowing those interests to have merit and to be weighed in on this conversation as well. I’m going to the attorney. Attorney Brown. Mr. Brown: Yes, sir. Maybe I’m not hearing it exactly right but at this point this resolution that’s being proposed seems to be very skeletal. The Commission has not worked through many details of this split so what I’m trying to get clear before the vote is the Commission simply trying to publicly resolve that it is supportive of a split and that it is requesting five judges? Mr. Mayor: When you look at what the commissioner from the 4th’s motion is, he spoke specifically to the issue of five judges. The commissioner from the 6th seconded his motion and we came back and added some additional elements to that. Again in all candor that was why and the Administrator has echoed these sentiments to allow the working group to come together and flesh this out which is what I suggested we do. This meeting, while it’s important today, I think it’s a bit early because you don’t have the details of what you are looking for, Attorney Brown, and so to that end you can take this document that the Administrator sent out on 8 January and you can pull out the elements of again, needing a fiscal note, phasing this process in. If Columbia County splits and says they want to do their own thing, that’s likely going to happen. You’ve got to understand the politics of this conversation as well. That is likely going to happen. What we should be focusing on in Richmond County is what do we want that to look like and at what point in time are we going to be prepared to stand it up with a full complement of resources. We won’t know what that is without that fiscal note, Attorney Brown, and I think you certainly are tracking that. But in terms of just the basics we can’t be having this conversation without the judiciary and we’re trying to do that. Mr. Hasan: Mr. Mayor. Mr. Mayor. Mr. Mayor: All right, commissioner from the 5th, I’ll recognize you. I’ll come back to you for three times, okay? And you will be at the sixth minute mark. All right, so you might just want to hold that one. Mr. Hasan: Five minutes. I ain’t going to take a minute from you. Mr. Mayor: All right, okay. You might want to hold that one just so you can get the last word. Commissioner from the 4th. Mr. Sias: Thank you. First off, just for clarity’s sake, you mentioned some things. Now if you want me to add that to my motion, I can but I didn’t quite understand you saying that we added that, not at this point. Now if you would specifically state some of your points then I will add it to the motion I made or we’ll consider that. Secondly, I don’t necessarily agree with some of the statements you’re making, sir, but I will say this. We can dibble dabble around and talk about getting the judiciary in here and all that and in my view we simply need to take a strong position because Columbia County’s moving forward with what they want to do. It’s not an if. It’s simply a matter of when and we will be standing out looking on the sidewalk saying well, why didn’t we get something done and by the way to my colleague from the 10th, let’s say it as plain as this. We have more of the cases so there’s not a whole lot of take away with Columbia County leaving, removing themselves that will give us this greater amount of leftover resources. So we are paying the bulk of that right now and so it’s simply that. That doesn’t change for us in that regard in my view. So, Mayor, if you would state those things again and I’ll consider that added to the motion and we’ll get the second from my other colleague. So if you would restate that please. Mr. Mayor: I’m going to recognize the commissioner from the 7th. Mr. Frantom: Thank you, Mr. Mayor. So I was going to kind of ask, Mayor, are you of the opinion that we need to kind of hold off on this resolution until the committee comes together? Is that what you’re asking, Mayor? Mr. Mayor: No, I’m not asking us to hold off. What I’m saying is that we can draft a resolution that says we support the split and it includes these elements right here but it’s a half- baked cake from the standpoint of you don’t have all of the data that is necessary to say here’s what we want that ultimately will go in the legislation. That’s what we should be working towards. Right now a resolution says here’s what our general position is. We want legislation and we want to make sure that if our colleagues in Columbia County, the floor leader, the Governor’s floor leader, is going to drop a bill in the House that affirms Columbia County’s position and then we want to make sure that what that general legislation looks like includes what Richmond County’s judicial circuit looks like and hopefully that will include Burke County as well. All of those pieces have not been resolved or answered and they need to be in motion which is why again on the other side of the resolution that we’ll send off to the Delegation it just simply affirms our position which is again counter to what the judiciary said they want. Commissioner from the 6th. Mr. Hasan: Thank you, Mr. Mayor. Mr. Mayor, in fairness I think Commissioner Sias’ motion, the motion I seconded, is simple. It’s no more different in a real sense than what Columbia County’s got here. All those details are not in here but all those things are important like you said we can get together and get all that. I think there are one or two things that are important. Number one, the five judges, we want all the supplement that comes with it to help stand up a district. I think those are the things that are pretty much in here. We look at it. There’s not a whole lot of details about what it’s going to cost them other than what they pay and those kind of things and the rationale for doing it and that’s about it. Those other details like you say those things become a part of another conversation that all of us are qualified to have but right now I do agree if you would go ahead and move forward with the resolution and these other things could be hammered out in the meantime. Mr. Mayor: Madam Clerk, voting. Mr. B. Williams: I never thought we’d get to this. Motion carries 10-0. Mr. Mayor: Thank you. I don’t believe there’s any additional business before us. Administrator Donald, Attorney Brown and the members of the working group, let’s work on getting that draft resolution and let’s move it forward. Mr. B. Williams: Okay. Mr. Mayor: This meeting is adjourned. [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 January 12, 2021. ______________________________ Clerk of Commission 1 CALLED MEETING VIRTUAL/TELECONFERENCE January 19, 2021 Augusta Richmond County Commission convened at 12:30 p.m., Tuesday, January 19, 2021, the Honorable Hardie Davis, Jr., Mayor, presiding. PRESENT: Hons. B. Williams, Garrett, Sias, Johnson, Scott, McKnight, D. Williams, Hasan and Clarke, members of Augusta Richmond County Commission. ABSENT: Hon. Frantom, member of Augusta Richmond County Commission. Mr. Mayor: Good afternoon and thank all the commissioners for joining us. Clerk, Administrator, Attorney and we’re here to do the people’s business. We’ll call this meeting to order. The Chair recognizes Attorney Brown. 1. LEGAL MEETING A. Pending and potential litigation B. Real estate C. Personnel Mr. Brown: Good morning, Mr. Mayor, Commissioners. We request a motion to go into executive session for the discussion litigation. Mr. Garrett: So move. Mr. D. Williams: Second. Mr. Mayor: We’ve got a motion from the commissioner from the 8th and a second from the 2nd. Voting. Motion carries 9-0. Mr. Mayor: Thank you. All right, everyone, we’re going to transition into closed session. [EXECUTIVE SESSION] Mr. Mayor: All right, the Chair recognizes Attorney Brown. 2. Motion to authorize execution by the Mayor of the affidavit of compliance with Georgia’s Open Meeting Act. Mr. Brown: Mr. Mayor, we request a motion to execute the closed meeting affidavit. Mr. Hasan: So move. Mr. Garrett: Second. 2 Mr. Mayor: Voting. Motion carries 9-0. Mr. Mayor: Thank you, Madam Clerk. I believe this concludes this portion of our special called meeting and we will be at ease until 2:00. The Clerk: We have one more item. Mr. Mayor: Okay, there’s one more item? The Clerk: On the agenda, yes, sir. Mr. Mayor: All right, Madam Clerk. Attorney Brown. Mr. Brown: No, that was what I was going to call to your attention. Mr. Mayor: Okay. The Clerk: Discuss the current Richmond County Judicial Circuit. Mr. Mayor: Okay. Is that not also on the regular agenda? The Clerk: Attorney Brown will explain his rationale for it being on both agendas, sir. Mr. Mayor: Okay. Mr. Brown: In that we only had one item on this agenda and to fill that time between the gap the Commission was given an option to discuss it on this agenda or the succeeding agenda. Mr. Mayor: I’d rather do it on the succeeding agenda at 2:00. This gives folks an opportunity to transition. We generally don’t get this kind of time so I would urge the members of the Commission to let’s talk about that at the 2:00 hour. Mr. Hasan: Mayor, remind them to come back now. We don’t normally have this. Mr. Mayor: Yeah, I want to say that again. We don’t normally have this kind of time so let’s take advantage of it. Mr. Sias: I need a quick killing today at 2:00. Mr. Garrett: I hope we’ll be saying that at the end of the regular commission meeting too. Mr. Mayor: Absolutely. 3 Mr. Garrett: We can depend on the Mayor Pro Tem to get that done, right? Mr. Mayor: Absolutely. Mr. B. Williams: I’m going to go and stand at my door because Ms. Bonner said we’re going to get lunch today. The Clerk: (inaudible). Mr. Mayor: All right, we’re going to stand in recess until 2:00. [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 January 19, 2021. ________________________ Clerk of Commission commission Meeting Agenda virtuavreleconferenc e - I fi9 rz02r ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; B.williams, Garrett, Sias, Johnson, Frantom, Scott, McKnight, D. williams, Hasan and clarke, members of Augusta Richmond county Commission. INVOCATION: PLEDGE OF ALLEGIANCE TO THE FLAG OF TT{E I-NITED STATES OF AMERICA. RECOGNITION(S) 2020 Training for Life Award for Augusta parks and Recreation A. Kevin Enright (Special Olympics Georgia) will present the 2020 Training for Life Award to the Augusta Parks and Recreation Department. Item Action: None B It€mApprovalsheet.hlml Motions Motion Type Motion Text Presentation is made by Mr. Kevin Enright. CONSENT AGENDA Made By Seconded By f*tji| (Items l-11) PLANNING 1. An Ordinance to amend Title Eight, Chapter l, Article I of the Augusta GA Code entitled "Flood Damage ItemPrevention" to provide for revisions as required by the State Model Flood Damage Prevention Ordinani, Action: additions to clarify language in the text, and additional revisions to reduce flood1isk, in keeping with the ApprovedCity of Augusta's participation in the National Flood Insurance Program (NFIP) and the C|mmunity Rating System (CRS). The update covers criteria for accessory structures and agricultural structures. lg tr'lmd ordinence - amended october 2020 re Asricultrusl structures .nd Accesson strucrurB rnd Nov 2o2o re cls chflnses - tinrt with hilhliphts.doc lE ItemApprovalsheet.html Motions Motion Type Approve Motion Result Passes Motion Text Made By Seconded By Motion to approve. Mr. Frantom out. Motion Passes 9-0. CommissionerJohn CommissionerBrandon Clarke Garrett 2. FINAL PLAT - LAUREL PARK Ph. I - 5-919 - A request for concurrence with the Augusta Planning Commission to approve a petition by H & C Surveying, Inc, on behalf of Keith Blaschke, requesting final plat approval for Laurel Park Ph. 1. This residential townhome development is located off Tobacco Road and contains 83 Iots.DISTRICT 4 Item Action: Approved lEil ItemAoorovalSheet.html Motions Motion Motion Textr ype Motion to approve. Mr. Frantom CommissionerApprove not voting. Motion Passes 9-0. salnmle Jlas Made By Seconded By Seconded By Commissioner Ben:-""""'"-'"" PassesHasan Motion Result Motion Result Item Action: Approved 3, Z-21-01- A request for concurrence with the Augusta Planning Commission to approve with the conditions below a petition by Cellco Partnership (d/a Verizon Wireless), on behalf of William Joseph Wilson, Sr., requesting a Special Exception to establish a 195 ft. monopole telecommunications tower per Section 28-4-5 (A) and 28-A-6 of the Comprehensive Zoning Ordinance for Augusta Georgia affecting property containing approximately .50 acre and known as part of 4767 Mike Padgett Highway. Part of Tax Map 302-0-009-00-0 DISTRICT 8 l. Issuance of development permits shall be contingent upon submission of plans meeting engineering, environmental, and all other pertinent development regulations. 2. The total height of the tower cannot exceed 199 feet, including the lighting rod. 3. This project shall comply with all development standards and regulations set forth by the City of Augusta, GA at the time of development. 0Az-z1trdf. @ le.ADprevlEtss$lll! Motions Motion Motion Textr ype Made By . Motion to approve. Mr. Commissioner John Commissioner Brandon passesApprove Frantom out. clarke Garrett 4. Z-21-02 - A request for concurrence with the Augusta Planning Commission to approve with the Item conditions below a petition by Diane Johnston, on behalf of Herbert Judon Jr., requesting a change of Action: zoning from Zone A (Agriculture) to Zone Hl ( Heavy Industry) affecting property containing Approved 16.79 acres and known as 1351 Majestic Skies Way. TaxMap 146-4-001-00-0 DISTRICT I 1. This development shall substantially confirm to the concept plan filed with this application.2. All new streets must meet the minimum specifications of Augusta Engineering and Fire Departments. 3. This project shall comply with all development standards and regulations set forth by the City of Augusta, GA at the time of development. @wZd! @zalg,et E!ts.&@ds!c9!!!E! Motions Motion Motion Textr ype Motion to approve. Mr. Approve Frantom out. Motion Passes 9-0. Commissioner Sammie Commissioner BenSias Hasan Passes Made By Seconded By Motion Result Motion Result 5. Z-21-03 - A request for concurrence with the Augusta Planning Commission to approve with the conditions below a petition by Henry Henderson requesting a change of zoning from Zone A(Agriculture) and Zone B-1 (Neighborhood Business) to Zone B-2 (General Business) affecting properly containing 2.09 acres and known as 827,831 & 835 Scott Nixon Memorial Drive. Tax Map 022-0-003-03-0, 022-0-003-01-0 &, 022-0-003-00-0 DISTRICT 3 L This development shail substantially confirm to the concept plan filed with this application.2. No outdooi storage of supplies or equipment.3. A 6' solid board fence shall be applied along abutting shared property lines with residential uses.4. This project shall comply with all development standards and regulations set forth by the city of Augusta, GA at the time of development. E z-21-o3.odt B ItemAoprovalsheet.html Motions Motion Motion Textr ype Motion to approve. Mr. Approve Frantom out. Motion Passes 9-0. Made By Seconded By 6. Z-21-04 - A request for concurrence with the Augusta Planning Commission to approve with the conditions below a petition by ATC Development, on behalf of Berger & Smith LLC requesting a change of zoning from Zone B-2 (General Business) to Zone PUD (Planned Unit Development; affecting properfy containing 17 tax parcels totally approximately 3.56 acres and known as ll2},1126, 1120, 11 18, I I 16, 1112, & I 108 Greene Street, 418 Twelfth Street, 1125, 1123, 1121, lllg, lll7, 1111, & 1109 Telfair Street, 421 &.419 Eleventh Street and that portion of Spellman Lane located between Twelfth and Eleventh Streets. A complete list of tax parcels is available in the office of the Planning and Development Dept. DISTRICT I 1. Permitted uses of the site be limited to multi- family apartments, professional offices, restaurants and retail development. 2. The total height of any structure shall not exceed 4 stories or 55 feet, to include any attached or detached structures. 3. The overall density shall not exceed 38 units per acre. 4. The total commercial space of the building shall not exceed 11,000 gross square feet in area.5. There shall no required front setback on Greene or Twelfth Streets, 15' setback to the Union Baptist Church Street,5;setback on Telfair and15'Eleventh Street.6. A minimum of 18%o of the site shall be dedicated to open space.7. The maximum lot coverage for each lot shall be 80%, which does include parking and iimilar surface improvements. 8. A fence or screen wall in the required front yard shall notixceed six (6) feet in height. 9. Any outdoor storage shall be limited to enclosed buildings or screening with a 6 footwood privacy fence or masonry wall. 10. No freestanding signs permitted on the aif""ted properly without approval by the Planning Commission. Building or wall mounted signs are limiied to amaximum surface area of 2 square feet per linear foot. Projecting signs may noiproject more than 5feet from the building wall it is attached except for canopy or awning -ourrt"d signi. WinOow signsmay not occupy more than 20 percent of the area of any window. I l. Improve sidewalks on all adjacent streets to meet the latest adopted ADA standards. 12. New curb cuts must be permitted meetthe standards of Augusta Traffic Engineering Department. 13. Lighting in the parking iot be directedaway from nearby residences. 14. Final building elevations and materialr of th" proposed structuresare subject to design review. 15. Minor changes to an approved PUD site plan may be handledadministratively by the Planning Director. 16. Any changeJ deemed ma.lor will trigger the need to CommissionerJohn CommissionerBrandoclarke Garrett rn Passes Item Action: Approved Item Action: Approved amend the original PUD site plan and require Augusta Commission approval. 17. Building elevations must reflect those presented with this application. IVlade By Seconded By 7. Z-21-05 - A request for concurrence with the Augusta Planning Commission to approve with the Item conditions below a petition by COEL Beazley Joint Venture, on behalf of Georgia Vitrified Brick and Action: Clay Co., Van Keuren Enterprise LLLP and Howard Linda Ruth Logue Revocable Trust, requesting a Approved change of zoning from Zone A (Agriculture) to Zone R-l (One-family Residential) affecting property containing approximatelylS5 acres and known as part of 2111 Powell Road, 1901 Powell Road and 1945 Powell Road. Part of Tax Map 064-0-004-01-0 and Tax Map 065-0-066-00-0 and 065-2-004-00-0 DISTRICT 3 l. This development shall substantially confirm to the concept plan filed with this application. 2. Sidewalks must be provided on at least one side of the street within the development and comply with ADA standards. 3. Conduct a traffic study to assess whether acceleration / deceleration lanes are needed. 4. All new streets must meet the minimum specifications of Augusta Engineering and Fire Departments. 5. Additional off-street parking shall be installed in close proximity of the proposed townhome units and meet all applicable development standards. 6. This development must meet all open space requirements. These areas do not include stormwater detention. 7. Provide walking trails or pathways to connect areas of the development. 8. This project shall comply with all development standards and regulations set forth by the City of Augusta, GA at the time of development. 9. Powell Road shall be improved to meet Georgia Department of Transportation or GDOT and Augusta Engineering standards from the two points of entry at the subdivision to Gordon Highway. 10. Street Lights will need to be installed and operating (or bonded) prior to Final Plat approval. I 1. Water Quality will be required and should include one- inch runoff reduction. Existing pond shall not be used for Water Quality Stormwater Maintenance Agreement. 12. A 6 ft. solid board fence shall be installed and maintain along the property line adjacent with 1903 Powell Road. (Tax Map 065-0-063-00-0) 9ullg,Bt EItcllAp@clsEllgd Motions Motion Motion Text'l'ype Motion to approve. Mr. Approve Frantom out. Motion Passes 9-0. ez@pct g ItemApprovrlSheet.html Motions Motion Motion Text'l'ype Motion to aPProve. Mr. Approve Frantom out. Motion Passes 9-0. CommissionerJohn CommissionerBrandon passesClarke Garrett Motion Result Made By Seconded By Motion Result CommissionerJohn CommissionerBrandon passesClarke Garrett 8. Z-21-06 - A request for concurrence with the Augusta Planning Commission to approve with the Item conditions below a petition by COEL Beazley Joint Venture, on behalf of Georgia Vitrified Brick and Action: Clay Co., Van Keuren Enterprise LLLP and Howard Linda Ruth Logue Revocable Trust, requesting a Approved Special Exception to establish a single family residential development not to exceed 3 lots per acre in aicordance with Section l3 per Section 8-2-(a) of the Comprehensive Zoning Ordinance for Augusta Georgia affecting property containing approximatelyl5S acres and known as part of 2111 Powell Road-, 1901 Powell Road and 1945 Powell Road. Part of Tax Map 064-0-004-01-0 and Tax Map 065- 0-066-00-0 and 065-2-004-00-0 DISTRICT 3 1. This development shall substantially confirm to the concept plan filed with this application. 2. Sidewalks must be provided on at least one side of the street within the development and comply with ADA standards. 3. Conduct a traffic study to assess whether acceleration / deceleration lanes are needed. 4. All new streets must meet the minimum specifications of Augusta Engineering and Fire Departments. 5. Additional off-street parking shall be installed in close proximity of the proposed townhome units and meet all applicable development standards. 6. This development must meet all open space requirements. These areas do not include stormwater detention. 7. Provide walking trails or pathways to connect areas of the development. 8. This project shall comply with all development standards and regulations set forth by the City of Augusta, GA at the time of development. 9. Powell Road shall be improved to meet Georgia Department of Transportation or GDOT and Augusta Engineering standards from the two points of entry at the subdivision to Gordon Highway. 10. Street Lights will need to be installed and operating (or bonded) prior to Final Plat approval. 11. Water Quality will be required and should include one-inch runoff reduction. Existing pond shall not be used for Water Quality Stormwater Maintenance Agreement. 12. A 6 ft. solid board fence shall be installed and maintain along the property line adjacent with 1903 Powell Road. (Tax Map 065-0-063-00-0) @an-oa.oat E ItemApprovdShect.html Motions Motion Motion Textr ype Made By Seconded By Motion Result Motion to approve with the following corrections: under item #3 the number of units should be 40 per acre, under item #6 l\oh of Approve the sire shall be dedicated,o op.n 'iu..'*J . ,?iltfrfJer ;:#il:'S#:n passes under item #6 maximum lot coverage for each lot shall be90%. Mr. Frantom out. Motion Passes 9-0. 9. Z-21-07 - A request for concurrence with the Augusta Planning Commission to approve with the conditions below a petition by COEL Development Co. Inc. requesting a Special Exception to establish a single family residential development not to exceed 4 lots per acre in accordance with Section 13 per Section 9-2-(a) of the Comprehensive Zoning Ordinance for Augusta Georgia affecting property containing 14.22 acres and known as 4323 Windsor Spring Road. Tax Map 166-3-001- 00-0 DISTRICT 4 1. This development shall substantially confirm to the concept plan filed with this application. 2. 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 Seconded By Item Action: Approved B L2t-ol.odt [B ItemApprovalshect.html Motions Motion Motion Textr ype Motion Result Passes Motion to approve. Commissioner Sammie Commisioner SeanApprove Modon Passes l0-0. Sias Frantom PETITIONS AND COMMUNICATIONS 10. Motion to approve the minutes of the Special Called and Regular Meetings of the Commission held Item on January 6,2021and Special Called Meeting held January 12,2021. Action: Approved H H B ffi!@4pprevdshr@! Motions Y:j*itl Motion Text Made By seconded By Motion Type Result Motion to approve' Mr' commissioner John commissioner BrandonApprove Frantom out. ;;:;'.':----" ^:;:;-- - Passes Motion Passes 9-0. clarke Garrett APPOINTMENT(S) 11. Motion to approve the reappointment of Peter Hughes on the Augusta Canal Authority representing ltem District 2. Action: Approved B Pcler Hushes.pdf B ItemAporovalSheel.html Motions Motion Motion --"""" Motion Text Made By Seconded ByType Result Motion to approve' Mr' commissioner John commissioner BrandonApprove Frantom out. ;;:;,:'----" ;;-;-- - - Passes Motion Passes 9-0. clarke Garrett ***'!END CONSENT AGENDA*'r r( * AUGUSTA COMMISSION ut9t202t AUGUSTA COMMISSION REGULAR AGENDA Utgt202t (ltems l2-31) PUBLIC SERVICES 12. Motion to approve the Sec. 5307 CARE Act Augusta Transit grant application between the Federal Item Transit Administration (FTA) and Augusta, Georgia. Action: Approved B PRU[289,odf B H ItemAoorovalSheet.html Motions Motion Motion Text Made By Seconded By MotionTYPe Result Motion to approve. Mr. Approve Frantom out. Commissioner John Commissioner Brandon Motion passes 9_0. Clarke Ganett Passes 13. Motion to approve New Location: A.N. 2l-01: request by Qi Ren for an on premise consumption Item Beer & Wine License to be used in connection with Mirin Asian Fusion located at 630 Crane Action: Creek Dr. Suite 402. There will be Sunday Sales. District 7. Super District 10. Approved E$rtg.t+of B ItemAoprovrlsheei.btml Motions Motion Motion- ------ IVlotion Text Made By Seconded Bytype - ----- -r ----"--- -r Result Motion to approve. Mr. Approve Frantom out. Commissioner Dennis Commissioner Brandon passes Motion passes 9-0. williams Garrett 14. Motion to approve New Application: A.N. 2l-02: request by Celvon Mitchell for a Sunday Sales Item License to be used in connection with Primetime Bar and Grill located at 1721Gordon Highway. Action: District 2. Super District 9. Approved H AN-21-o2.odf [e ItemApprovalsheet.html Motions *l:" Motion Text Made By Seconded By Motionrype - ----- -J Result Motion to approve. Mr. Approve Frantom out. Commissioner Dennis Commissioner Brandon passes Motion passes 9-0. williams Garrett 15. Motion to approve the masterplan and memorial concept at Fleming Park to honor Melquan Item Robinson, Jr. Action: Rescheduled E Flemins Cnmnler Aocnrl' Ircm and a^,.,^t.-Dr.ft-l-?-rorl hif lE ltemAoorovalsheet.html Motions Motion Motion Text Made Seconded MotionrYPe By By Result It was the consensus of the Commission that this item be deleted from the agenda without objection and brought back at a future date. 16. Motion to approve renovations design for Julian Smith Barbeque Pit to include updating and Item enlarging restrooms to ADA compliance. Enlarging the event room while maintaining the integrity of Action: the original design while adding a state of the art kitchen. Approved [3 ItemAoprovalSheet.hlml Motions Motion Motion:""'"" Motion Text Made By Seconded ByType Result Motion to approve. Mr. Approve Frantom out. commissioner John Commissioner Brandon Motion passes 9-0. Clarke Garrett rasses 17. Discussion: Approve by resolution the designation of One Sunday during the calendar year 2021 that Item bars can be open as provided in the Augusta Alcohol Ordinance, Section 6-2-77 (3a). Action: Approved PSc.@d4v..pCJ B ItemApprovrlSheet.html Motions Y:]t"' Motion Text Made By Seconded By Motion Type Result Motion to approve. Mr. Approve Frantom out. commissioner John commissioner Brandon Motion passes 9-0. Clarke Garrett rasses 18. Motion to approve the lease agreement for the Riverwalk Marina and Marina Warehouse with Olde Item Town Pickers. I{IQ 20-243 Action: Approved E) RFO #20-241 Marina Operator Rsommendation.pdf 82G243 RFo - E@+oJ H B A B ItemApprovalSheet.html Motions So,tion Motion Text Made By seconded By Motion Type r''v"J, I rar Result Motion to approve' Mr' commissioner John commissioner BrandonApprove Frantom out. ii^."^ ()qne!! rasses Motion Passes 9-0. clarke Garrett 19. Motion to approve the Quintech Maintenance Building Demolition Agreement with Augusta Item Regional Airport. Bid Item 20-244 for $20,250.00. Action: Approved E 2(!244 Adverti.cmcnt to PaEr.pdf @ 2uzll rAB.odt B 20-244 Departmert Recommendsiion of Award.pdf B M8il Lilt atrd Demsndstar Platrholders.pdf E Georeia Procurement Repish Vandor Srnmo* ndf B IacmAoprovalsheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result ^ M:li:l i""3iJJ![t;. corrrissioner Ben Hasan commisioner sean Frantom passesApprove M ADMINISTRATIVE SERVICES 20. Discuss 2020 vacation pay for public safety workers that are unable to use by the extended deadline Item due to work demands or staff shortage. (Requested by Commissioner Sean Frantom) Action: Rescheduled e ItemApprovalshGet.html Motions Motion Motion Text Made Seconded Motion r YPe By By Result It was the consensus of the Commission to approve receiving this item as information and receive a recommendation from the Administrator at the next Commission meeting. PUBLIC SAFETY 21. Motion to approve assigning the honorary road name of Frances Abrams Ross to Dupont Street. Item Action: Approved E 000 Combined Franc$Ross Asendaltcm,odf g ItemApprovalshe€t.htfr I Motions X:tl" tvlotion Text Made By seconded By Motion I YPe "---- "J Result Motion to approve. Mr. Approve Frantom out. Commissioner John Commissioner Brandon Motion passes 9_0. Clarke Garrett Passes 22. Motion to approve permission for Augusta Information Technology to work with the Augusta Law ItemDepartment to revise Title 8, Article 2 of the City Code (Roads and Addressing Ordinance) for clarity Action:and conformance with best practices. Approved B IlemApDrovalsheet.html lVlotions Y:t:" Motion Text Made By Seconded By Motion I YPe u!!u'uru uJ ResultApprove passes FINANCE 23. Presentation by Mauldin & Jenkins of the results of the 2019 Financial Audit, E Agsusta PwrP!.2O!.b![ B !sm4r@sls!ee!!!a! Motions Motion-'"-'"" Motion TextI ype Motion to approve. Mr. Frantom out. Motion Passes 9-0. B Il@DrevelSt!@tlq! Motions Motion Motion Text'l'ype Motion to approve. Mr. Approve Frantom out. Motion Passes 9-0. & IterAporovalSheet.html Motions Motion-'"""" Motion Text'I'ype Motion to approve $20,000 from the postage line item and authorize Finance to provide Approve the balance ofan operational budget adjustment from 2021 funding' Motion Passes 10-0. Commissioner John CommissionerBrandon Clarke Garrett Item Action: None Item Action: Approved Presentation is made by Mr. Miller Edwards; no formal action is taken. 24. Motion to approve acceptance of Center for Tech and Civic Life grant award to Augusta-Richmond Item County in the amount of $284,650.00 and authorize the Mayor to execute all documents pertaining to Action: the grant award. APProved Made Seconded Motion By By Result Motion ResultMade By Seconded By 25. Consider request from the Board of Assessors to recover/maintain funding for the Dept. of Item Revenue Certification Adjustment Staff Development Initiative. Action: Approved CommissionerJohn CommissionerBrandon passesClarke Garrett Made By Seconded By #.tjii Commissioner Commisioner o^..^. Bobby Williams Sean Frantom r q)J!r ADMINISTRATOR 26. Presentation by Administrator Donald on the Augusta, GA COVID-I9 path forward plan. Authorize the Administrator to move forward with implementing the COVID-19 plan. E ItemApprovalSheet.html Motions Motion Motion Text Made Seconded MotionrYPe By By Result It was the consensus of the Commission that this item be received as information. 27. Motion to approve resolution requesting the Augusta-Richmond County Board of Elections to place Itemthe approved SPLOST 8 Package on the ballot for the March 16,2}2|Llection. (Deferred from the Action:Commission January 6,2021) Approved E Referena"- R..^lrri^n sp! nsT a -r. [9 ItemApprov.tSheet.html Motions Motion Motion Texrt ype Motion to approve. Mr.Approve Frantom out. Commissioner John Commissioner Brandon passes Motion passes 9_0. Clarke Garrett ATTORNEY 28. Discuss the current Richmond County Judicial Circuit. Er 2021-19-01 Drsft Judicial Circuit R€solution (003).pdf B ltemAoorovalsheet.html Motions Motion Motion Textr ype Made By Seconded By Motion Result Made By Seconded By fffil Item Action: Approved Motion to approve the resolution prepared by the Attorney regarding the possible a ---^-,- fuchmond County Judicial Circuit split. Mr. Commissioner CommissionerApprove Frantom and Mr. Garrett out. Ben Hasan Jordan lorrrro, Passes Voting No: Commissioner Dennis Williams. Motion Passes 7-1. ADDENDUM 29. Receive an update from the homelessness initiative "Finding a Way HOME". (Requested by Mayor ItemHardie Davis, Jr.) Action: Rescheduled B ItemApprovslsheet.html Motions $otion Motion Text Made Seconded Motionl YPe By By Result It was the consensus of the Commission that this item be added to the agenda. Motions Motion Motion Text IVIade Seconded Motion Type BY BY Result It was the consensus of the Commission that this item be referred to the next Commission meeting on February 2. 30. Discuss Liquor and Alcohol License Waivers. (Requested by Commissioner Brandon Ganett) Item Action: Approved E !ts!!4pEN8!S!s!$lEl Motions Motion Made Seconded Motion i;;" Motion Text By By Resutt It was the consensus of the Commission that this item be added to the agenda. Motions Y:jt'"' tVtorion Text Made By Seconded By f.'.tjilI'ype Motion to approve rescindng the Commission's previous action on this matter and to waive liquor and alcohol fees as discussed previously for restaurants and Commissioner CommissionerApprove ilr. "'"" Brandon Garrett John crarke Passes Voting No: Commisioner Sean Frantom, Commissioner Jordan Johnson. Motion Passes 8-2. 31. Motion to approve acceptance of a grant award to the Richmond County Sheriff s Offrce from GEMA Item to purchase a replacement K-9. Southern Coast K9 has a K9 (pre-trained explosive detection dog Action: arailable for the Richmond County Sheriffs Office. Approved HGraq.@-@Pdf Blslle@dElleet.htm] Motions Motion Made Seconded Motion i;;" Motion Text By By Resuu It was the consensus of the Commission that this item be added to the agenda. Motions Motion . f,r-r^ D-- c^^^-r^r D., Motion;:-"j^"" Motion Text Made By Seconded By Resuttr ype Motion to approve' Mr' commissioner John commissioner BrandonApprove Frantom out. ;i;;'""'"'^ a;;;; Passes Motion Passes 9-0. clarke Garrett LEGAL MEETING A. Pending and Potential Litigation. B. Real Estate. C. Personnel. 32' Motion to authorize execution by the Mayor of the affidavit of compliance with Georgia,sOpen Meeting Act.Item Action: None www.auqustaqa. gov CALLED MEETING VIRTUAL/TELECONFERENCE January 15,2021 Augusta Richmond county commission convened at 10:30 a.m., Friday, January 15,2021,the Honorable Bobby Williams, Muyo, pro Tern, p;.rrdi;; PRESENT: Hons. Sias, Johnson, Scott, McK.night, Hasan and clarke, members ofAugusta Richmond County Commission. ABSENT: Hons' Hardie Davis, Jr., Mayor; Garrett and Frantom, members of AugustaRichmond County Commission. Mr' B' williams: Good morning. I'm bringing to order the meeting of the municipalitiesfor the SPLOST 8 referendum The invocation was given by Mayor pro Tern B. williams. The Pledge of Allegiance to the Flag of the United States of America was recited. Mr' B' Williams: Thank you. As I said this is a meeting for the municipalities for thesPlosr 8 referendum.- Hopefully we can get in here and get out. Ms. Bonne r, canyou do a rollcall and/or some type of way so we know w-hat municipalitles are represented here today? The Clerk: With that we'll ask Hephzibah, Ms. Amanda Brookings to please respond onthe City of Hephzibah's behalf. Ms. Brookings: yes, I,m here. The Clerk: Okay, Hephzibah is Chairman Buchowitz. represented. The City of Blythe. Lorianne or Mayor, Ms' Chancey: Good morning, Lena. This is Lorianne Chancey, City Clerk for the City ofBlythe, and I have Mayor philip Stewart on speaker phone in the office with me. The Clerk: Okay, thank you. Ms' Chancey: And Ibelievewehave councilmemberorMayorpro Tem Daisypricejoinedin as well. The clerk: wonderful. okay, thank you. Mr. Mayor Pro Tem, all municipalities arerepresented today. Mr' B' Williams: Thank you. Mr. Donald, our Administrator, can you please take it away?I get you guys mixed up sometime. Mr.Donald:Asyouknowtodayweareherewiththemeetingofthemunicipalitieswhi_ch is required by o.c.G.A. +S-g-r 11 whicir provides the notice must be sent to the Mayors and cEo of each governmenl ior a meeting of thJgoverning authorities. The code section provides that this notice must be sent prior to the -."tiig and trie meeting is to occur at least 30 days prior to the call for the referendum. we have previously sent out a variety of information that aligps with that and we are orr,u.g.i*ith our original andi will just go or.i .o*t of the areas that we need to confirm. While I f.it tfr. presentatiJn on the board I don't think that we actually have to go over because everyone has already received this information. I would just highlight that in addition to the variety of public meetings the Mayors are the. chief executive officers from the three municipalities have met at leasi twice and conferred with their respective governing authorities to come up with a very diverse spl-osr package and the quality agreernent that will be presented in March as a part or'tu" public referendum *d .o first I would just like to say thank you to Mr' James plunkett who has served as the coordinator and legal counsel in relation to this as well Mr' Wayne Brown in making sure that we are legally in line with the requirements of SPLOST' And so today,s meeting is a simple confirmatio, iro- the three municipalities that make up Richmond county on five simple subjects. one is it would just be a statement of confirmation that the respective actions that have been taken by the gol"*ing authorities have not changed since the tlme tfrat you made and so I believe you can simply just state yes at the 91d of these statements representing each municipality their representativis-on this for Augusta Richmond County would be you, Mayor pro Tem. ^Number two you would justteaffirming that we all understand that the disbursements to HeptrriUafr and Blyhe will be -ud" in the first two years of collections which is consistent with the current spl.osi, that the amount eligible to be bonded is $30 million dollars which is also consistent with the current SPLOST and each municipality will need to sign the IGA and it will need to be executed prior to the January 19ft date on which the Augusta Commission is to pass the referendum for resolution and finally legal counsel for Augusta provides the IGA the counsel for the two municipalities so very simple activities and it is just an affirmation of our understanding of five things. Mr. B. Williams: Okay, do I need to say yes now? Mr. Donald: I think you can say yes and then I would likely add for the record I would likely suggest asking the Clerk to requesi confirmation from all three municipalities and then each of you can respond in the affirmative and that would conclude our business for today. Mr. B. Williams: So we say yes. So is that all you have? Mr. Donald: Yes, sir. Mr. B. Williams: Okay, is there anyone who has a question before we close out? Hearing none -- Mr. Hasan: Mr. Chairman. Mr. B. Williams: Yes, sir. Mr' Hasan: If I'm not mistaken, I apol ogize if I'm mistaken on this, I think theAdministrator wants you to get a confirmation'frori each and let the clerk call them out andidentify the respective governments yes and then we can close it out. I apologize if I,m in erroron this. Mr. B. Williams: Is that what we need to do, Ms. Bonner? The Clerk: yes, sir. Mr. B. Williams: Okay then we,re waiting for you then. The Clerk: okay, we'll ask Ms. Amanda Brookings from the City of Hephzibah to pleaseconfirm. Ms. Brookings: yes. The clerk: Is Mayor/chairman Buckowitz on the line with you? Ms' Brookings: He is not on the line with me. He is at work today and wasn,t able to getaway but I am confirming on his behalf. The Clerk: on his behalf, okay. And that includes Ms. Daisy price I believe or is she withBlythe? Ms. Brookings: The representative for Blythe will be Mayor philip Stewart. The Clerk: okay, we have Lorianne and Mayor Stewart along with Ms. Daisy price. Ms. chancey: So, philip, if you would like to respond at this time? Mr. Stewart: Yes, I will say yes on that. The Clerk: -okay, thank you. Mr. Mayor Pro Tem, we have confirmation of theinformation presented by Administrator Donald. We have three affirmatives from Richmond, Cityof Augusta, Hephzibah and Blythe. Mr. B. Williams: All right, any questions? Mr' Donald: Mayor Pro Tem, I would just ask that just before we close out I would ask ifMr' Plunkett or Mr' Brown had any additional Lomments. I believe we have fulfilled our duty andobligations of the day. Mr. B. Williams: Okay, anybody? No comments. Mr. Brown: This is wayne Brown. No, I have no additionar comments. Mr. B. Williams: OkaY, all right' The Clerk: Mr. Plunkett is trying to speak, he's muted' Mr' Plunkett' you're muted' Can you unmute Your device? Mr. Plunkett: Everything has been done in compliance and we are very appreciative of ya,ll taking the time this mornin[ to ratiff everything. That's all we need to do' Mr. B. Williams: All right, thank you. So any other questions or any other comments? All right, hearing none, this meeting is adjourned' The Clerk: Thank You. IMEETING ADJOURNED] Lena J. Bonner Clerk of Commission CERTIFICATION: I, Lena J. Bonner, Clerk of Commission, hereby certify that the above is a true and correct copy of the minutes of the Called Meeting of the Augusta Richmond County Commission held on January 15,2021. Clerk of Commission Commission Meeting Agenda 2/2/2021 2:00 PM District 3 appointment Department: Department: Caption:Motion to approve the appointment of Mason McKnight IV to the Augusta Aviation Commission; Thomas M. Dozier III General Aviation Commission (Daniel Field) : Tara Conway Historic Preservation Commission representing District 3. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 2/2/2021 2:00 PM Alcohol Application A. N. 21-03 Department:Planning & Development Department:Planning & Development Caption:Motion to approve Existing Location: A. N. 21-03: request by Krista Wight for a Sunday Sales License to be used in connection with Tacocat/Pho-Ramen'L located at 990 Broad Street. District 1. Super District 9. Background:This is an Existing Location. Analysis:The applicant meets the requirements of the City of Augusta's Alcohol Ordinance. Financial Impact:The applicant will pay a fee of $1,295.00. 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 2/2/2021 2:00 PM Alcohol Application A. N. 21-04 Department:Planning & Development Department:Planning & Development Caption:Motion to approve New Location: A.N. 21-04: request by Alfonzso Daggett for an on premise consumption Liquor & Beer License to be used in connection with Gravity Restaurant & Lounge located at 3036 Deans Bridge Rd. District 6. Super District 10. Background:This is a New Location. Analysis:The applicant meets the requirements of the City of Augusta's Alcohol Ordinance. Financial Impact:The applicant will pay a fee of $3,740.00 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 2/2/2021 2:00 PM Federal Transit Administration 5303 FY2022 Application Department:Planning & Development Department:Planning & Development Caption:Motion to approve Annual application to the Federal Transit Administration (FTA) for Section 5303 funds in FY2022. Background:Section 5303 funds are a formula grant provided by FTA annually for the development of an integrated intermodal transportation system, identification of transit multimodal or intermodal facilities, financial plan, assessment of capital investment, or transit enhancement activities. All projects must conform to FTA guidelines. Analysis: Financial Impact:FTA Section 5303 FY 2022 Application - Application with the Federal Transit Administration (FTA) for a grant under Title 49 U.S.C., Section 5303. There is an 80/20 split on the grant/match as shown below: Federal - $151,489.00 State - $18,936.13 Local - $18,936.13 10% Local match is included in the 2021 Planning & Development budget. Approved by the administrator’s office on December 3, 2020. Alternatives:Forfeit potential reimbursement of planning activities related to transit planning. Recommendation:Approval of the FY2022 Application to FTA for Section 5303 Funds. Funds are Available in the Following Accounts: Federal - $151,489.00 State - $18,936.13 Local - $18,936.13 Total Funds: $189,361.26 10% local match is included in the 2021 Planning & Development budget. Cover Memo REVIEWED AND APPROVED BY: Cover Memo   53    WORK ELEMENT 5 – PUBLIC TRANSIT /PARATRANSIT   TASK 5.1 ‐ Program Support and Administration (44.21.00)  Purpose:  To provide planning and administrative assistance to Augusta Transit and LSCOG. Under  this work element, the MPO staff will aid Augusta Transit (AT) and Best Friend Express (BFE) in  preparing financial and operation's reports required by the MAP 21/ FAST Act legislation.  Assistance in the preparation of the National Transit Database (NTD) reports will also continue.     Additional administrative assistance will include: Preparing required certifications; Updating  annual Title VI assurances; Providing opportunity for public hearings on grant applications and  fare/service changes; Processing procurements involving Federal and State funds; Assisting in  planning for transit system capital investments that will lead to increased security for the transit  system; Monitoring requirements of the grant process (e.g. labor certifications, third party  contracting, bidding and award process); Developing the Georgia public transportation portion  of the Unified Planning Work Program; and providing technical assistance on any transit related  issues facing AT.      LSCOG and the their BFE staff will participate in the above‐mentioned activities on behalf of their  program and will also engage in employee training and education; participation in, and  attendance at, all ARTS committees; community outreach and marketing events; multiple  grant(s) development, writing and grant administration; grant reporting; Disadvantaged Business  Enterprise (DBE) reporting; procurement; service provider contracting and oversight    Previous Work    1. Assisted with the production of COA of AT’s transit operations; and with the siting of AT’s  new Transit Bus Maintenance and Administration facility at the former Regency Mall site  on SR 78 Gordon Highway.  2. Grant management for continuing FTA Section 5310 Enhanced Mobility for the Elderly  and Disabled persons for LSCOG.  3. Assisted with transit service area GIS mapping and geo‐coding address matching.  4. Grant development for CARES Act to assist public transit.      FY 2022 Work Activities and Schedule: In previous years, the MPO staff have helped AT on an as‐ needed basis in preparing the transit planning, coordinated public involvement, financial and  operations reports.     ACTIVITIES EXPECTED  COMPLETION DATE  1. Preparing Triennial Review On‐Site Visit May 2022  2. Update the Annual Title VI Monitoring Report. June ‐ July 2021  3. Update socioeconomic demographic GIS data analysis for EJ. July 2021 ‐ March  2022    54    ACTIVITIES EXPECTED  COMPLETION DATE  4. Conduct public meetings for review and comment period for  Program of Projects (POP) related to grant applications and  fare/service changes, MTP & special studies.  As Needed  5. Assist in planning for transit system capital investments that will  lead to increased security for the transit system. As Needed  6. Develop UPWP and Georgia 5303 Grant Application.  Oct ‐ Dec 2021  7. Provide technical transit planning and grant management  assistance related to Coordinated Human Services Transportation,  ADA accessibility, transit service operational improvements, land  use and transportation, transit‐oriented development and other  issues.  Quarterly  8. FY 2022 FTA 5303 Quarterly Reports to GDOT and SCDOT. Oct, Jan, Apr, Jun  9. Facilitate MPO committee meetings for transit planning tasks.  Quarterly  10. Prepare split grant funding tables and assist with grant submission  for 5307 and 5339 split allocation for AT and LSCOG.  January 31, ‐ April  1, 2022  11. FY 2022 Invoices and Milestone Progress Reports (MPR) reporting  for Section 5310 Program. Monthly by the 5th  12. Assist with POP and transit funding tables in TIP for AT and LSCOG. June & July 2020  13. FTA Section 5307 Grant Application SC June 30, 2021  14. Semi‐annual Disadvantaged Business Enterprise (DBE) Reporting  for Urban Transit Services SC  Dec. & June  2021/2022  15. FTA Required Milestone Progress Reports (MPR) and Federal  Financial Reports (FFR) Reporting for Grants in TrAMS SC Annually  16. Quarterly Reporting for 5303 Planning Services SC Quarterly  17. State Application to SCDOT for State Mass Transit Funds (SMTF)  funding SC March 30, 2022  18. Monthly Reporting to SCDOT for the SMTF Grant Supporting the  BFE Fixed Route SC Monthly  19. Monthly Invoicing to MPO for 5310 Transit Service SC Monthly  20. Attendance and report presentation to all ARTS Committees SC Quarterly  21. Applications for Funding to be used as Local Match SC Annually  22. FTA Triennial Workshop Attendance December 2021  23. SCDOT Public Transportation Workshop September 2022  24. Transportation Association of South Carolina (TASC) conference Spring 2022  25. South Carolina Annual MPO/COG Workshop TBD  26. National Transit Institute (NTI) webinars On‐Going  27. Assist with Program of Projects (POP) and transit funding tables On‐Going  28. Perform Transit Service Provider Contract Oversight On‐Going      55    Product(s)    1. Grant administration activities for FTA Section 5310   2. Submission of a grant application for capital and operating assistance.   3. Preparation of the GA UPWP public transit elements.   4. Various Grant Applications and Funding Requests.  5. Various Monthly, Quarterly and Annual Reports.  6. Attendance and presentation to all Four ARTS Committees (each held quarterly).      COST ESTIMATES AND PROPOSED FUNDING SOURCES  Responsible Agencies: Augusta Planning and Development Department (APDD), Augusta Public  Transit (AT) and Lower Savannah Council of Governments (LSCOG).      FUNDING SOURCE APDD LSCOG TOTAL  FTA (FHWA GA SEC 5303)  $33,089.00  $33,089.00   GA DOT (SEC 5303 Match) $4,136.13  $4,136.13   APDD (SEC 5303 Match) $4,136.13  $4,136.13   FTA (FHWA SC SEC 5303)  $26,040.00 $26,040.00   LSCOG (SEC 5303 Match)  $6,510.00 $6,510.00   TOTALS       $41,361.26 $32,550.00 $73,911.26          56    TASK 5.2 – Metropolitan Transportation Planning (System Level) (44.23.01)  Purpose:  Provide and/or create current data annually that is utilized in the MTP and Analysis.  These data sets include: Socioeconomic Data/Environmental Justice; Land Use Monitoring;  Transportation Surveys, Models and Analysis; GIS Development and Application; Long Range  Transit Planning; Performance‐Based Planning; Congestion Management; Air Quality Issues;  Public Administration; and Intermodal Planning.  Community Outreach and Education is  performed as part of this task to disseminate the new information.   To successfully respond to  public transit requirements for Transit Asset Management (TAM) Plans and for Safety.  To review  the ten‐year planning horizon for the BFE’s transit development plan (TDP).    Previous Work   1. Developed framework for FTA Section 5310 Enhanced Mobility for seniors and Individuals  with Disabilities which included service operation strategy, grant administration and  mobility management for travel training.  2. LSCOG assisted with the development and implementation of the FTA Section 5310 urban  program for residents of Aiken County who are 60+ or a person with a disability.  3. Developed GIS mapping for address matching for transit service zones to schedule  mobility trips and reservations for ADA complementary trips.    FY 2022 Work Activities and Schedule  ACTIVITIES  ESTIMATED  COMPLETION  DATES  1. Continue assessing the financial capability of AT and BFE and  continue to secure other funding sources to implement  recommendations from the COA.    On‐Going  2. Staff tasks related to 2050 MTP Performance‐Based Multimodal  Plan Update – Socioeconomic data, GIS analysis and mapping,  community outreach, regional travel demand model for transit.  July 2020 – June 30,  2021  3. Administration of FTA 5310 Grant for LSCOG. Monthly ridership  report and invoices submitted to Central Savannah River Area  Regional Council (CSRA‐RC).  Monthly on the 5th  4. LSCOG Updates and Amendments to the MTP SC. As needed  5. Participate in Performance‐Based Planning for the Transit System. On‐Going  6. Enhancements to Public Transit On‐Going      Product(s):    1. ARTS will continue all tasks activities for FTA Section 5310 Enhance Mobility for Seniors  and Individuals with Disabilities, service operation strategy and regional Coordinated  Human Services Transportation Framework.   2. 2050 MTP Performance‐Based Multimodal Plan Update – socioeconomic data, land use  development data collection and analysis, GIS analysis and mapping, community  outreach, regional travel model for transit.    57    3. Corridor Plans – application of Land use and Access Management and Complete Streets  policies to increase transit ridership and ADA safety  4. Performance Measures – Public Transit  5. GIS map and address matching for transit service zones to schedule mobility trips and  reservations for ADA complementary trips.  6. To review, study and assist August Transit in addressing transit related issues. Issues  include safety, bus shelter lighting and ADA compliance.      COST ESTIMATES AND PROPOSED FUNDING SOURCES    FUNDING SOURCE APDD LSCOG TOTAL  FTA (FHWA GA SEC 5303)  $48,800.00   $48,800.00   GA DOT (SEC 5303 Match) $6,100.00   $6,100.00   APDD (SEC 5303 Match) $6,100.00   $6,100.00   FTA (FHWA SC SEC 5303)  $2,000.00 $2,000.00  LSCOG (SEC 5303 Match)  $500.00 $500.00  TOTALS       $61,000.00  $2,500.00  $63,500.00        58    TASK 5.3 ‐ Short‐Range Transportation Planning (44.24.00)   Purpose: To perform tasks that are immediate in nature and are reviewed for implementation  within the next 3‐5 years.  APDD will assist AT with the task of monitoring performance and the  implementation of existing plans on a short‐term basis.  LSCOG staff will undertake their required  short‐range transit planning activities. This includes preparing the necessary operations reports,  periodically evaluating the level of transit service, monitoring requirements of the grant process,  preparing the annual update to the Title VI assurances, and assisting in the following year’s  UPWP.    FY 2022 Work Activities and Schedule    ACTIVITIES EXPECTED  COMPLETION DATE  1. Monitor, update and program grant funds for buses and/or vans  for ADA complementary services including purchase or lease of  new transit vehicles accessible to and usable by individuals with  disabilities, including individuals who use wheelchairs.   On‐Going  2. Review all demand response/paratransit services offered by LSCOG  for Contractor’s current capacity and for unmet needs in the  community.  Annually no later  than June 30, 2022  3. Participate with ARTS/MPO in a review and update, if needed, of  any Regional Human Services Coordination Plan  On‐Going or as  requested from the  MPO  4. Marketing of any New or Revised Service On‐Going  5. Respond to Requests for Presentations to the Public or Agencies On‐Going  6. Attorney and Executive Director Signatures on Annual  Certification & Assurances for FTA March 1, 2022  7. Capital Vehicle Acquisition Planning February 2022  8. Updates to Transit Asset Management (TAM) Plan June 2022  9. Safety and Planning Mandate July 2021  10. Review the TDP for Possible Implementation of Previous  Recommendations On‐Going  11. Submit transit system performance data reported to NTD. October 30, 2021  12. Annual NTD Report and Validation Response December 31, 2021    Product(s):  1. Annual Certifications and Assurances  2. TAM Plan Updates  3. Transit section of UPWP completed  4. Continued implementation of the Public Transit Agency Safety Plan (PTASP)  5. Annual NTD Report    COST ESTIMATES AND PROPOSED FUNDING SOURCES    59    Responsible Agency: Augusta Planning and Development Department (APDD), Augusta Public  Transit (AT) and Lower Savannah Council of Governments (LSCOG).      FUNDING SOURCE APDD LSCOG TOTALS  FTA (SEC 5303) $36,000.00   $36,000.00   GA DOT (SEC 5303 Match) $4,500.00   $4,500.00   APDD (GA PL Match) $4,500.00   $4,500.00   FTA (SEC 5303)  $15,960.00 $15,960.00  LSCOG (SEC 5303 Match)  $3,990.00 $3,990.00  TOTAL $45,000.00 $19,950.00 $64,950.00         60    TASK 5.4 ‐ Transportation Improvement Program (44.25.00)  Purpose:  AT and LSCOG will participate with the ARTS MPO in the completion of the TIP and its  updates; coordinate with the MPO for the split allocation letters for Section 5307 funding; assist  with the additional programming of FTA Section 5339 and 5310.      Previous Work  1. Continued assessment of the financial capability of AT and to secure other possible  funding sources to implement recommendations from the COA.    2. Cares Act Split allocation letter.    FY 2022 Work Activities and Schedule  ACTIVITIES ESTIMATED  COMPLETION DATES  1.   Prepare and submit to the ARTS MPO the annual updates to the  TIP.  June 31, 2022  2. Review SC STIP and follow up with APDD to make sure LSCOG  programming has made It to SCDOT.   Programming may include,  but not limited to, Section 5307, 5339 and 5310.  November 1, 2021  3.  Update the text in the TIP regarding Program of Projects and  Financial Plan for the BFE transit system.   On‐going    Product(s):  1. Completed TIP document reviewed and adopted by the ARTS Committees.  2. SCDOT STIP reflecting accurate programming information for Aiken County Transit.       COST ESTIMATES AND PROPOSED FUNDING SOURCES   Responsible Agency: Augusta Planning and Development Department (APDD), Augusta Public  Transit (AT) and, Lower Savannah Council of Governments (LSCOG).    FUNDING SOURCE APDD LSCOG TOTALS  FTA (FHWA GA SEC 5303) $33,600.00   $33,600.00   GA DOT (SEC 5303 Match) $4,200.00   $4,200.00   APDD (SEC 5303 Match) $4,200.00   $4,200.00   FTA (FHWA SC SEC 5303)  $4,000.00 $4,000.00  LSCOG (SEC 5303 Match)  $1,000.00 $1,000.00  TOTAL       $42,000.00 $5,000.00 $47,000.00         66    FY 2022 UPWP BUDGET  Figure 3 ‐ FY 2022 UPWP Budget  FTA SEC 5303 SEC 5303 FTA SEC 5303 FHWA APDD FHWA ACPDD SEC 5303 GA STATE APDD FHWA ACPDD SEC 5303 LSCOG  FHWA  NAPDD  GA PL MATCH SC PL MATCH FUNDS MATCH MATCH SC PL MATCH SC PL MATCH  SC PL  MATCH  1.1  Program Coordination/Administration 48,000.00$     12,000.00$    6,000.00$     1,500.00$   ‐$                 ‐$               ‐$              45,000.00$     11,250.00$      ‐$               ‐$                        ‐$                 ‐$              123,750.00$        1.2  Training/Employee Education 31,200.00$     7,800.00$       ‐$               ‐$            ‐$                 ‐$               ‐$              6,000.00$       1,500.00$        ‐$               ‐$                        ‐$                 ‐$              46,500.00$          1.3  UPWP 12,000.00$     3,000.00$      800.00$        200.00$      ‐$                 ‐$               ‐$              2,000.00$       500.00$           ‐$               ‐$                        ‐$                 ‐$              18,500.00$          91,200.00$     22,800.00$    6,800.00$     1,700.00$   ‐$                 ‐$               ‐$              53,000.00$     13,250.00$      ‐$               ‐$                        ‐$                 ‐$              188,750.00$        2.1  Community Outreach / Education 16,000.00$     4,000.00$      2,000.00$     500.00$      ‐$                 ‐$               ‐$              5,000.00$       1,250.00$        ‐$               ‐$                        ‐$                 ‐$              28,750.00$          16,000.00$     4,000.00$      2,000.00$     500.00$      ‐$                 ‐$               ‐$              5,000.00$       1,250.00$        ‐$               ‐$                        ‐$                 ‐$              28,750.00$          3.1  Environmental Justice & Socioeconomic Data 14,000.00$     3,500.00$      1,200.00$     300.00$      ‐$                 ‐$               ‐$              2,400.00$       600.00$           ‐$               ‐$                        ‐$                 ‐$              22,000.00$          3.2  Land Use Monitoring 3,200.00$       800.00$          ‐$               ‐$            ‐$                 ‐$               ‐$              5,200.00$       1,300.00$        ‐$               ‐$                        ‐$                 ‐$              10,500.00$          3.3  Transportation Surveys, Models & Analysis 12,000.00$     3,000.00$      400.00$        100.00$      ‐$                 ‐$               ‐$              2,400.00$       600.00$           ‐$               ‐$                        ‐$                 ‐$              18,500.00$          3.4  Environmental Justice / Title VI 8,400.00$       2,100.00$       ‐$               ‐$            ‐$                 ‐$               ‐$              2,400.00$       600.00$           ‐$               ‐$                        ‐$                 ‐$              13,500.00$          3.5  GIS Development & Applications 20,400.00$     5,100.00$       ‐$               ‐$            ‐$                 ‐$               ‐$              40,000.00$     10,000.00$      ‐$               ‐$                        ‐$                 ‐$              75,500.00$          58,000.00$     14,500.00$    1,600.00$     400.00$      ‐$                 ‐$               ‐$              52,400.00$     13,100.00$      ‐$               ‐$                        ‐$                 ‐$              140,000.00$        4.1  Metropolitan Transportation Plan 8,000.00$       2,000.00$      800.00$        200.00$      ‐$                 ‐$               ‐$              4,800.00$       1,200.00$        ‐$               ‐$                        ‐$                 ‐$              17,000.00$          4.2  Congestion Management 20,000.00$     5,000.00$      800.00$        200.00$      ‐$                 ‐$               ‐$              3,200.00$       800.00$           ‐$               ‐$                        ‐$                 ‐$              30,000.00$          4.3  Intermodal Planning 20,000.00$     5,000.00$      400.00$        100.00$      ‐$                 ‐$               ‐$              3,200.00$       800.00$           ‐$               ‐$                        ‐$                 ‐$              29,500.00$          4.4  Air Quality Issues 14,000.00$     3,500.00$      1,600.00$     400.00$      ‐$                 ‐$               ‐$              3,600.00$       900.00$           ‐$               ‐$                        ‐$                 ‐$              24,000.00$          4.5 Bike and Pedestrian Plan Update 12,182.40$     3,045.60$       ‐$               ‐$            ‐$                 ‐$               ‐$               ‐$                 ‐$                 ‐$               ‐$                        ‐$                 ‐$              15,228.00$          74,182.40$     18,545.60$    3,600.00$     900.00$      ‐$                 ‐$               ‐$              14,800.00$     3,700.00$        ‐$               ‐$                        ‐$                 ‐$              115,728.00$        4.6.1 Aiken County Access Management Plan ‐$                 ‐$                ‐$               ‐$            ‐$                 ‐$               ‐$              100,000.00$   25,000.00$      ‐$               ‐$                        ‐$                 ‐$              125,000.00$        4.6.2 US 1 Corridor Study ‐$                 ‐$                ‐$               ‐$            ‐$                 ‐$               ‐$              100,000.00$   25,000.00$      ‐$               ‐$                        ‐$                125,000.00$        4.6.3  Georgia Avenue Traffic Calming and Pedestrian Access  ‐$                 ‐$                ‐$               ‐$            ‐$                 ‐$               ‐$               ‐$                 ‐$                 ‐$               ‐$                       40,000.00$     10,000.00$   50,000.00$          4.6.4 North Augusta Unified Transportation Plan ‐$                 ‐$                ‐$               ‐$            ‐$                 ‐$               ‐$               ‐$                 ‐$                 ‐$               ‐$                       80,000.00$     20,000.00$   100,000.00$        4.6.5  Transportation Hub Accessibility and Land Travel Patterns 50,016.41$     12,504.11$     ‐$               ‐$            ‐$                 ‐$               ‐$               ‐$                 ‐$                 ‐$               ‐$                        ‐$                 ‐$              62,520.52$          4.6.6  US1 Corridor Pedestrian Fatalities Analysis 50,016.40$     12,504.10$     ‐$               ‐$            ‐$                 ‐$               ‐$               ‐$                 ‐$                 ‐$               ‐$                        ‐$                 ‐$              62,520.50$          4.6.7  Bettis Academy Road Feasibility Study  ‐$                 ‐$                ‐$               ‐$            ‐$                 ‐$               ‐$              160,000.00$   40,000.00$      ‐$               ‐$                        ‐$                 ‐$              200,000.00$        4.6.8  Whiskey Road Feasibility Study  ‐$                 ‐$                ‐$               ‐$            ‐$                 ‐$               ‐$              40,000.00$     10,000.00$      ‐$               ‐$                        ‐$                 ‐$              50,000.00$          4.6.9  Bicycle Pedestrian Plan Update ‐ SC ‐$                 ‐$                ‐$               ‐$            ‐$                 ‐$               ‐$              160,000.00$   40,000.00$      ‐$               ‐$                        ‐$                 ‐$              200,000.00$        4.6.10  Five Notch Corridor Study ‐$                 ‐$                ‐$               ‐$            ‐$                 ‐$               ‐$              80,000.00$     20,000.00$      ‐$               ‐$                        ‐$                 ‐$              100,000.00$        4.6.11  US 278/5th Street Intersection and Gateway Study ‐$                 ‐$                ‐$               ‐$            ‐$                 ‐$               ‐$              40,000.00$     10,000.00$      ‐$               ‐$                        ‐$                 ‐$              50,000.00$          4.6.12  US 278/Martintown Road/Buena Vista Boulevard Study ‐$                 ‐$                ‐$               ‐$            ‐$                 ‐$               ‐$              40,000.00$     10,000.00$      ‐$               ‐$                        ‐$                 ‐$              50,000.00$          100,032.81$   25,008.21$     ‐$               ‐$            ‐$                 ‐$               ‐$              720,000.00$   180,000.00$    ‐$               ‐$                       120,000.00$   30,000.00$   1,175,041.02$     5.1  Program Support and Administration ‐$                 ‐$                ‐$               ‐$           33,089.00$     4,136.13$     4,136.13$      ‐$                 ‐$                26,040.00$   6,510.00$                ‐$                 ‐$              73,911.25$          5.2  Long‐Range Transportation Planning ‐$                 ‐$                ‐$               ‐$           48,800.00$     6,100.00$     6,100.00$      ‐$                 ‐$                2,000.00$     500.00$                   ‐$                 ‐$              63,500.00$          5.3  Short ‐Range Transportation Planning ‐$                 ‐$                ‐$               ‐$           36,000.00$     4,500.00$     4,500.00$      ‐$                 ‐$                15,960.00$   3,990.00$                ‐$                 ‐$              64,950.00$          5.4  Transportation Improvement Program ‐$                 ‐$                ‐$               ‐$           33,600.00$     4,200.00$     4,200.00$      ‐$                 ‐$                4,000.00$     1,000.00$                ‐$                 ‐$              47,000.00$          ‐$                 ‐$                ‐$               ‐$           151,489.00$   18,936.13$   18,936.13$    ‐$                 ‐$                48,000.00$   12,000.00$              ‐$                 ‐$              249,361.25$        6.1  Performance Based Planning 18,400.00$     4,600.00$       ‐$               ‐$            ‐$                 ‐$               ‐$              9,600.00$       2,400.00$        ‐$               ‐$                        ‐$                 ‐$              35,000.00$          18,400.00$     4,600.00$       ‐$               ‐$            ‐$                 ‐$               ‐$              9,600.00$       2,400.00$        ‐$               ‐$                        ‐$                 ‐$              35,000.00$          7.1  Transportation Improvement Program 32,000.00$     8,000.00$      1,600.00$     400.00$      ‐$                 ‐$               ‐$              5,200.00$       1,300.00$        ‐$               ‐$                        ‐$                 ‐$              48,500.00$          32,000.00$     8,000.00$      1,600.00$     400.00$      ‐$                 ‐$               ‐$              5,200.00$       1,300.00$        ‐$               ‐$                        ‐$                 ‐$              48,500.00$          389,815.21$   97,453.81$    15,600.00$   3,900.00$  151,489.00$   18,936.13$   18,936.13$   860,000.00$   215,000.00$   48,000.00$   12,000.00$             120,000.00$   30,000.00$   1,981,130.27$    GRAND TOTAL FY 2022 MPO PL & Local Match Subtotal: Program Administration Subtotal: Public Involvement Subtotal: Data Collection/ Analysis Subtotal: Transportation System Planning Subtotal: Special Transportation Studies Subtotal: Public Transit/Paratransit Subtotal: Performance Based Planning Subtotal: Transportation Improvement Program TOTAL  AIKEN COUNTY PLANNING &  DEVELOPMENT   LOWER SAVANNAH COUNCIL OF  GOVERNMENTS (LSCOG ‐ACT) AUGUSTA PLANNING & DEVELOPMENT DEPARTMENT Revised 12/2/2020  NORTH AUGUSTA  PLANNING & DEVELOPMENT  ARTS FY 2022 UPWP WORK ELEMENTS BY FUNDING SOURCE FIGURE 3 Commission Meeting Agenda 2/2/2021 2:00 PM FTA Sect. 5307/5339 grant Application Department:Augusta Transit Department:Augusta Transit Caption:Motion to approve the Sec. 5307 and 5339 Augusta Transit grant application between the Federal Transit Administration (FTA) and Augusta, Georgia. Background:AT has been awarded $7,394,784.00 for the following items, Maintenance personnel, Surveillance/Security Equipment and security personnel, Lease Associated Capital Maintenance, Hardware/Software, Preventive Maintenance, Miscellaneous Equipment and Operational Assistance. Analysis:The approval of this grant application will allow Augusta Public Transit to continue to provide transportation service to Citizens of Augusta-Richmond County in a more efficient manner. Financial Impact:The funding for this application is 80% federal $7,394,784.00 and Local match (20% capital project and 50% operating) $4,918,812.00. The allocated funding breakdown is: Funding Source: FTA Grant GA-2016-2020-1 Budget item Total Split Federal Local Capital $4,126,620.00 80/20 $3,301,296.00 $825,324.00 Operating $8,186,976.00 50/50 $4,093,488.00 $4,093,488.00 Alternatives:1). Approve the awarded grant so that the project can be completed. 2). If you do not approve this grant, AT will lose the money. Recommendation:Approve the submission of this grant application. And update account budget accordingly once it is awarded. Funds are Available in the Org key: 547-09-1226 and 546-09-1226 Cover Memo Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 2/2/2021 2:00 PM Homelessness initiative “Finding a Way HOME” Department: Department: Caption:Receive an update from the homelessness initiative “Finding a Way HOME”. (Requested by Mayor Hardie Davis, Jr. deferred from the Commission's January 19, 2021) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 2/2/2021 2:00 PM 2021 Animal Services Adoption Van Department:Central Services - Fleet Management Department:Central Services - Fleet Management Caption:Motion to approve the purchase of one, grant funded, Mobile Pet Adoption Van for $142,742.00 from Alliance Bus Group of College Park, GA (Bid 20-241A) for the Animal Services Department. Background:The Animal Services Department is requesting to purchase one new Mobile Pet Adoption Van utilizing a grant from the Stanton Foundation as approved by the Commission on June 16, 2020. A Mobile Adoption Van can comfortably hold approximately 21 pets at a time and allow potential adopters to walk through the vehicle to see the pets within the unit. It creates the opportunity to drive through communities, increasing the likelihood of pets being adopted, as it alleviates the necessity to visit the shelter in person to view the animals. The vehicle may also serve as a mobile vaccination unit, animal cruelty response vehicle, or as an animal disaster relief transport resource, if needed. Analysis:The Procurement Department published a competitive bid using the Demand Star application for a Mobile Pet Adoption Van. Invitations to bid were sent to 28 vendors and received a total of three (3) responses. Alliance Bus Group offered the lowest cost and provides all the necessary specifications for the requested equipment. Bid 20-241A: Mobile Pet Adoption Van: 2021 Ford E-450 Cutaway – Alliance Bus Group: $142,742.00 (College Park, GA), 2021 Ford E-450 Cutaway– Farber Specialty Vehicles: $182,972.00 (Reynoldsburg, OH), 2021 Ford E-450 Cutaway – Summit Bodyworks: $189,950.00 (Ft Lupton, CO) Financial Impact:One (1), 2021 Ford E-450 Cutaway, Mobile Pet Adoption Van at $142,742.00 for the Animal Services Department utilizing the approved grant as offered by The Stanton Foundation. Alternatives:(1) Approve the request; (2) Do not approve the request Cover Memo Recommendation:Approve the purchase of one, grant funded, Mobile Pet Adoption Van for $142,742.00 from Alliance Bus Group of College Park, GA (Bid 20-241A) for the Animal Services Department. Funds are Available in the Following Accounts: The Stanton Foundation Grant: 220039289-5422220 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo 20-241A Year: 2021 2021 2021 Make: Ford Ford Ford Model: E-450 E-450 E-450 DELIVERY:12 Months after PO 60-90 Days 250 Days Base Price Including all options $185,000.00 $141,552.00 $176,472.00 SPECIALTY ITEMS: 10.01 Extra Key Included $565.00 Included 10.02 Familiarization Trng Included $460.00 Included 10.03 First Aid Kit Included Included Included 10.04 Heavy Duty Mats Included $165.00 Included 10.06 Delivery Fee $4,950.00 N/A $6,500.00 TOTALS:$189,950.00 $142,742.00 $182,972.00 FOR ALL DEPARTMENTS-MOBILE PET ADOPTION VAN - BID OPENING 11/30/20 @ 11:00am Summit Bodyworks Alliance Bus Group Farber Specialty Vehicles Invitation to Re-Bid Sealed re-bids will be received at this office until Monday, November 30, 2020 @ 11:00 a.m. via ZOOM Meeting ID: 956 9815 1175 Passcode: 178536 Re-Bid Item #20-241A 2020/2021 Mobile Pet Adoption Van – Central Services Department – Fleet Maintenance Re-Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Re-Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department (706-821-2422). 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, November 13, 2020 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No re-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: Sent to Vendors: 10/27/2020 OFFICIAL 0 Vendors Summit Bodyworks 13525 County Rd. 8 Ft Lupton, CO 80621 Alliance Bus Group 1926 Hyannis Crt. College Park, GA 30337 Rick Armstrong Farber Specialty Vehicles 7052 Americana Pkwy Reynoldsburg, OH 43068 Attachment B Yes Yes Yes Addendum 1 Yes Yes Yes E-Verify Number 571783 143162 No NON-COMPLIANT SAVE Form Yes Yes Yes Bidders Price:$185,000.00 $141,552.00 $176,472.00 10.01 Extra Key with Remote (If Applicable) (3 Keys Total)Included $565.00 Included 10.02 Backup Sensors Included $460.00 Included 10.03 First Aid Kit - 135 Piece Auto First Aid Only Included Included Included 10.04 Heavy Duty Mats (Driver & Passenger) Included 165.00 Included 10.05 Exterior Graphic Wrap (Full Wrap on Adoption Unit)$5,500.00 $6,350.00 $10,500.00 10.06 Delivery Fee (1568-C Broad Street, Augusta Ga 30904)$4,950.00 N/A Site visit required for final approval $6,500.00 Year 2021 2021 2021 Make Ford E-450 Ford Model E-450 DRW CUTAWAY E-450 Gasoline Chassis Proposed Delivery Schedule 12 Months after PO 60-90 Days after Deposit 250 Days aro Exceptions Yes/ Negotiable Terms Yes/Yes 5.00 Chassis Requirements 10.00 - Optional Specialty Items Total Number Specifications Mailed Out: 28 Total Number Specifications Download (Demandstar): 4 Total Electronic Notifications (Demandstar): 27 Georgia Procurement Registry: 311 Total Packages Submitted: 3 Total Noncompliant: 1 er Re-Bid Item #20-241A 2020/2021 Mobile Pet Adoption Van Central Services Department Fleet Maintenance Re-Bid Opening Date: Monday, November 30, 2020 @ 11:00 a.m. Page 1 of 1 Commission Meeting Agenda 2/2/2021 2:00 PM 2021 RCSO Vehicles Department:Central Services - Fleet Management Department:Central Services - Fleet Management Caption:Motion to approve the purchase of 10 vehicles for the Sheriff’s Office at a total of $293,418.00; $146,320 to Thomson Motor Centre (Bid 20-242) and $147,098.00 to Allan Vigil Ford (Bids 20-265 and 19-275). Background:The Sheriff’s Office is requesting the purchase of 10 replacement vehicles for various divisions; all vehicles exceed the replacement criteria. A list of vehicles with evaluation criteria is attached for reference; three of the proposed replaced vehicles will be passed down to the Civil and Fugitive Division. Community Services Division; Two Administrative Dodge Chargers and one Ford Escape Jail Division; One Administrative Dodge Charger Internal Affairs Division; Two Administrative Dodge Chargers Training Range Division; Four Ford F150 Pickup Trucks Analysis:The Procurement Department published a competitive bid using the Demand Star application for the vehicles mentioned above. Bid Tab Sheets are attached for your review. Bid #20-265; 6300 GVWR Pickup Truck Allan Vigil Ford, 2021 Ford F150 (B) = $30,966; Wade Ford, 2021 Ford F150 (B) = $33,085 Bid #20- 242; 2021 Dodge Charger, Pol Thomson Motor Centre, Administrative Package = $29,264 Bid# 19-275: 2020 Compact SUV Allan Vigil Ford, 2020 Ford Escape, Administrative Public Safety Package = $23,234 Financial Impact:5 Chargers, Administrative Package, at $29,264 each (totaling $146,320) awarded to Thomson Motor Centre; 4 Ford F150s at $30,966 each (totaling $123,864) and 1 Ford Escape at $23,234 for a total of $147,098 awarded to Allan Vigil Ford. Total cost of $293,418 utilizing SPLOST 7 account; 329-03- 1310/54.22110 Cover Memo Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of 10 vehicles for the Sheriff’s Office at a total of $293,418.00; $146,320 to Thomson Motor Centre (Bid 20-242) and $147,098.00 to Allan Vigil Ford (Bids 20-265 and 19-275). Funds are Available in the Following Accounts: 329-03-1310/54-22110-JL 216036001 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Department: RCSO-Training Range Funds: SPLOST VII BID 20-265 Year 2021 2021 Non-Compliant Brand Ford Ford Non-Compliant Model F150 F150 Non-Compliant Delivery Date 90-120 DAYS 12-14 Weeks Non-Compliant Base Price 5.01B 24,440.00$ 25,600.00$ Non-Compliant 6.01 5.0L V8 Flex Fuel engine 1,836.00$ 1,995.00$ 6.14 Cab Steps (black)262.00$ 250.00$ 6.15 Daytime Running Lights 42.00$ 45.00$ 6.19 Trailer Tow Package includes 6.26 897.00$ 1,090.00$ 6.23 Cruise Control & SYNC 215.00$ 225.00$ 6.34 Tailgate Step 355.00$ 430.00$ 6.36 Spray Bed Liner 395.00$ 595.00$ 6.43 Delivery Fee 150.00$ 200.00$ 7.04 Trailer Hitch requires 6.18 or 6.19 45.00$ 295.00$ 7.06 Trailer Ball 30.00$ 50.00$ 7.09 Window Tint, crew cab 215.00$ 205.00$ 7.15 Fire Emergency Package 2,084.00$ 2,105.00$ OPTIONS TOTAL 6,526.00$ 7,485.00$ BASE PRICE: 24,440.00$ 25,600.00$ TOTAL FOR OPTIONS AND BASE PRICE 30,966.00$ 33,085.00$ 2021 Ford F-150 (1/2 ton) EXT COLOR: Regular Cab, 6 Cyl, 4X2 SWB INT COLOR: Equipment included in base price: 3.3L V6 flex fuel engine 6 speed Automatic Transmission Factory Installed A/C AM-FM Radio Solar Tinted Glass Power Steering/ABS Brakes Rear View back up camera Vynyl 40/20/40 Bench seat Rubber Floor Covering Full Size Spare/Step bumper Step Bumper Auto Lamp Headlights Short Bed (6.5 ft.) 6300 GVWR P245/70RX17 Tires Rain Sensing wipers 2021 Ford F-150 (1/2 ton) Crew Cab, 6 Cyl, 4X2 SWB Equipment included in base price: 3.3L V6 flex fuel engine 6 speed Automatic Transmission Factory Installed A/C AM-FM Radio Solar Tinted Glass Power Steering/ABS Brakes Rear View back up camera Vynyl 40/20/40 Bench seat Rubber Floor Covering Full Size Spare/Step bumper Step Bumper Auto Lamp Headlights Short Bed (5.5 ft.) 6300 GVWR P245/70RX17 Tires Power Windows, Locks, & Mirrors Rain Sensing wipers 5.01B 5.01A FOR ALL DEPARTMENTS- Pickup Truck 6300 GVWR-BIDS OPENED 10/21/2020 @ 3:00 Master Buick GMC Allan Vigil Ford Wade Ford Department : RCSO - Administrative Divisions BID 20-242 Year 2021 Brand Dodge Model Charger Police Model Delivery Date 120 Days ARO Base Prices 5.01 Admin Package $ 29,264.00 5.02 Civil Package $ 30,138.00 5.03 Marshal Package $ 32,667.00 5.04 Patrol Package V8 $ 33,374.00 5.05 Traffic Package V8 $ 35,004.00 5.06 Patrol Package V6 $ 35,070.00 5.07 Traffic Package V6 $ 36,700.00 Options Items 6.01 HEMI 5.7 Liter Engine N/A 6.02 All-Wheel Drive V-6 Only - Standard 6.03 Special Exterior Paint Colors $ 450.00 6.04 Police Charger "Convenience Group" $ 432.00 6.05 Park Assist Group Standard 6.06 Blind Spot Monitoring $ 316.00 OPTIONS TOTAL $ - TOTAL FOR OPTIONS AND BASE PRICE 29,264.00$ Police model Charger 3.6 Liter V6 Engine All-wheel drive Limited slip rear axle Anit-lock braking system All speed traction control Performance Tires Flooring-carpet Fabric floor mats, color keyed Seats - front and rear cloth seats 5-Speed automatic transmission Air bags Radio - AM/FM Engine hour meter Speed Control Full size spare tire Remote keyless entry Headliner map light Minimum 3 keys Street appereance group FOR ALL DEPARTMENTS- DODGE CHARGER POLICE MODEL -BIDS OPENED 10/05/2020@ 2:00PM Thomson Motor Centre, Inc. 5.01 Department: RCSO - Jail Division BID 19-275 Year 2020 2020 Brand Ford GMC Model Escape Terrain Delivery Date 90-120days 6-8weeks ARO Base Price 5.01 2020 Compact SUV, 4-Door $ 20,825.00 $ 27,642.00 6.02 Cargo Mat Area $ 88.00 $ 172.00 6.05 All Weather Mats $ 120.00 $ 200.00 6.06 Reverse Sensing $ 238.00 N/A 6.14 Delivery Fee per Vehicle $ 150.00 $ - 7.8 Administrative Public Safety Package $ 1,813.00 $ 531.00 OPTIONS TOTAL $ 2,409.00 $ 531.00 TOTAL FOR OPTIONS AND BASE PRICE 23,234.00$ 28,173.00$ 2020 Ford Escape Compact Sport Utility Vehicle, 4-Door 1.5L I-4 Ecoboost Engine 8 Speed Automatic Transmission Power Steering Tilt/Cruise Power ABS Brakes Solar Tinted Windows Power Windows/Locks/Mirror AM/FM Radio Factory A/C Traction Control Mini Spare Tire Carpet with Front Mats Cloth Bucket Seats Front Second Row folding split seat Rear Window Defroster Keyless Remote (3 Total) Roll Stability Control Rear View Camera FOR ALL DEPARTMENTS- 2020 Compact SUV-BIDS OPENED 9/6/19 @ 11:00 Master Buick GMCAllan Vigil Ford 5.01 ASSET DESCRIPTION MILES ACQUISITION COST MAINTENANCE COST TO DATE AGE MILES TYPE RELIABILITY MAINT/REPAIR CONDITION TOTAL 204204 2005 Ford Crown Victoria 158,191 24,039.36$ 26,145.80$ 15 16 3 3 5 3 45 210041 2010 Chevrolet Impala 143,343 21,443.00$ 9,232.86$ 10 14 3 3 2 3 35 208106 2008 Chevrolet Impala TOTALED ASSET DESCRIPTION MILES ACQUISITION COST MAINTENANCE COST TO DATE AGE MILES TYPE RELIABILITY MAINT/REPAIR CONDITION TOTAL 205094**2006 Ford Crown Victoria 216,668 25,152.80$ 39,479.50$ 14 22 3 3 5 3 50 ASSET DESCRIPTION MILES ACQUISITION COST MAINTENANCE COST TO DATE AGE MILES TYPE RELIABILITY MAINT/REPAIR CONDITION TOTAL 210099 2010 Ford Crown Victoria 161,522 23,661.00$ 7,738.90$ 10 16 3 3 2 3 37 994360 1999 GMC Sierra 141,873 -$ 6,129.52$ 21 14 3 3 3 3 47 ASSET DESCRIPTION MILES ACQUISITION COST MAINTENANCE COST TO DATE AGE MILES TYPE RELIABILITY MAINT/REPAIR CONDITION TOTAL 206013 2006 Chevrolet Impala 207,975 16,399.82$ 12,078.90$ 14 21 3 3 4 3 48 210086 2010 Ford Crown Victoria 167,348 27,943.00$ 14,863.20$ 10 17 3 3 3 3 39 F02312 2003 Ford Crown Victoria 155,726 23,035.62$ 14,621.60$ 17 16 3 3 3 3 45 208084 2008 Ford Crown Victoria TOTALED Under 18 Points Excellent 18 to 22 Points Good 23 to 27 Points Qualifies for Replacement 28 Points or more Needs immediate consideration for replacement YELLOW INDICATES VEHICLE WILL BE PASSED DOWN TO CIVIL & FUGITIVE DIVISION ** Inidcated vehicle was refurbished due to mileage and condition for continued use. (March 2014 - $13,004) RCSO-COMMUNITY SERVICES DIVISION EVALUATIONS RCSO-JAIL DIVISION EVALUATIONS RCSO-INTERNAL AFFAIRS DIVISION EVALUATIONS RCSO-TRAINING RANGE DIVISION EVALUATIONS Commission Meeting Agenda 2/2/2021 2:00 PM 2021 Utilities-Construction Backhoe Loader Department:Central Services - Fleet Management Department:Central Services - Fleet Management Caption:Motion to approve the purchase of one Backhoe Loader from Low Country Machinery of Pooler, GA (Bid 20-186A) for $74,172.00 for the Utilities Department-Construction Division. Background:The Utilities Department, Construction Division is requesting to purchase one replacement Backhoe Loader. The Backhoe Loader, asset number 204046, selected for replacement is a 2004 Komatsu WB140-2N. Asset number 204046 is nearly 17 years old with 2,456 engine hours and maintenance/repair costs totaling over $74,264. The original purchase cost of this Backhoe Loader was $49,041. The current engine replacement needed to bring this asset to proper working order would cost over $23,050 and is not a fiscally responsible repair to approve. The loss of this equipment will create a hardship on the Department’s ability to respond to necessary job sites. Analysis:The Procurement Department published a competitive bid using the Demand Star application for a Backhoe Loader. Invitations to bid were sent to 24 vendors to include five local vendors, and received a total of three responses. Low Country Machinery, from Pooler, GA, offered the lowest cost and provided all the necessary specifications for the requested equipment. Bid 20- 186A: Backhoe Loaders: 2020 JBC 3CX – Low Country Machinery: $74,172.00 (Pooler, GA) 2020 Case 580N EP– Border Equipment: $84,209.00 (Augusta, GA) 2020 John Deere 310L EP– Flint Equipment: $91,827.62 (Albany, GA) Financial Impact:One (1) asset, 2021 JBC 3CX, at a total cost of $74,172.00 for the Utilities-Construction Division using Enterprise Funds; 506- 04-3410/54.22510 Alternatives:(1) Approve the request; (2) Do not approve the request Cover Memo Recommendation:Approve the purchase of one Backhoe Loader from Low Country Machinery of Pooler, GA for $74,172.00 for the Utilities Department-Construction Division. Funds are Available in the Following Accounts: 506-04-3410/54-22510 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Invitation to Re-Bid Sealed re-bids will be received at this office until Friday, August 28, 2020 @ 11:30 a.m. via ZOOM Meeting ID: 913 8283 9088 Password: 044414 for furnishing for: Re-Bid Item #20-186A Backhoe Loader Open Cab 4WD – Central Services Department – Fleet Maintenance Re-Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Re-Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department (706-821-2422). 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 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 July 23, 30, August 6, 13, 2020 Metro Courier July 23, 2020 Commission Meeting Agenda 2/2/2021 2:00 PM 2021 Utilities-Construction Mini Excavators Department:Central Services - Fleet Management Department:Central Services - Fleet Management Caption:Motion to approve the purchase of two Mini Excavators from Bobcat of Augusta, GA (Bid 20-286) for a total cost of $107,010 for the Utilities Department-Construction & Maintenance Division. Background:The Augusta Utilities Department-Construction & Maintenance Division requests the purchase of two mini excavators; one as a new asset and the second to replace asset number 211118. These excavators are essential in responding to broken water mains and sewer lines as they can quickly penetrate concrete or asphalt in order to expose and repair broken lines. Analysis:The Procurement Department published a competitive bid using the Demand Star application for a 2021 Mini Excavator. Invitations to Bid were sent to 27 vendors and received a total of six responses, two of which were local vendors. The bid tab sheet is attached for your review. Bid #20-286: 2021 Mini Excavator Bobcat of Augusta = $53,505.00 (Opted to accept the Local Vendor Preference Option); Vermeer Southeast = $53,505.00; Low Country Machinery = $66,920.00; AG-Pro of Conyers = $70,212.00; J & B Tractor = $74,690.00; Flint Construction = $89,299.69. Financial Impact:Two assets at $53,505.00 each for a total of $107,010.00 using enterprise fund account; 506-04-3410/54.22510. Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:: Approve the purchase of two Mini Excavators from Bobcat of Augusta, GA (Bid 20-286) for a total cost of $107,010 for the Utilities Department-Construction & Maintenance Division. Cover Memo Funds are Available in the Following Accounts: 506-04-3410/54-22510 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo 20-286 Year: 2020 2020 2021 2021 2021 2020 Make: Yanmar Bobcat JCB John Deere Kubota John Deere Model: SV40 E-42 48Z 50G U55-4RIA 50G DELIVERY: 30 days 120 days 90-120 Days 90 Days 4-6 Weeks End of Year 5.01 Base Price $44,380.00 $44,380.00 $60,150.00 $62,510.00 $65,200.00 $89,299.69 6.01 Extra Key NO CHARGE NO CHARGE NO CHARGE NO CHARGE NO CHARGE NO BID 6.02 Fire Extinguisher $100.00 $100.00 $50.00 $79.00 NO CHARGE NO BID 6.03 Parts/Service Manual NO CHARGE NO CHARGE $1,150.00 $299.00 $195.00 NO BID 6.04 Initial Operator Familiarization Training NO CHARGE NO CHARGE INCLUDED NO CHARGE NO CHARGE NO BID 6.05 DELIVERY CHARGE NO CHARGE NO CHARGE INCLUDED NO CHARGE NO CHARGE NO BID 7.01 Asphalt Breaker Attachment $8,900.00 $8,900.00 $5,510.00 $6,999.00 $8,995.00 NO BID 7.02 Beacon Light ROPS Mounted $125.00 $125.00 $60.00 $325.00 $300.00 NO BID GRAND TOTAL:$53,505.00 $53,505.00 $66,920.00 $70,212.00 $74,690.00 $89,299.69 Flint ConstructionLow Country Machinery Accepted Local Vendor Preference Option Non-Compliant Bid FOR ALL DEPARTMENTS-MINI EXCAVATOR - BID OPENING 12/7/20 @ 11:00am Vermeer Southeast Bobcat of Augusta AG-Pro J & B Tractor Asset #: Purchase Price: Age: Miles or Hours Type of Service Reliability Maint/Repair Condition: 9 2 4 3 Excellent Good Needs immediate consideration for replacement AUGUSTA, GEORGIA CENTRAL SERVICES-FLEET MANAGEMENT DIVISION REPLACEMENT CRITERIA FORM Department Name: Department Number Date: Utilities-Construction 506-04-3410 12/29/2020 Vehicle Description:2111182011 Takeuchi TB-235RA Assigned Use: Was used by the Utilities Construction Division for responding to job sites with the necessary equipment Actual Age: Current miles/hours: 9 $36,656.00 Life Expectancy Criteria Requirements -(Policy Evaluation) 33 2,000 Evaluation Points Policy Evaluation Results: 24 qualifies for replacement Fleet Managers Recommendation: Maintenance cost for 2020 is $5,231.75 with 5 work orders, $4,714.37 in 2019 with 10 work orders and $2,625.47 in 2018 with 10 work orders. Total maintenance over its operational life is $21,250.90. or 58% of its purchase price. Recommend replacing based on the cumulative repair cost and excessive shop time in the last three years. Ron Crowden Fleet Manager Replacement Date: Fiscal Year Replacement: 2021 2021 Estimated Replacement Cost: Funding Source: $55,000.00 506-04-3410/54.22510 Under 18 Points 23 to 27 Points Qualifies for Replacement 28 or More Points 18 to 22 Points Invitation to Bid Sealed bids will be received at this office until Monday, December 7, 2020 @ 11:00 a.m. via ZOOM Meeting ID: 959 6088 3882 Passcode: 240560 for furnishing for: Bid Item #20-286 2020/2021 Mini Excavator – for Augusta, GA - Central Services Department – Fleet Maintenance Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department (706-821-2422). 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, November 20, 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 October 29, November 5, 12. 19, 2020 Metro Courier October 29, 2020 OFFICIAL 0 Vendors Vermeer Southeast 1320 Gresham RoadMarietta, GA 30062 Lowcountry Machinery 1008 East Highway 80 Pooler, GA 31322 J & B Tractor Company 3585 Mike Padgett HwyAugusta GA 30906 AG-PRO 1377 Dogwood Drive, SWConyers GA 30012 Flint Construction & Forestry Division 1377 Dogwood Drive, SW Conyers GA 30012 Bobcat of Augusta 2803 Wylds RoadAugusta, GA 30909 Attachment B YES YES YES YES YES YES E-Verify Number 111350 NO NON-COMPLIANT 515905 675168 344722 705362 SAVE Form YES YES YES YES YES YES Bidders Price:$44,380.00 $60,150.00 $65,200.00 $62,510.00 $89,299.69 $47,728.84 6.01 Keys-1 Extra Key for Ignition NO CHARGE INCLUDED NO CHARGE NO CHARGE NO BID $8.30 6.02 Fire Extinguisher $100.00 $50.00 NO CHARGE $79.00 NO BID $133.25 6.03 One Each Parts Manual AND One each Service Manual NO CHARGE $1,150.00 $195.00 $299.00 NO BID $287.85 6.04 Initial Operator Familiarization Training NO CHARGE INCLUDED NO CHARGE NO CHARGE NO BID INCLUDED 6.05 Delivery Charge (2316 Tobacco Road, Augusta Ga) NO CHARGE INCLUDED NO CHARGE NO CHARGE NO BID INCLUDED 7.01 Asphalt Breaker Attachment $8,900.00 $5,510.00 $8,995.00 $6,999.00 NO BID $8,231.63 7.02 Beacon Light-ROPS Mounted LED Amber flashing light on top of canopy $125.00 $60.00 $300.00 $325.00 NO BID $276.82 Year 2020 2021 2021 2021 2020 2020 Make YANMAR JCB KUBOTA JOHN DEERE JOHN DEERE BOBCAT Model SV40 48Z U55-4RIA 50G 50G E-42 Proposed Delivery Schedule LESS THAN 30 DAYS 90-120 DAYS 4-6 WEEKS 90 DAYS END OF THE YEAR 120 DAYS Exception Sheet N/A YES YES YES N/A N/A 6.00 - Optional Specialty Items 2020/2021 Mini Excavator 5.01 Mini Excavator 7.00 - Manufacturer Options Bid Item #20-286 2020/2021 Mini Excavator Central Services Department Fleet Maintenance Bid Opening Date: Monday, December 07, 2020 @ 11:00 a.m. Total Number Specifications Mailed Out: 27 Total Number Specifications Download (Demandstar): 4 Total Electronic Notifications (Demandstar): 27 Georgia Procurement Registry: 344 Total Packages Submitted: 6 Total Noncompliant: 1 Page 1 of 1 Commission Meeting Agenda 2/2/2021 2:00 PM Code 304.5 premises identification enforcement Department: Department: Caption:Discuss Code 304.5 premises identification enforcement. (Requested by Commissioner John Clarke) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 2/2/2021 2:00 PM Date to return to chamber for meetings Department: Department: Caption:Discuss a date to return to chamber as a group to conduct city business as commissioners and staff. (Requested by Commissioners Catherine S. McKnight/John Clarke) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 2/2/2021 2:00 PM Inmates' GED Testing Department:Richmond County Correctional Institution Department:Richmond County Correctional Institution Caption:Motion to approve contract with the Georgia Department of Corrections (GDC) to administer (GED) testing to offenders. Background:All (GED) Testing were previously conducted by the Augusta- Technical College. Augusta-Technical College recently discontinued testing of offenders. The Georgia Department of Correction has developed a team of individuals to administer the test to offenders. Analysis:This contract will allow the department to continue to offer the (GED) testing to offenders. Financial Impact:There is a ($30.00) fee for each section of the test. Alternatives:None Recommendation:Recommend approval of the contract Funds are Available in the Following Accounts: 220039258-5237110 101033212-5237110 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Cover Memo 1 FY21_GA_GED_paperbased INTERGOVERNMENTAL AGREEMENT BY AND BETWEEN GEORGIA DEPARTMENT OF CORRECTIONS AND RICHMOND COUNTY PRISON Paper Based GED® Testing for Offenders THIS AGREEMENT is entered into the 15th Day of February 2021, by and between the GEORGIA DEPARTMENT OF CORRECTIONS, an agency of the State of Georgia (“Department”), and Richmond County Prison, a political subdivision of the State of Georgia (“County”), acting by and through its Board of County Commissioners, referred to individually as “Party” or together as “Parties.” WHEREAS, the purpose of this Agreement is for the Department to provide paper based GED® testing services for offenders at Richmond County Prison, 2314 Tobacco Rd. Augusta, GA 30906 (“Testing Location”). NOW, THEREFORE, in consideration of these premises and the mutual promises and agreements hereinafter set forth, the parties hereby agree as follows: 1. Scope of Services. The Department agrees to perform fully and faithfully the services described in Exhibit “A”, attached hereto and incorporated by reference herein (the “Services”). Department agrees to maintain for the duration of this Agreement all licenses, certifications and permits applicable to the Services to be performed. No additional or different services shall be performed unless provided for by an amendment to this Agreement, executed by the parties in the manner provided for herein. No provision of this Agreement shall be construed to prohibit Department from offering similar or different services to other political subdivision, private companies or other state agencies which house offenders who are subject to Department supervision. 2. Independent Contractor. In the performance of the services, and for all tax, liability, employment, and insurance purposes, The Parties shall not be agents, representatives, or employees of the other during the term of this agreement. The Department and Governmental Entity shall determine the means and manner of performance of its responsibilities, subject to the terms and conditions as established by GED Testing Service, LLC. 3. Compensation. The Governmental Entity agrees to pay the Department in accordance with Exhibit “B” for the full and faithful performance of Services under this Agreement during the term hereof, said sum being payable in installments, upon receipt of the Department’s invoice in accordance with Exhibit “B”, which has been attached hereto and incorporated herein. Payment must be rendered within thirty (30) days of invoice receipt. Non- payment of funds will result in the Department denying test dates until funds have been received. 2 FY21_GA_GED_paperbased 4. Benefits. The Parties acknowledges that neither entitled to any benefits, including health insurance, workers compensation coverage, or unemployment compensation coverage from the other. 5. Pledges of Credit. Governmental Entity acknowledges that the State of Georgia may not lawfully pledge its credit so as to cause a State agency to incur a financial obligation unless funds to honor the obligation have been lawfully appropriated. 6. Expenses. The Department shall schedule paper testing for designated students at a rate of $30.00 per content test. The Department shall provide the invoice from Pearson Vue to the Governmental Entity for reimbursement of payment. The Governmental Entity shall reimburse the Department within thirty (30) days of receiving the invoice. The Parties shall not reimburse the other for any travel expenses incurred during the term of this agreement. 7. Equipment. The Department is not required to provide any office space nor any equipment to the Governmental Entity under this Agreement. The Governmental Entity shall provide adequate space for testing, which shall adhere to social distancing guidelines, The Governmental Entity shall also provide approved calculators, pencils, and highlighters for use during the test. 8. Term and Amendment. This Agreement shall be effective as of July 1, 2020 and shall continue in force and effect until 11:59 p.m. on June 30, 2022. Notwithstanding the foregoing, either Party may terminate this Agreement upon thirty (30) calendar days written notice. The parties recognize and agree that it may be necessary or convenient to amend this Agreement so as to provide for the orderly implementation of all of the undertakings described herein, and the parties agree to cooperate fully in connection with such amendments if and as necessary. Any changes, modifications, or amendments to this Agreement will be effective only if reduced to writing and signed by both parties. 9. Termination for Convenience. The Parties may at any time and for any reason terminate this Agreement by providing written notice in advance of such termination to the Governmental Entity. In the event the agreement is terminated, the Governmental Entity shall pay all reimbursable expenses due up to and including the effective date of the termination. 10. Renewal. The Department shall have the option, exercisable in its sole discretion depending on the satisfactory performance and availability of funds, to renew this Agreement for up to four (4) terms. Each renewal term shall not exceed twelve months. The Department shall give the Governmental Entity no less than thirty (30) days’ notice of its intent to renew. If renewed, renewal shall be upon the same terms and conditions. As to each term and subject to the termination provisions of this Agreement, the Agreement shall terminate absolutely and automatically at the close of the then-current term without further obligation by the Department. The original Agreement, applicable amendments and any Agreement renewals shall bind the Department and the Governmental Entity. Upon the Department’s election, in the Department’s sole discretion, to renew any part of this Agreement, the Governmental Entity shall remain obligated to perform in accordance with this Agreement unless otherwise agreed in writing by the Department and the Governmental Entity. 3 FY21_GA_GED_paperbased 11. Compliance with Laws. The Parties agree to perform the Services in accordance with the terms and conditions of this Agreement and in compliance with all laws, rules, regulations and orders of federal, State and local governments, including orders of any court of competent jurisdiction and standard operating procedures of Department. Without limitation to the generality of the foregoing, Governmental Entity agrees to comply with any special conditions, undertakings or representations attached hereto, all of which form a part hereof. 12. Rights and Interests. This relationship is intended solely for the mutual benefit of the parties, and there is no intention, express or otherwise, to create any rights or interests for any party other than the Department or Governmental Entity 13. Trading with State Employees. The parties certify that this Agreement does not and will not violate the provisions of O.C.G.A. §45-10-20, et seq., in any respect. The Governmental Entity agrees not to employ any individual that would result in a violation of this law. 14.. Licenses, Certifications and Insurance. Governmental Entity agrees to maintain for the duration of this Agreement all licenses, certifications, and permits applicable to the services under this Agreement. Both Parties acknowledge that they are self-insured through the Department of Administrative Services, and neither shall be responsible for damages caused by the other. 15. Sexual Harassment Prevention. Both Parties acknowledge that they are subject to the Governor’s Executive Order “Preventing Sexual Harassment in the Executive Branch of Government” signed January 14,2019 and both parties agree to comply with the same. 16. Confidentiality. Governmental Entity agrees to adhere to the policy and procedures of GED Testing Services which can be found at https://ged.com/educators_admins/test_admin/policies/ . Governmental Entity will hold in strictest confidence and will not disclose to others for any reason whatsoever, any works, writings, plans, proposals, documents, contracts, records, data, analyses, compilations, forecasts, studies, reports, recordings, maps, or other information or material received or prepared by Governmental Entity (collectively, the “Information”), except to the extent that such Information (a) is otherwise available from third persons without restriction on its further use or disclosure, (b) is required by order of any court or by law (including but not limited to the Georgia Open Records Act) or by any regulatory agency to which Governmental Entity is subject or in connection with any civil or administrative proceeding, or (c) to the extent such Information is or becomes publicly known other than through actions, direct or indirect, of the Governmental Entity. 17. Prison Rape Elimination Act. Governmental Entity agrees to assist the Department in complying with standards articulated under 28 C.F.R. 115, entitled the Prison Rape Elimination Act, by submitting to a background check and agreeing not to sexually abuse or harass any offenders. Governmental Entity undergo training, as the Department sees fit, regarding the Department’s zero-tolerance policy for sexual abuse and sexual harassment and Governmental Entity agrees to document and acknowledge in writing that Governmental Entity, its agents, employees, students, officials or subcontractors understands such training. Governmental Entity agrees to inform Department of any knowledge, suspicion, or information regarding the 4 FY21_GA_GED_paperbased occurrence of sexual abuse or harassment in any facility in which the Governmental Entity is present. Governmental Entity agrees to keep all information about sexual abuse or sexual harassment, other than such information as is required to report the incident, completely confidential. Governmental Entity agrees and understands that a violation of the Prison Rape Elimination Act could result in administrative sanctions, criminal sanctions, or both. Governmental Entity acknowledges that failure to maintain the standards articulated in this paragraph is considered a material breach of this Agreement and is grounds for termination of this Agreement. 18. Cooperation. Both Parties and their employees, agents, subcontractors and assigns, agree to cooperate fully in the defense of any litigation brought against either the Department or Governmental Entity relating to the Services to be performed under this Agreement, and each party shall give the other prompt notice of any claim, demand, suit or proceeding. 19. Assignment. The parties will not transfer their right, title, or interest hereunder or delegate any of their duties or obligations hereunder without the prior written consent of the other parties. 20. Notices. Any notice under this Agreement shall be deemed duly given if delivered by hand (against receipt) or if sent by registered or certified mail -- return receipt requested, to a party hereto at the address set forth below or to such other address as the parties may designate by notice from time to time in accordance with this Agreement. If to the Governmental Entity: Augusta, Georgia Mayor, Hardie Davis Jr. 535 Telfair Street, 2nd Floor Augusta, GA 30901 With a Copy to: Richmond County Prison Warden, Evan Joseph 2314 Tobacco Rd Augusta, GA 30906 If to the Department: Jennifer Ammons General Counsel Georgia Department of Corrections 300 Patrol Road Forsyth, Georgia 31029 With a Copy to: Dr. Jennifer Irvin Director of Academic Education Georgia Department of Corrections 300 Patrol Road Forsyth, GA 31029 5 FY21_GA_GED_paperbased 21. Headings. The headings in this Agreement have been inserted for convenience only and shall not affect or control the meaning or construction of any of the provisions of this Agreement. 22. Survival. The terms, conditions, representations, obligations, understandings and undertakings herein shall survive any termination of this Agreement. 23. Severability. If any term or provision in this Agreement shall be found to be illegal or unenforceable, then, notwithstanding the offending terms or provisions, this Agreement shall remain in full force in effect and such terms or provisions shall be deemed stricken herefrom. 24. Legislative Modification. Notwithstanding any other provision of this Agreement to the contrary, in the event that any federal, state, or local law, rule, regulation, or interpretation thereof restricts, prohibits, or in any way materially changes the method or amount of reimbursement or payment for services under this Agreement at any time during the duration of this Agreement, then this Agreement shall, to the extent permitted by the laws of the State of Georgia, be deemed amended by the parties to provide for payment of compensation and other fees in a manner consistent with any such prohibition, restriction, or limitation. 25. Drug-Free Workplace. The Governmental Entity acknowledges that it is fully aware of the contents and requirements of the Drug-Free Workplace Act, O.C.G.A. §50-24-1, et seq. (A) The Governmental Entity hereby certifies that it will not engage in the unlawful manufacture, sale, distribution, dispensation, possession or use of a controlled substance or marijuana during the performance of this Agreement and any extensions thereof. (B) The Governmental Entity may be suspended, the contract terminated or the Governmental Entity debarred if it is determined that: (1) the Governmental Entity has made false certification hereinabove; or (2) the Governmental Entity has violated such certification by failure to carry out the requirements of the “Drug-Free Workplace Act”. 26. Governing Law. This Agreement is executed in the State of Georgia, and the laws of the State of Georgia shall govern all matters pertaining to the validity, construction, interpretation and effect of this Agreement. The parties agree that any action arising out of or in connection with this Agreement shall be brought in Fulton County Superior Court. 27. Compliance with Federal and State Work Authorization and Immigration Laws. Governmental Entity certifies its compliance with Illegal Immigration Reform and Enforcement Act of 2011 and specifically those provisions codified at O.C.G.A. §13-10-90, et seq. Governmental Entity warrants that it has registered with and uses the federal work authorization program commonly known as "E-Verify." Governmental Entity further agrees that it will contract for the physical performance of services in satisfaction of this contract only with subcontractors who present an affidavit as required by O.C.G.A. §13-10-91. Governmental Entity warrants that it will include a similar provision in all contracts entered into for the physical performance of services in satisfaction of this contract. 6 FY21_GA_GED_paperbased 28. Equal Employment Opportunity. The Governmental Entity agrees to comply with Executive Order No. 11246, as amended and as supplemented by U.S. Department of Labor regulations (41 CFR, Part 60-1, et seq.), which require that the Governmental Entity not discriminate on the basis of race, creed, color, religion, national origin, sex, or age in the performance of this Agreement. The Governmental Entity further agrees to include the provisions of this paragraph in every contract, subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor. 29. Boycott of Israel. Governmental Entity certifies that it is not currently engaged in and agrees for the duration of the Agreement not to engage in, a boycott of Israel, as defined in O.C.G.A. §50-5-85. 30. Remedies. No remedies or rights herein conferred upon the parties are intended to be exclusive of any remedy or right provided by law, but each shall be cumulative and shall be in addition to every other remedy or right given hereunder or now or hereafter existing at law or in equity (including the right of specific performance). 31. Waiver. The failure of either party to exercise or enforce any right conferred upon it hereunder shall not be deemed to be a waiver of any such right nor operate to bar the exercise or performance thereof at any time or times thereafter; nor shall its waiver of any right hereunder at any given time, including rights to any payment, be deemed a waiver thereof for any other time. 32. Counterparts. This Agreement may be executed in multiple counterparts, each of which shall be an original but all of which shall constitute one agreement. No party shall be bound by this Agreement until all parties have executed it. 33. Entire Agreement. This Agreement constitutes the entire agreement and understanding between the parties hereto and replaces, cancels and supersedes any prior agreements and understandings relating to the subject matter hereof; and all prior representations, agreements, and undertakings between the parties hereto with respect to the subject matter hereof are merged herein. IN WITNESS WHEREOF, the parties have caused the authorized representatives of each to execute this Agreement on the day and year first above written. GEORGIA DEPARTMENT OF AUGUSTA, GEORGIA: CORRECTIONS By: _____________________________ By: ________________________________ Jennifer Ammons General Counsel Print Name: Hardie Davis Jr. Title: Mayor Date: ____________________________ Date: _______________________________ 7 FY21_GA_GED_paperbased Exhibit A Scope of Services I. The Governmental Entity Shall: 1. Governmental Entity shall contact the Department to schedule a test date that is mutually agreeable for both Parties. 2. Governmental Entity will provide a quiet testing space, free of distractions and interruptions, for the Department to administer the GED® test at the Testing Location and coordinate the exact time and location with the Governmental Entity at a time that is mutually convenient for both Parties. The Governmental Entity will provide appropriate accommodations for the Examinee(s) with special needs. 3. Provide a list of testers and required demographic information and test content area(s) needed. 3. Provide a quiet, secure location for testing that will accommodate the number of testers and necessary space between testers that will satisfy social distancing requirements. 4. Schedule testing so that there is a Governmental Entity Staff Member available to provide breaks as needed for the Department’s Test Administrator. 5. Provide hand sanitizer and other appropriate measures to abide by current health standards and social distancing requirements. 6. Provide approved calculators for use on the test. 7. Pay for test booklets for content area tests at a rate of $30.00 per test content area per tester no later than thirty (30) days after invoice receipt. Department will be responsible for the following: 1. Order tests on behalf of Governmental Entity based on provided list of testers and test content area(s) needed. 2. Pick up and transport test booklets and other materials from official Department delivery site to Government Entity. 3. Provide testing services according to Pearson Vue guidelines. 4. Collect and ship test booklets and other materials to Pearson Vue. 8 FY21_GA_GED_paperbased 5. Retrieve scores through GED Manager and report scores to Governmental Entity. 6. Provide invoice from Pearson Vue for tests ordered for reimbursement to the Department. 9 FY21_GA_GED_paperbased Exhibit “B” Compensation Schedule The Governmental Entity agrees to reimburse the Department for the cost of paper GED testing at the rate of Thirty Dollars ($30.00) per content section. The Governmental Entity will reimburse the Department within thirty (30) days of receipt of the invoice. Paper tests will be purchased per the roster submitted to the Department by the Governmental Entity as needed. Testing dates will be scheduled as needed at the convenience of both Parties and at no additional charge to the Governmental Entity. Commission Meeting Agenda 2/2/2021 2:00 PM Motion to approve the award and contract for RFP 20-253: Consulting Services for the Augusta- Richmond County Hazard Mitigation 2022 Plan Update to Wood Environment & Infrastructure Solutions and authorize the Mayor to execute the contract. Department:Emergency Management Department:Emergency Management Caption:Motion to approve the award and contract for RFP 20-253: Consulting Services for the Augusta-Richmond County Hazard Mitigation 2022 Plan Update to Wood Environment & Infrastructure Solutions and authorize the Mayor to execute the contract. Background:Augusta Fire/EMA, through the Augusta Procurement Department RFP process, requested proposals for updating the existing Hazard Mitigation Plan. The Hazard Mitigation Plan is updated every 5 years and is required by FEMA and GEMA for Augusta to receive disaster relief assistance. The plan is intended to identify the hazards that will have the most impact on Augusta-Richmond County and identify mitigation actions to lessen the impact. Analysis:After reviewing the compliant RFPs with a committee that included the Administrator’s Office, Planning and Development, and Procurement, Wood scored the highest on the evaluation. Financial Impact:EMA received a grant from GEMA to cover this plan update. The total cost for this project will not exceed the grant amount, the contract for Wood will not exceed $44,000. Augusta is responsible for a 15% match. Augusta’s match can be cash or in- kind claims of staff time, equipment, and supplies. Alternatives:None. Recommendation:Approve the motion to award the contract for RFP 20-253 to Wood Environment & Infrastructure Solutions and authorize the Mayor to execute the contract. Cover Memo Funds are Available in the Following Accounts: Funds are available through Grant 4338-0025. Org key and object code: 220039284-5212999. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo US FFP 4-2020 Page 1 of 6 SERVICES AGREEMENT (Firm Fixed Price) THIS AGREEMENT (the “Agreement”), effective this 8th day of January 2021, is made by and between Wood Environment & Infrastructure Solutions, Inc., a Nevada corporation, with an address at 4021 Stirrup Creek Drive, Suite 100, Durham, NC 27703 (“Wood”) and Augusta, Georgia, a political subdivision of the State of Georgia, with an address at 535 Telfair Street, Augusta, GA 30901 (“CLIENT”). NOW, THEREFORE, in consideration of the mutual undertakings and subject to the terms set forth below and intending to be legally bound, the parties agree as follows: 1. SCOPE OF SERVICES: This Agreement sets forth the terms and conditions pursuant to which Wood will provide CLIENT services (the “Services”) as described in its proposal, dated October 13th, 2020 which is attached hereto as Exhibit 1 (“Proposal”). 2. COMPENSATION: Wood will be compensated in US dollars for its Services on a fixed-price basis in the amount of $43,743.00. Except to the extent that Wood has agreed otherwise, CLIENT assumes full responsibility for the payment of any applicable sales, use, or value-added taxes under this Agreement. If Services are required to be provided in any foreign jurisdiction (i.e. – outside the US), CLIENT shall compensate Wood for any and all additional taxes, penalties, duties, levies or other charges by any governmental authority assessed or imposed in relation to this Agreement or the Services or any part thereof, which exceed those imposed in the US and whether assessed or imposed on Wood, its employees, its subcontractors or otherwise. However, prior to providing the Services in a foreign jurisdiction on behalf of CLIENT, the Parties must agree that such Services are required and that the foreign jurisdiction is the only location where said services can be provided. Invoices will be submitted at least monthly for Services rendered. Terms of payment are net thirty (30) days from date of invoice. If CLIENT reasonably objects to all or any portion of an invoice, CLIENT shall notify Wood of that fact in writing within ten (10) days from the date of receipt of Wood’s invoice, give reasons for the objection, and pay that portion of the invoice not reasonably in dispute. Failure of CLIENT to provide such written notice within the allowed ten (10) day period shall be deemed to be a waiver of all objections to that invoice. CLIENT’s payment shall represent CLIENT’s acceptance of the Services invoiced by Wood. Wood may suspend performance of Services under this Agreement if: (i) CLIENT fails to make payment in accordance with the terms hereof, or (ii) Wood reasonably believes that CLIENT will be unable to pay Wood in accordance with the terms hereof and notifies CLIENT in writing prior to such suspension of Services. Such suspension shall continue until Wood has been paid in full for all balances past due including applicable service charges and CLIENT provides Wood with adequate assurance of CLIENT’s ability to make future payments in accordance with the terms hereof. If any such suspension causes an increase in the time required for the performance of any part of the Services, the performance schedule and/or period for performance shall be extended for a period of time equal to the suspension period. 3. STANDARD OF CARE: Wood will perform the Scope of Services specified utilizing that degree of skill and care ordinarily exercised under similar conditions by reputable members of Wood’s profession practicing in the same or similar locality at the time of performance. NO OTHER WARRANTY, GUARANTY, OR REPRESENTATION, EXPRESS OR IMPLIED, IS MADE OR INTENDED IN THIS AGREEMENT, OR IN ANY COMMUNICATION (ORAL OR WRITTEN), REPORT, OPINION, DOCUMENT, OR INSTRUMENT OF SERVICE, AND THE SAME ARE SPECIFICALLY DISCLAIMED, INCLUDING THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. 4. INDEPENDENT CONTRACTOR: Wood shall be fully independent and shall not act, except as permitted herein, as an agent or employee of CLIENT. Wood shall be solely responsible for its employees, agents, representatives, and subcontractors, and, for their compensation, benefits, contributions, and taxes, if any. Unless otherwise agreed to in writing by Wood and CLIENT, neither party shall directly or indirectly solicit, hire or retain, or knowingly cause a third party to solicit, hire or retain, during the term of this Agreement and for a period of one (1) year after the date on which this Agreement terminates, any employee of the other party who works on the preparation of the Proposal or otherwise performs Services under or in connection with this Agreement. Nothing herein shall prevent either party from hiring any individual who responds to a general advertisement for services. US FFP 4-2020 Page 2 of 6 5. INSURANCE: Wood will maintain insurance for this Agreement in the following types and limits: (i) worker’s compensation insurance as required by applicable law, (ii) comprehensive general liability insurance (CGL) ($1,000,000 per occurrence / $2,000,000 aggregate), and (iii) automobile liability insurance for bodily injury and property damage ($1,000,000 CSL). 6. CHANGES: CLIENT may order changes within the general scope of the Services by altering, adding to, or deleting from the Services to be performed. Work beyond the scope of services or re-doing any part of the project through no fault of Wood, shall constitute extra work and shall be paid for on a time-and-materials basis in addition to any other payment provided for in this Agreement. Should Wood encounter conditions which were (i) not reasonably anticipated, including, but not limited to, changes in applicable law, (ii) subsurface or otherwise concealed physical conditions that differ materially from those indicated in this Agreement or (iii) unknown physical conditions of an unusual nature that differ materially from those ordinarily found to exist and generally recognized as inherent in activities of the character contemplated by this Agreement, Wood shall promptly provide notice to CLIENT. CLIENT shall promptly investigate such conditions. If, in Wood’s reasonable opinion, the conditions cause an increase or decrease in Wood’s cost of, or time required for, performance of any part of its Services, CLIENT shall issue a Change Order with an equitable adjustment in Wood’s compensation, schedule, or both. In the event no Change Order is agreed to, Wood reserves the right to either (i) suspend its performance until a Change Order is agreed to or (ii) discontinue its performance and terminate this Agreement. 7. FORCE MAJEURE: Should performance of Services by Wood be affected by causes beyond its reasonable control, Force Majeure results. Force Majeure includes but is not restricted to: acts of God; acts of a legislative, administrative or judicial entity; acts of contractors other than contractors engaged directly by Wood; earthquakes; fires; floods; labor disturbances; epidemics, pandemics; and unusually severe weather. Wood will be granted a time extension and the parties will negotiate an equitable adjustment to the price of any affected Services, where appropriate, based upon the effect of the Force Majeure on performance by Wood. The Parties agree that the current COVID-19 Pandemic shall be deemed a Force Majeure under this section and that any on-going or future potential or actual disruptions, or delays in performance of services or deliverables related to the COVID-19 Pandemic will be subject to the time and compensation requirements listed in this Section 6. 8. INSTRUMENTS OF SERVICE: All reports, drawings, plans, or other documents (or copies) furnished to Wood by the CLIENT, shall at CLIENT’s written request, be returned upon completion of the Services hereunder; provided, however, that Wood may retain one (1) copy of all such documents All reports, drawings, plans, documents, software, source code, object code, field notes and work product (or copies thereof) in any form prepared or furnished by Wood under this Agreement are instruments of service. Upon payment in full for services rendered, the instruments of services and other deliverables shall be submitted to the Augusta Fire Department and shall become the property of Augusta, without limitation as to their future use. CLIENT agrees as follows: (i) the instruments of service (a) may be used and relied upon only by CLIENT and, subject to the terms of this Agreement, its design team solely for the design of the Project, (b) will not be used other than for the Project, but may be submitted for any necessary regulatory approval, (c) may be based in part or in whole on facts and/or assumptions provided to, but not independently verified by, Wood and (d) will reflect Wood’s findings as to conditions that existed only at the time the Services were performed; (ii) Wood (a) makes no representations as to any facts or assumptions provided to, but not independently verified by, Wood and (b) may rely on all of the information and data provided by CLIENT to Wood being accurate and complete; (iii) any third party who wishes to rely on any instruments of service must first sign Wood’s Reliance Letter Agreement; and (iv) if CLIENT requests instruments of service on electronic media, the electronic copy may be inaccurate or incomplete and the document retained by Wood will be the official document, and any modification(s) of the electronic copy made by CLIENT will be at its own risk. CLIENT hereby releases, defends, indemnifies, and holds harmless Wood from and against all liabilities asserted against, or incurred by, Wood related to the breach by CLIENT of any of the foregoing agreements; provided, if CLIENT is a governmental entity, it has no obligation to defend or indemnify Wood. 9. CLIENT’S RESPONSIBILITIES: CLIENT agrees to: (i) provide Wood all available material, data, and information pertaining to the Services, including, without limitation, plot plans, topographic studies, hydrologic data and previous soil and geologic data including borings, field or laboratory tests, written reports, the composition, quantity, toxicity, or potentially hazardous properties of any material known or believed to be present at any site, any hazards that may be present, the nature and location of underground or otherwise not readily apparent utilities, summaries and assessments of the site’s past and present compliance status, and the status of any filed or pending judicial or administrative action concerning the site and shall immediately transmit to Wood any new information that becomes available or any changes in plans; (ii) convey and discuss such materials, data, and information with Wood; and (iii) ensure cooperation of CLIENT’s employees. CLIENT shall indemnify, defend, and save Wood harmless from and against any liability, claim, judgment, demand, or cause of action arising out of or relating to: (i) CLIENT’s breach of this Agreement; (ii) the negligent acts or omissions of CLIENT or its employees, contractors, or agents; (iii) any allegation that Wood is the owner or operator of a site, or arranged for the treatment, transportation or disposal of hazardous materials, including all adverse health effects thereof and (iv) site access or damages to any subterranean structures or any damage required for site access; however, if CLIENT is a governmental entity, it has no obligation to defend or indemnify Wood. US FFP 4-2020 Page 3 of 6 In addition, where the Services include preparation of plans and specifications and/or construction oversight activities for CLIENT, CLIENT agrees to have its construction contractors agree in writing to indemnify and save harmless Wood from and against loss, damage, injury, or liability attributable to personal injury or property damage arising out of or resulting from such contractors’ performance or nonperformance of their work. 10. SITE ACCESS: CLIENT shall at its cost and at such times as may be required by Wood for the successful and timely completion of Services: (i) provide unimpeded and timely access to any site, including third party sites if required (ii) provide an adequate area for Wood’s site office facilities, equipment storage, and employee parking; (iii) furnish all construction utilities and utilities releases necessary for the Services; (iv) provide the locations of all subsurface structures, including piping, tanks, cables, and utilities; (v) approve all locations for digging and drilling operations; and (vi) obtain all permits and licenses which are necessary and required to be taken out in CLIENT’s name for the Services. Wood will not be liable for damage or injury arising from damage to subsurface structures that are not called to its attention and correctly shown on the plans furnished to Wood in connection with its work. 11. WARRANTY OF TITLE, WASTE OWNERSHIP: CLIENT has and shall retain all responsibility and liability for the environmental conditions on the site. Title and risk of loss with respect to all materials shall remain with CLIENT If the samples or wastes resulting from the Services contain any contaminants, Wood, as the CLIENT’s agent, and at CLIENT’s direction and expense, will either (i) return such samples or wastes to, or leave them with, CLIENT for appropriate disposal or (ii) using a manifest signed by CLIENT as generator and arranger, coordinate the transport of such samples or wastes to an approved facility selected by CLIENT for final disposal, using a transporter selected by CLIENT. At no time will Wood assume possession or title, constructive or express, to any such samples or wastes. CLIENT agrees to pay all costs associated with the storage, transport, and disposal of samples and wastes. 12. LIMITATION OF LIABILITY: As part of the consideration Wood requires for provision of the Services indicated herein, CLIENT agrees that any claim for damages filed against Wood by CLIENT or any contractor or subcontractor hired directly or indirectly by CLIENT will be filed solely against Wood or its successors or assigns and that no individual person shall be made personally liable for damages, in whole or in part. TO THE MAXIMUM EXTENT PERMITTED BY LAW, CLIENT AGREES THAT THE LIABILITY OF WOOD TO CLIENT FOR ANY AND ALL CAUSES OF ACTION, INCLUDING, WITHOUT LIMITATION, CONTRIBUTION, ASSERTED BY CLIENT AND ARISING OUT OF OR RELATED TO THE NEGLIGENT ACT(S), ERROR(S) OR OMISSION(S) OF WOOD IN PERFORMING SERVICES, SHALL BE LIMITED TO FIFTY THOUSAND DOLLARS ($50,000) OR THE TOTAL FEES ACTUALLY PAID TO WOOD BY CLIENT UNDER THIS AGREEMENT WITHIN THE PRIOR ONE (1) YEAR PERIOD, WHICHEVER IS LESS (“LIMITATION”). CLIENT HEREBY WAIVES AND RELEASES (I) ALL PRESENT AND FUTURE CLAIMS AGAINST WOOD OTHER THAN THOSE DESCRIBED IN THE PRECEDING SENTENCE, AND (II) ANY LIABILITY OF WOOD IN EXCESS OF THE LIMITATION. In consideration of the promises contained herein and for other separate, valuable consideration, the receipt and sufficiency of which are hereby acknowledged, CLIENT acknowledges and agrees that (i) but for the Limitation, Wood would not have performed the Services, (ii) it has had the opportunity to negotiate the terms of the Limitation as part of an “arms-length” transaction, (iii) the Limitation amount may differ from the amount of professional liability insurance carried by Wood, (iv) the Limitation is merely a limitation of, and not an exculpation from, Wood’s liability and does not in any way obligate CLIENT to defend, indemnify or hold harmless Wood, (v) the Limitation is an agreed remedy, and (vi) the Limitation amount is neither nominal nor a disincentive to Wood performing the Services in accordance with the Standard of Care. Wood and CLIENT each hereby waive any right to recover from the other party for any special, incidental, indirect, or consequential damages (including, but not limited to: loss of use, loss of revenue, loss of profit, loss of contracts, loss of product or production, or loss of business opportunity) incurred by either Wood or CLIENT or for which either party may be liable to any third party, which damages have been or are occasioned by services performed or reports prepared or other work performed hereunder. 13. ASSIGNMENT AND SUBCONTRACTING: Neither party shall assign its interest in this Agreement without the written consent of the other, except that Wood may assign its interest in the Agreement to related or affiliated companies of Wood or subcontract portions of the Services to a qualified subcontractor without the consent of CLIENT. If services are required in New York, Wood will arrange for such services to be provided by an associated firm and this agreement, where required, shall be deemed to be directly between the CLIENT and the licensed firm for all purposes related to the specific scope of services. Wood shall retain responsibility in accordance with this Agreement for all services performed. 14. COST ESTIMATES: If included in the Services, Wood will provide cost estimates based upon Wood’s experience on similar projects, which are not intended for use by CLIENT or any other party in developing firm budgets or financial models, or in making investment decisions. Such cost estimates represent only Wood’s judgment as a professional and, if furnished, are only for CLIENT’s general guidance and are not guaranteed as to accuracy. US FFP 4-2020 Page 4 of 6 15. DISPUTE RESOLUTION: If a claim, dispute, or controversy arises out of or relates to the interpretation, application, enforcement, or performance of Services under this Agreement, Wood and CLIENT agree first to try in good faith to settle the dispute by negotiations between senior management of Wood and CLIENT. If such negotiations are unsuccessful, Wood and CLIENT agree to attempt to settle the dispute by good faith mediation if both parties agree. If the dispute cannot be settled though mediation, and unless otherwise mutually agreed, the dispute shall be settled by litigation in an appropriate court in Richmond County, Georgia. TO THE EXTENT NOT PROHIBITED BY LAW, THE PARTIES HEREBY WAIVE TRIAL BY JURY WITH RESPECT TO ANY ACTION OR PROCEEDING BROUGHT IN CONNECTION WITH THIS AGREEMENT. Except as otherwise provided herein, each party shall be responsible for its own legal costs and attorneys’ fees. 16. TERM AND TERMINATION: The term of this Agreement shall commence as of the day and year first written above, and shall continue in effect until terminated by either party as provided herein. Either party may terminate this Agreement at any time, with or without cause, by providing not less than ten (10) days advance written notice to the other party. Either party may terminate this Agreement immediately in writing if the other party becomes insolvent, enters bankruptcy, receivership, or other like proceeding (voluntary or involuntary) or makes an assignment for the benefit of creditors. Notwithstanding the termination of this Agreement, this Agreement will survive as to the Services provided prior to the Agreement’s effective termination date, until all of the rights and obligations of both parties thereunder have been fulfilled. CLIENT shall compensate Wood for all Services performed hereunder through the date of any termination and all reasonable costs and expenses incurred by Wood in effecting the termination. 17. GEORGIA PROMPT PAY ACT. The terms of this Agreement supersede any and all provisions of the Georgia Prompt Pay Act. 18. NOTICE: Any notice required under this Agreement will be in writing, addressed to the appropriate party at the address set forth in the introductory paragraph of this Agreement (or such other address as the parties may designate from time to time in writing) and given personally, by registered or certified mail postage prepaid, or by a commercial courier service. Notices shall be effective: (a) upon receipt after being delivered personally, (b) 3 days after being deposited in the mail as described above, or (c) 2 days after being deposited with a commercial courier service. 19. CONFIDENTIALITY: Both parties shall keep all information and data provided by the other party pertaining to the Services strictly confidential, and unless such information and data is already in the public domain on the date of the Agreement, neither party shall publish or otherwise disseminate such information and data to any third party without receiving written permission to do so from the source of such information or data. If disclosure of such confidential information is required by law or legal process, the party obligated to disclose such information should provide reasonable advance notice to the party that provided such information. However, Wood acknowledges that all records relating to this Agreement and the services to be provided under the contract may be a public record subject to Georgia’s Open Records Act (O.C.G.A. § 50-18-70, et seq.). Wood shall cooperate fully in responding to such request and making all records, not exempt, available for inspection and copying as provided by law. Should any requested information be subject to trade secret protections or intellectual property protections, Wood shall mark such documents as such and attach an affidavit thereto attesting to the trade secrets or intellections property protection contained within the documents. 20. WAIVER: The failure of either Wood or CLIENT in any one or more instances to enforce one or more of the terms or conditions of this Agreement or to exercise any right or privilege in this Agreement or the waiver by Wood or CLIENT of any breach of the terms or conditions of this Agreement shall not be construed as thereafter waiving any such terms, conditions, rights, or privileges, and the same shall continue and remain in force and effect as if no such failure to enforce had occurred. 21. SEVERABILITY AND HEADINGS: Every term or condition of this Agreement is severable from others. Notwithstanding any possible future finding by a duly constituted authority that a particular term or provision is invalid, void, or unenforceable, this Agreement has been made with the clear intention that the validity and enforceability of the remaining parts, terms, and provisions shall not be affected thereby. The headings used in this Agreement are for general reference only and do not have special significance. 22. GOVERNING LAWS/LANGUAGE: This Agreement shall be governed and construed in accordance with the laws of the State of Georgia. All communications relating to or arising out of this Agreement shall be in the English language. 23. NONDISCRIMINATION AND AFFIRMATIVE ACTION: Wood agrees to comply with Executive Order 11246 and the applicable federal regulations pertaining to nondiscrimination and affirmative action, including the Equal Opportunity Clause, the Affirmative Action Clause for Handicapped Workers, and the Affirmative Action Clause for Disabled Veterans and Veterans of the Vietnam Era. Further, Wood agrees that its facilities are not segregated. 24. FIELD REPRESENTATION: The Services do not include supervision or direction of the means, methods or actual work of other consultants, contractors and subcontractors not retained by Wood. The presence of Wood’s representative will not relieve any such other party from its responsibility to perform its work and services in accordance with its US FFP 4-2020 Page 5 of 6 contractual and legal obligations and in conformity with the plans and specifications for the project. CLIENT agrees that each such other party will be solely responsible for its working conditions and safety on the site. Wood’s monitoring of the procedures of any such other party is not intended to include a review of the adequacy of its safety measures. It is agreed that Wood is not responsible for safety or security at a site, other than for Wood’s employees, and that Wood does not have the contractual duty or legal right to stop the work of others. 25. AUTHORIZATION TO SIGN: The person signing this Agreement warrants that he has authority to sign as, or on behalf of, the CLIENT for whom or for whose benefit Wood's services are rendered. 26. ANTI-BRIBERY: The Parties undertake to protect the standards of business practice of the other Party at all times and to act in such a way as to uphold the good name and reputation of the other Party and not to do or attempt to do any act or thing which is intended to and/or which in fact causes any damage to or brings discredit upon the other Party and, in particular, the Parties will not: (a) Offer or give or agree to give to any director, officer, employee or agent of the other Party or any other entity any gift or consideration of any kind as an inducement or reward for doing or for forbearing to do or for having done or forborne to do any action in relation to the obtaining or execution of any contract or for showing or forbearing to show any favor or disfavor to any person in relation to any contract. (b) Induce or attempt to induce any officer, servant or agent of any private or public body to neither depart from his duties to his employer nor be involved with any such arrangement. 27. ENTIRE AGREEMENT: The terms and conditions set forth herein constitute the entire understanding and agreement of Wood and CLIENT with respect to the Services. All previous proposals, offers, and other communications relative to the provisions of these Services are hereby superseded. Any modification or revision of any provision set forth herein or any additional provision contained in any purchase order, acknowledgment, or other form of the CLIENT is hereby superseded and expressly objected to by Wood and shall not operate to modify this Agreement. Should CLIENT utilize its purchase order or any other form to procure services, CLIENT acknowledges and agrees that its use of such purchase order or other form is solely for administrative purposes and in no event shall Wood be bound to any terms and conditions on such purchase order or other form, regardless of reference to (e.g. on invoices) or signature upon (e.g. acknowledgement) such purchase order or other form by Wood. CLIENT shall endeavor to reference this Agreement on any purchase order or other form it may issue to procure Wood services, but CLIENT’s failure to do so shall not operate to modify this Agreement. IN WITNESS WHEREOF, CLIENT and Wood have caused this Agreement to be executed by their respective duly authorized representatives as of the date first set forth above. CLIENT Wood Environment & Infrastructure Solutions, Inc. By: By: Name: Name: Title: Title: Attest: _______________________________________ Lena J. Bonner, Clerk of Commission US FFP 4-2020 Page 6 of 6 Exhibit “1” Proposal Request for Proposal Request for Proposals will be received at this office until Tuesday, October 13, 2020 @ 11:00 a.m. for furnishing: Opening VIA ZOOM Meeting ID: 917 0465 5204 Passcode: 387839 RFP Item # 20-253 Consulting Services for 2022 Hazard Mitigation Plan Update for Augusta, GA - EMA 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 (706-81-2422). A Pre Proposal Conference will be held on Monday, September 28, 2020, @ 10:00 a.m. VIA ZOOM Meeting ID: 919 8636 6664 Passcode: 815289 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, September 29, 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 90 days after bids have been opened, pending the execution of contract with the successful bidder(s). Request for proposals (RFP) and specifications. An RFP shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the request for proposal including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waivable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFP number on the outside of the envelope. Proponents are cautioned that acquisition of RFP documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFP documents from unauthorized sources places the proponent at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov GERI A. SAMS, Procurement Director Publish: Augusta Chronicle September 3, 10, 17, 24, 2020 Metro Courier September 3, 2020 Revised: 2/17/2016 OFFICIAL VENDORS Attachment "B"E-Verify SAVE Form Addendum 1 Original 7 Copies Fee Proposal WOOD ENVIRONMENT & INFRASTRUCTURE SOL 4021 STIRRUP CREEK DRIVE, SUITE 100 DURHAM, NC 27703 Yes 44372 Yes Yes Yes Yes Yes HOLLAND CONSULTING PLANNERS 3329 WRIGHTSVILLE AVENUE, SUITE F WILMINGTON, NC 28403 Yes 389791 Yes Yes Yes Yes Yes ATKINS GLOBAL 1600 RIVER EDGE PKWY, N.W. ATLANTA, GA 30328 No Non- Compliant No Non- Compliant No Non- Compliant No Non- Compliant Yes Yes Yes IEM 2801 Slater Rd., Suite 200 Morrisville, NC 27560 Hagerty Consulting 1618 Orrington Ave., Suite 201 Evanstown IL 60201 RFP Item # 20-253 Consulting Services for 2022 Hazard Mitigation Plan Update for Augusta, GA - EMA RFP Date: Tuesday, October 13, 2020 @ 11:00 a.m. Total Number Specifications Mailed Out: 26 Total Number Specifications Download (Demandstar): 8 Total Electronic Notifications (Demandstar): 315 Ga Registry Notifications: 249 Pre Proposal Telephone Conference Attendees: 17 Total packages submitted: 5 Total Noncompliant: 3 Late Non-Compliant Late Non-Compliant Page 1 of 1 WOOD ENVIRONMENT & INFRASTRUCTURE SOL 4021 STIRRUP CREEK DRIVE, SUITE 100 DURHAM, NC 27703 HOLLAND CONSULTING PLANNERS 3329 WRIGHTSVILLE AVENUE, SUITE F WILMINGTON, NC 28403 ATKINS GLOBAL 1600 RIVER EDGE PKWY, N.W. ATLANTA, GA 30328 IEM 2801 Slater Rd., Suite 200 Morrisville, NC 27560 Hagerty Consulting 1618 Orrington Ave., Suite 201 Evanstown IL 60201 WOOD ENVIRONMENT & INFRASTRUCTURE SOL 4021 STIRRUP CREEK DRIVE, SUITE 100 DURHAM, NC 27703 HOLLAND CONSULTING PLANNERS 3329 WRIGHTSVILLE AVENUE, SUITE F WILMINGTON, NC 28403 ATKINS GLOBAL 1600 RIVER EDGE PKWY, N.W. ATLANTA, GA 30328 IEM 2801 Slater Rd., Suite 200 Morrisville, NC 27560 Hagerty Consulting 1618 Orrington Ave., Suite 201 Evanstown IL 60201 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 FAIL FAIL FAIL PASS PASS FAIL FAIL FAIL 2. Qualifications & Experience (0-5)15 4.3 3.5 63.8 52.5 0 0 0 3. Organization & Approach (0-5)15 3.8 3.5 56.3 52.5 0 0 0 4. Scope of Services • Firm’s ability to perform the services as listed under Section III - Consultant Scope of Work. • Firm experiences with similar federally funded projects • Knowledge of current FEMA requirements for Multi- jurisdictional Hazard Mitigation Plans. • Firms experience with Hazard Mitigation Plans and updates • Project management approach • Firms proposed project timeline schedule for preliminary investigation and report preparation. (0-5)30 4.0 3.5 120.0 105.0 0 0 0 5. Financial Stability (0-5)5 5.0 4.8 25.0 23.8 0 0 0 6. References (0-5)10 4.0 4.0 40.0 40.0 0 0 0 21.0 19.3 305.0 273.8 0 0 0 8. Presentation by Team (0-5)10 4.3 3.3 43.3 33.3 0 0 0 9. Q&A Response to Panel Questions (0-5)5 4.7 3.0 23.3 15.0 0 0 0 Lowest Fees 5 10 0.0 0.0 0 0 0 Second 5 6 0.0 0.0 0 0 0 Third 5 4 0.0 0.0 0 0 0 Forth 5 2 0.0 0.0 0 0 0 Fifth 5 1 0.0 0.0 0 0 0 Total Phase 2 - (Total Maximum Ranking 15 - Maximum Weighted Total Possible 125) 9.0 6.3 66.7 48.3 0 0 0 30.0 25.6 371.7 322.1 0 0 0 Procurement DepartmentRepresentative:______Nancy Williams___________________________________ Procurement Department Completion Date: ____11/16/2020____________________ Phase 2 (Option - Numbers 8-9) (Vendors May Not Receive Less Than a 3 Ranking in Any Category to be Considered for Award) Internal Use Only Total Cumulative Score (Maximum point is 500) Evaluator: ____Cumulative ___________________________ Date: __11/16/20 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) RFP Item # 20-253 Consulting Services for 2022 Hazard Mitigation Plan Update for Augusta, GA - EMA RFP Evaluation Meeting: Monday, November 16, 2020 @ 11:00 a.m. Total (Total Possible Score 500) Total (May not Receive Less Than a 3 Ranking in Any Category to be Vendors Phase 1 Total - (Total Maximum Ranking 25 - Maximum Weighted Total Possible 375) Phase 1 Ranking of 0-5 (Enter a number value between 0 and 5) Scale 0 (Low) to 5 (High) Weighted Scores Commission Meeting Agenda 2/2/2021 2:00 PM Approve ESD to Utilize the Georgia EPD Local Government Scrap Tire Abatement Program and Authorize the Administrator and Mayor to execute Agreements and Required Documents Department:Environmental Services Department:Environmental Services Caption:Motion to approve ESD to utilize the Georgia EPD Local Government Scrap Tire Abatement Program and authorize the Administrator and Mayor to execute Agreements and Required Documents. Background:Augusta has had an ongoing issue with the illegal dumping of scrap tires. As such, in 2014, ESD instituted a series of free collection events throughout the year. Since 2014, approximately 50,000 tires have been collected at those events. Events are held on a quarterly basis (the third Saturday in February, May, August, and November). While those events are successful in getting thousands of scrap tires off the street and off people’s property, the ongoing issue of the proper disposal and cleaning up the illegal dumping of scrap tires continues. The Georgia EPD has funded a program through the Solid Waste Trust Fund, to allow for local government reimbursement for the cleanup of illegal tire dumps, cleanup of tires dumped on the right-of-ways, and for local government sponsored scrap tire amnesty days. According to the Guidelines as set forth by the EPD, eligible entities include cities, counties, and solid waste management authorities. Analysis:Eligible activities that may be reimbursed by the Trust Fund include the amnesty day events, cleanup of properties were the owner is financially unable to clean up or the owner is unknown; the owner is a victim of illegal dumping; or the scrap tires are located on a city or county right of way. The tire amnesty days are an activity that ESD administers, therefore this program would provide some reimbursement for the event expenses. The applications and agreements are required to be signed by an “authorized local government representative” and as such, approval for this is requested so that ESD may proceed and recover the monies invested in these activities Cover Memo Financial Impact:Based on our current pricing (via competitive Bid Item with Liberty Tire), ESD pays $200.00 per ton for disposal of scrap tires. This includes tires dropped off at the landfill during normal operations, and at the amnesty day events. ESD collected 13 tons at the last amnesty event held in February, 2020 Alternatives:1. Pay for activity cost with Fund 542 revenue. Recommendation:Approve ESD to Utilize the Georgia EPD Local Government Scrap Tire Abatement Program and Authorize the Administrator and Mayor to execute Agreements and Required Documents. Funds are Available in the Following Accounts: App. $10,000 into Fund 542. 542044110-5222199 REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 2/2/2021 2:00 PM Augusta Canal - FERC License 2020-2021 Updates Department:Utilities Department:Utilities Caption:Motion to approve Engineering Services Contract with Cranston Engineering Group to provide services related to FERC license as well as design services for the Augusta Canal in the amount of $527,494.00. Background:Augusta Utilities Department is currently a license applicant with the Federal Energy Regulatory Commission (FERC) for operation of the Augusta Canal. This contract will assist AUD with preparation and maintenance of the plans and programs required by FERC. Cranston Engineering Group has previously provided such FERC required services and this would be a renewal of those services for two years. Also, as part of this proposal, are multiple services to address comments brought forth during the 3rd Independent Consultant Safety Inspection also known as the Part 12.D Inspection. Analysis:Approval of this contract will allow AUD to meet the requirements of FERC during our application process. This contract will meet all requirements of our FERC license application for two years. Financial Impact:Funds are available in account 507043410-5212115/80320115- 5212115 Alternatives:No practical alternative Recommendation:We recommend approval of the contract with Cranston Engineering Group. Funds are Available in the Funds are available in account 507043410-5212115/80320115- 5212115 Cover Memo Following Accounts: REVIEWED AND APPROVED BY: Cover Memo DR A F T 1 OF 26 REVISION DATE: December 2020 STATE OF GEORGIA RICHMOND COUNTY MAJOR PROJECTS CONSULTANT SERVICES AGREEMENT BETWEEN AUGUSTA, GEORGIA (CITY) AND CONSULTANT CONSULTANT: Cranston Engineering Group, P.C. PROJECT: Augusta Canal Annual FERC Updates 2020-2021 DATE EXECUTED: DATE COMPLETED: DR A F T 2 OF 26 REVISION DATE: December 2020 STATE OF GEORGIA RICHMOND COUNTY MAJOR PROJECTS CONSULTANT SERVICES AGREEMENT BETWEEN AUGUSTA, GEORGIA (CITY) AND CONSULTANT This Agreement is made and entered into this ______ day of _ ___________, 2020 by and between AUGUSTA, Georgia, a political subdivision of the State of Georgia, hereinafter called the “CITY” and S&ME, Inc., a Corporation authorized to do business in Georgia, hereinafter called the "CONSULTANT." WHEREAS, the CITY desires to engage a qualified and experienced consulting firm to furnish professional services for: Augusta Canal Annual FERC Updates 2020-2021 and, WHEREAS, the CONSULTANT has represented to the CITY that it is experienced and qualified to provide the services contained herein and the CITY has relied upon such representation. NOW, THEREFORE, in consideration of the mutual promises and covenant herein contained, it is agreed by and between the CITY and the CONSULTANT that: DR A F T 3 OF 26 REVISION DATE: December 2020 GENERAL PROVISIONS CONSULTANT has agreed, in this Agreement with CITY to procure the services of licensed design professionals, to provide the engineering services required to provide professional engineering and design services for the Project in accordance with the requirements as outlined in and attached as Attachment A – Scope of Services and other relevant data defining the Project. CONSULTANT COORDINATION The CONSULTANT shall cooperate fully with all municipalities, local government officials, utility companies, and other consultants as directed by the CITY. CONSULTANT and all relevant parties agree to work together on the basis of trust, good faith and fair dealing, and shall take actions reasonably necessary to enable each other to perform this Agreement in a timely, efficient and economical manner. All parties agree to cooperate in a manner consistent with good design practice and will exercise the degree of skill and diligence normally employed by professional engineers or consultants practicing under similar conditions. CONSULTANT will re-perform any services not meeting this standard without additional compensation. AMENDMENTS TO AGREEMENT Every amendment to the Scope of Services shall become and is hereby made a part of this Agreement. Amendments must be fully executed by both the CONSULTANT and CITY to be valid. REDUCTION IN REQUIRED SERVICES If reductions in the required services are ordered by CITY, the credits shall be the amounts for such services as described in subsequently executed Amendments to this Agreement, and no claim for damages for anticipated profits shall accrue to the CONSULTANT. DATE CHANGES If in this Agreement specific periods of time for rendering services are set forth or specific dates by which services are to be completed are provided and if such periods of time or dates are changed through no fault of CONSULTANT, the rates and amounts of compensation provided for herein shall be subject to equitable adjustment. AGREEMENT MODIFICATIONS This Agreement shall not be modified except by a duly executed Amendment hereto in writing under the hands and seals of both parties hereto. TIME OF COMPLETION The time of completion shall be as described in the schedule attached hereto as Attachment D - Schedule. DR A F T 4 OF 26 REVISION DATE: December 2020 This Agreement shall terminate immediately and absolutely at such time as appropriated and otherwise obligated funds are no longer available to satisfy the obligations of the CONSULTANT on behalf of the CITY under this Agreement. However, CONSULTANT will be compensated for all work prior to termination of contract even if the CITY has obligated the funds to other projects. PROJECT PROGRESS CONSULTANT'S services and compensation under this Agreement have been agreed to in anticipation of the orderly and continuous progress of the Project through completion. LITIGATION Nothing in this Agreement shall be construed as obligating the CONSULTANT to appear, support, prepare, document, bring, defend or assist in litigation either undertaken or defended in behalf of the CITY except in consideration of compensation. All such services required or requested of CONSULTANT by the CITY except suits or claims between the parties to this Agreement will be reimbursed as additional services. BINDINGS It is further agreed that the CITY and CONSULTANT each binds itself and themselves, its or their successors, executors, administrators and assigns to the other party to this Agreement and to its or their successors, executors and assigns in respect to all covenants of this Agreement. Except as above, neither CITY nor the CONSULTANT shall assign, sublet or transfer its or their interest in this Agreement without prior written consent of the other party hereto. EXTENT OF THE AGREEMENT This Agreement represents the entire agreement between CITY and CONSULTANT and supersedes all prior negotiations, representations and agreements, either written or oral. DR A F T 5 OF 26 REVISION DATE: December 2020 DEFINITIONS Wherever used in this Agreement, whether in the singular or in the plural, the following terms shall have the following meanings: Agreement Execution - means the date on which CONSULTANT executes and enters into an Agreement with CITY to perform the Work. Agreement Price - means the total monies, adjusted in accordance with any provision herein, payable to the CONSULTANT under this Agreement. CITY –means a legal entity AUGUSTA, Georgia, a political subdivision of the State of Georgia. CONSULTANT - means the party or parties contracting directly with the CITY to perform Work pursuant to this Agreement. Contract - means the Agreement Documents specifically identified and incorporated herein by reference. Contract Time - means the period of time stated in this Agreement for the completion of the Work. Subcontractor - means any person, firm, partnership, joint venture, company, corporation, or entity having a contractual agreement with CONSULTANT or with any of its subcontractors at any tier to provide a part of the Work called for by this Agreement. Supplemental Agreement - means a written order to CONSULTANT signed by CITY and accepted by CONSULTANT, effecting an addition, deletion or revision in the Work, or an adjustment in the Agreement Price or the Contract Time, issued after execution of this Agreement. Task Order – means a written order specifying a Scope of Services, time of completion and compensation limit for services being provided by CONSULTANT. Task Orders shall be incorporated by reference as part of the Supplemental Conditions of this Agreement. Work - means any and all obligations, duties and responsibilities, including furnishing equipment, engineering, design, workmanship, labor and any other services or things necessary to the successful completion of the Project, assigned to or undertaken by CONSULTANT under this Agreement. DR A F T 6 OF 26 REVISION DATE: December 2020 CONTRACT DOCUMENTS List of Documents The Agreement, the General Conditions, the Attachments, and any Supplemental Agreements, including Task Orders shall constitute the Agreement Documents (the “Agreement”). Conflict and Precedence The Agreement Documents are complementary, and what is called for by one is as binding as if called for by all. In the event there are any conflicting provisions or requirements in the component parts of this Agreement, the several Agreement Documents shall take precedence in the following order: 1. Agreement – Including Attachments 2. General Conditions 3. Supplemental Conditions – Including Task Orders DR A F T 7 OF 26 REVISION DATE: December 2020 GENERAL CONDITIONS 1. COMMENCEMENT OF WORK The performance of services as defined in the Prime Agreement between CONSULTANT and the CITY, and herein described in this Agreement as Attachment A shall be commenced upon receipt by the CONSULTANT of a written Notice To Proceed. The effective date of services shall be defined in the Notice To Proceed. 2. PROFESSIONAL STANDARDS The standard of care for all services performed or furnished by CONSULTANT under this Agreement will be the level of care and that is ordinarily used by members of CONSULTANT’S profession practicing under similar conditions. 3. CHANGES AND EXTRA WORK The CITY may, at any time, request changes in the work to be performed hereunder. All such changes, including any increase or decrease in the amount of the CONSULTANT’s compensation, which are mutually agreed upon by and between the CITY and the CONSULTANT, shall be incorporated in written Supplemental Agreements to the Agreement. Changes that involve an increase in the compensation shall be considered major, and require the approval of the CITY. 4. PERSONNEL The CONSULTANT represents that it has secured or will secure, at its own expense, all personnel necessary to complete this Agreement; none of whom shall be employees of, or have any contractual relationship with, the CITY. All of the services required hereunder will be performed by the CONSULTANT under its supervision, and all personnel engaged in the work shall be qualified and shall be authorized or permitted under law to perform such services. All key professional personnel, including subcontractors, engaged in performing services for the CONSULTANT under this agreement are indicated in a personnel listing attached hereto as Attachment C – Listing of Key Personnel and incorporate herein by reference. No changes or substitution shall be permitted in the CONSULTANT’s Key Personnel without the prior written approval of the CITY or his designee. The CONSULTANT shall employ only persons duly registered in the appropriate category in responsible charge of supervision and design of the work. The CONSULTANT shall endorse all reports, contract plans, and survey data. Such endorsements shall be made by a person duly registered in the appropriate category by the Georgia State Board of Registration for Professional Engineers and Land Surveyors, being in the full employ of the CONSULTANT and responsible for the work prescribed by this Agreement. DR A F T 8 OF 26 REVISION DATE: December 2020 5. ACCURACY OF WORK The CONSULTANT shall be responsible for the accuracy of the work and shall promptly correct errors and omissions in its plans and specifications without additional compensation. The CONSULTANT shall give immediate attention to these changes so there will be a minimum of delay to others. Acceptance of the work by the CITY will not relieve the CONSULTANT of the responsibility for subsequent correction of any errors and the clarification of any ambiguities. 6. CONFIDENTIALITY The CONSULTANT agrees that its conclusions and any reports are for the confidential use and information of the CITY and that it will not disclose its conclusions in whole or in part to any persons whatsoever, other than to submit its written documentation to the CITY, and will only discuss the same with it or its authorized representatives. Upon completion of this Agreement term, all documents, drawings, reports, maps, data and studies prepared by the CONSULTANT pursuant thereto shall become the property of the CITY and be delivered thereto. Articles, papers, bulletins, reports, or other materials reporting the plans, progress, analyses, or results and findings of the work conducted under this Agreement shall not be presented publicly or published without prior approval in writing of the CITY. It is further agreed that if any information concerning the PROJECT, should be released by the CONSULTANT without prior approval from the CITY, the release of same shall constitute grounds for termination of this Agreement without indemnity to the CONSULTANT, but should any such information be released by the CITY or by the CONSULTANT with such prior approval, the same shall be regarded as public information and no longer subject to the restrictions of this Agreement. 7. OPEN RECORDS CONSULTANT acknowledge that all records relating to this Agreement and the services to be provided under the contract may be a public record subject to Georgia’s Open Records Act (O.C.G.A. § 50-18-70, et seq.). CONSULTANT shall cooperate fully in responding to such request and making all records, not exempt, available for inspection and copying as provided by law. 8. JURISDICTION The law of the State of Georgia shall govern the CONTRACT between CITY and CONSULTANT with regard to its interpretation and performance, and any other claims related to this agreement. All claims, disputes and other matters in question between CITY and CONSULTANT arising out of or relating to the Agreement, or the breach thereof, shall be decided in the Superior Court of Richmond County, Georgia. The CONSULTANT, by executing this Agreement, specifically consents to jurisdiction and venue in Richmond County and waives any right to contest the jurisdiction and venue in the Superior Court of Richmond County, Georgia. 9. TERMINATION OF AGREEMENT FOR CAUSE DR A F T 9 OF 26 REVISION DATE: December 2020 If through any cause, the CONSULTANT shall fail to fulfill in a timely and proper manner its obligations under this Agreement, or if the CONSULTANT shall violate any of the covenants, agreements or stipulations of this Agreement, CONSULTANT will be given the opportunity to commence correction of obligation within 5 days of written notice and diligently complete the correction thereafter. Failure to maintain the scheduled level of effort as proposed and prescribed, or deviation from the aforesaid schedule without prior approval of the CITY, shall constitute cause for termination. The CITY shall thereupon have the right to terminate this Agreement by giving written notice to the CONSULTANT of such termination, and specifying the effective date thereof, at least five (5) days before the effective date of such termination. In such event, all finished or unfinished documents, maps, data, studies, work papers and reports prepared by the CONSULTANT under this Agreement shall become the property of the CITY, and the CONSULTANT shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents, as mutually agreed by the CITY and CONSULTANT. 10. TERMINATION FOR CONVENIENCE OF THE CITY The CITY may terminate this contract in part or in whole upon written notice to the CONSULTANT. The CONSULTANT shall be paid for any validated services under this Contract up to the time of termination. 11. COORDINATION AND COOPERATION WITH OTHER UTILITIES AND CONSULTANTS CONSULTANT shall thoroughly research all utility records to identify the existing facilities on the submitted roadway plans for avoidance, or resolution, of conflicts with the proposed Scope of Services. If the CITY undertakes or awards other contracts for additional related work, the CONSULTANT shall fully cooperate with such other CONSULTANTs and the CITY employees or appointed committee(s), and carefully fit its own work to such additional work as may be directed by the CITY. The CONSULTANT shall not commit or permit any act which will interfere with the performance of work by any other CONSULTANT or by CITY employees. 12. COVENANT AGAINST CONTINGENT FEES The CONSULTANT warrants that no person or selling agency has been employed or retained to solicit or secure this Agreement upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies maintained by CONSULTANT for the purpose of securing business and that the CONSULTANT has not received any non-CITY fee related to this Agreement without the prior written consent of the CITY. For breach or violation of this warranty, the CITY shall have the right to annul this Agreement without liability or at its discretion to deduct from the Agreement Price of consideration the full amount of such commission, percentage, brokerage or contingent fee. 13. RESPONSIBILITY FOR CLAIMS AND LIABILITY DR A F T 10 OF 26 REVISION DATE: December 2020 The CONSULTANT shall be responsible for any and all damages to properties or persons caused by its employees, subcontractors, or agents, and shall hold harmless the CITY, its officers, agents and employees from all suits, claims, actions or damages of any nature whatsoever to the extent found to be resulting from the CONSULTANT, its subcontracts, or agent in the negligent performance or non-performance of work under this Agreement. These indemnities shall not be limited by reason of the listing of any insurance coverage. 14. INSURANCE The CONSULTANT shall, at all times that this Agreement is in effect, cause to be maintained in force and effect an insurance policy(s) that will ensure and indemnify the CITY against liability or financial loss resulting from injuries occurring to persons or property or occurring as a result of any negligent error, act, or omission of the CONSULTANT in performance of the work during the term of this Agreement. The CONSULTANT shall provide, at all times that this agreement is in effect, Worker's Compensation insurance in accordance with the laws of the State of Georgia. The CONSULTANT shall provide, at all times that this Agreement is in effect, Insurance with limits of not less than: A. Workmen’s Compensation Insurance – in accordance with the laws of the State of Georgia. B. Public Liability Insurance – in an amount of not less that One Million ($1,000,000) Dollars for injuries, including those resulting in death to any one person, and in an amount of not less than One Million ($1,000,000) Dollars on account of any one occurrence. C. Property Damage Insurance – in an amount of not less than One Million ($1,000,000) Dollars from damages on account of an occurrence, with an aggregate limit of One Million ($1,000,000) Dollars. D. Valuable Papers Insurance – in an amount sufficient to assure the restoration of any plans, drawings, field notes, or other similar data relating to the work covered by the Project. E. Professional Liability Insurance – in an amount of not less than One Million ($1,000,000) Dollars or an amount that correlates to the aggregate fee on the project should it exceed $1,000,000. CITY will be named as an additional insured with respect to CONSULTANT’s liabilities hereunder in insurance coverage’s identified in items (b) and (c). The policies shall be written by a responsible company(s), to be approved by the CITY, and shall be noncancellable except on thirty-(30) days' written notice to the CITY. Such policies shall name the CITY as co-insured, except for worker's compensation and professional liability policies, and a copy of such policy or a certificate of insurance shall be filed with the Director at the time of the execution of this Agreement. 15. PROHIBITED INTERESTS DR A F T 11 OF 26 REVISION DATE: December 2020 15.1 Conflict of Interest: The CONSULTANT agrees that it presently has no interest and shall acquire no interest, direct or indirect, that would conflict in any manner or degree with the performance of its services hereunder. The CONSULTANT further agrees that, in the performance of the Agreement, no person having such interest shall be employed. 15.2 Interest of Public Officials: No member, officer, or employee of the CITY during his tenure or for one year thereafter, shall have any interest, direct or indirect, in this Agreement or the proceeds thereof. 15.3 Employment of CITY’s Personnel: The CONSULTANT shall not employ any person or persons in the employ of the CITY for any work required by the terms of the Agreement, without the written permission of the CITY except as may otherwise be provided for herein. 16. SUBCONTRACTING The CONSULTANT shall not subcontract any part of the work covered by this Agreement or permit subcontracted work to be further subcontracted without the CITY's prior written approval of the subcontractor. All subcontracts in the amount of $5,000 or more shall include, where possible, the provisions set forth in this Agreement. 17. ASSIGNABILITY The CONSULTANT shall not assign or transfer whether by an assignment or novation, any of its rights, obligations, benefits, liabilities or other interest under this Agreement without the written consent of the CITY. 18. EQUAL EMPLOYMENT OPPORTUNITY During the performance of this Agreement, the CONSULTANT agrees as follows: (1) the CONSULTANT will not discriminate against any employee or applicant for employment because of race, creed, color, sex or national origin; (2) the CONSULTANT will, in all solicitations or advertisements for employees placed by qualified applicants, receive consideration for employment without regard to race, creed, color, sex or national origin; (3) the CONSULTANT will cause the foregoing provisions to be inserted in all subcontracts for any work covered by the Agreement so that such provision will be binding upon each subcontractor, provided that the foregoing provision shall not apply to contracts or subcontracts for standard commercial supplies of raw materials. 19. DRUG FREE WORK PLACE CONSULTANT shall be responsible for insuring that its employees shall not be involved in any manner with the unlawful manufacture, distribution, dispensation, possession, sale or use of a controlled substance in the workplace. For purposes of the policy, “workplace” is defined as CITY owned or leased property, vehicles, and project or client site. Any violation of the prohibitions may result in discipline and/or immediate discharge. DR A F T 12 OF 26 REVISION DATE: December 2020 CONSULTANT shall notify the appropriate federal agencies of an employee who has a criminal drug statute conviction for workplace violation. CONSULTANT may require drug or alcohol testing of employees when contractually or legally obligated, or when good business practices would dictate. 20. ANTI-KICKBACK CLAUSE Salaries of architects, drafters, engineer’s, and technicians performing work under this Agreement shall be paid unconditionally and not less often than once a month without deduction or rebate on any account except only such payroll deductions as are mandatory by law. The CONSULTANT hereby promises to comply with all applicable "Anti-kickback" laws, and shall insert appropriate provisions in all subcontracts covering work under this Agreement. 21. AUDITS AND INSPECTORS At any time during normal business hours and as often as the CITY may deem necessary, the CONSULTANT shall make available to the CITY and/or audit representatives of the CITY for examination all of its records with respect to all matters covered by this Agreement. It shall also permit the CITY and/or representatives of the audit, examine and make copies, excerpts or transcripts from such records of personnel, conditions of employment and other data relating to all matters covered by this Agreement. The CONSULTANT shall maintain all books, documents, papers, accounting records and other evidence pertaining to costs incurred on the Project and used in support of its proposal and shall make such material available at all reasonable times during the period of the Agreement, and for three years from the date of final payment under the Agreement, for inspection by the CITY or any reviewing agencies, and copies thereof shall be furnished upon request at cost plus 10%. The CONSULTANT agrees that the provisions of this Article shall be included in any Agreements it may make with any subcontractor, assignee, or transferee. 22. OWNERSHIP, PUBLICATION, REPRODUCTION AND USE All documents and materials prepared as an instrument of service pursuant to this Agreement are the property of the CITY. The CITY shall have the unrestricted authority to publish, disclose, distribute, and otherwise use, in whole or in part, any reports, data, maps, or other materials prepared under this Agreement without according credit of authorship. The CITY shall hold harmless the CONSULTANT against all claims arising out of such use of documents and materials without the CONSULTANT’s knowledge and written consent. 23. VERBAL AGREEMENT OR CONVERSATION No verbal agreement or conversation with any officer, agent, or employee of the CITY, either before, during, or after the execution of this Agreement, shall affect or modify any of the terms or obligations herein contained, nor shall such verbal agreement or conversation entitle the CONSULTANT to any additional payment whatsoever under the terms for this Agreement. All changes to this Agreement shall be in writing and appended hereto as prescribed in Article 3 above. DR A F T 13 OF 26 REVISION DATE: December 2020 24. INDEPENDENT CONTRACTOR The CONSULTANT shall perform the services under this Agreement as an independent contractor and nothing contained herein shall be construed to be inconsistent with this relationship or status. Nothing in this Agreement shall be interpreted or construed to constitute the CONSULTANT or any of its agents or employees to be the agent, employee, or representative of the CITY. 25. NOTICES All notices shall be in writing and delivered in person or transmitted by certified mail, postage prepaid. Notices shall be addressed as follows: CITY: CONSULTANT: ADMINISTRATOR AUGUSTA, GEORGIA 535 Telfair St., Suite 910 Augusta, GA 30911 Copy to: DIRECTOR AUGUSTA UTILITIES DEPARTMENT 452 Walker Street; Suite 200 Augusta, GA 30901 26. TEMPORARY SUSPENSION OR DELAY OF PERFORMANCE OF CONTRACT To the extent that it does not alter the scope of this agreement, Augusta, GA may unilaterally order a temporary stopping of the work, or delaying of the work to be performed by CONSULTANT under this agreement. 27. DEFECTIVE PRICING To the extent that the pricing provided by CONSULTANT is erroneous and defective, the parties may, by agreement, correct pricing errors to reflect the intent of the parties. 28. SPECIFIED EXCUSES FOR DELAY OR NON-PERFORMANCE CONSULTANT is not responsible for delay in performance caused by hurricanes, tornadoes, floods, and other severe and unexpected acts of nature. In any such event, the contract price and schedule shall be equitably adjusted. 29. HOLD HARMLESS Except as otherwise provided in this agreement, CONSULTANT shall indemnify and hold harmless Augusta, GA, and its employees and agents from and against all liabilities, claims, suits, DR A F T 14 OF 26 REVISION DATE: December 2020 demands, damages, losses, and expenses, including attorneys’ fees, arising out of or resulting from the negligent performance of its Work. 30. GEORGIA PROMPT PAY ACT NOT APPLICABLE The terms of this agreement supersede any and all provisions of the Georgia Prompt Pay Act. 31. RIGHT TO INSPECT PREMISES Augusta, Georgia may, at reasonable times, inspect the part of the plant, place of business, or work site of CONSULTANT or any subcontractor of CONSULTANT or subunit thereof which is pertinent to the performance of any contract awarded or to be awarded by Augusta, Georgia. 32. E-VERIFY All contractors and subcontractors entering into contracts with Augusta, Georgia for the physical performance of services shall be required to execute an Affidavit verifying its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with Augusta, Georgia has registered with and is participating in a federal work authorization program. All contractors and subcontractors must provide their E-Verify number and must be in compliance with the electronic verification of work authorized programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603, in accordance with the applicability provisions and deadlines established in O.C.G.A. § 13- 10-91 and shall continue to use the federal authorization program throughout the contract term. All contractors shall further agree that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to its contract with Augusta, Georgia the contractor will secure from such subcontractor(s) each subcontractor’s E-Verify number as evidence of verification of compliance with O.C.G.A. § 13-10-91 on the subcontractor affidavit provided in Rule 300-10-01-.08 or a substantially similar form. All contractors shall further agree to maintain records of such compliance and provide a copy of each such verification to Augusta, Georgia at the time the subcontractor(s) is retained to perform such physical services. 33. LOCAL SMALL BUSINESS LANGUAGE In accordance with Chapter 10B of the AUGUSTA, GA. CODE, Contractor expressly agrees to collect and maintain all records necessary to for Augusta, Georgia to evaluate the effectiveness of its Local Small Business Opportunity Program and to make such records available to Augusta, Georgia. The requirements of the Local Small Business Opportunity Program can be found at www.augustaga.gov. In accordance with AUGUSTA, GA. CODE § 1-10-129(d)(7), for all contracts where a local small business goal has been established, the contractor is required to provide local small business utilization reports. Contractor shall report to Augusta, Georgia the total dollars paid to each local small business on each contract, and shall provide such payment affidavits, regarding payment to subcontractors as may be requested by Augusta, Georgia. Such documents shall be in the format specified by the Director of minority and small business opportunities, and shall be submitted at such times as required by Augusta, Georgia. Failure to provide such reports within the time period specified by Augusta, Georgia shall entitle Augusta, Georgia to exercise any of the remedies set forth, including but not limited to, withholding payment from the contractor and/or collecting liquidated damages. DR A F T 15 OF 26 REVISION DATE: December 2020 34. ACKNOWLEDGEMENT “Consultant acknowledges that this contract and any changes to it by amendment, modification, change order or other similar document may have required or may require the legislative authorization of the Board of Commissioners and approval of the Mayor. Under Georgia law, Consultant is deemed to possess knowledge concerning Augusta, Georgia's ability to assume contractual obligations and the consequences of Consultant's provision of goods or services to Augusta, Georgia under an unauthorized contract, amendment, modification, change order or other similar document, including the possibility that the Consultant may be precluded from recovering payment for such unauthorized goods or services. Accordingly, Consultant agrees that if it provides goods or services to Augusta, Georgia under a contract that has not received proper legislative authorization or if the Consultant provides goods or services to Augusta, Georgia in excess of the any contractually authorized goods or services, as required by Augusta, Georgia's Charter and Code, Augusta, Georgia may withhold payment for any unauthorized goods or services provided by Consultant. Consultant assumes all risk of non-payment for the provision of any unauthorized goods or services to Augusta, Georgia, and it waives all claims to payment or to other remedies for the provision of any unauthorized goods or services to Augusta, Georgia, however characterized, including, without limitation, all remedies at law or equity." This acknowledgement shall be a mandatory provision in all Augusta, Georgia contracts for goods and services, except revenue producing contracts. [SIGNATURES ON FOLLOWING PAGE] DR A F T 16 OF 26 REVISION DATE: December 2020 IN WITNESS WHEREOF, said parties have hereunto set their seals the day and year written below: CITY: CONSULTANT: AUGUSTA, GEORGIA (CITY) BY: BY: PRINTED NAME: Hardie Davis, Jr. PRINTED NAME: AS ITS: MAYOR AS ITS: Principal ATTEST CLERK: ATTEST: PRINTED NAME: Lena J. Bonner PRINTED NAME: AS ITS: Clerk of Commission AS ITS: Principal DATE: DATE: Copy To: DIRECTOR AUGUSTA UTILITIES DEPARTMENT 452 Walker Street, Suite 200 Augusta, GA 30901 DR A F T 17 OF 26 REVISION DATE: December 2020 CONSULTANT’S RESPONSIBILITIES CONSULTANT , in order to determine the requirements of the Project, shall review the information in Attachment A – Scope of Services. CONSULTANT shall review its understanding of the Project requirements with CITY and shall advise CITY of additional data or services which are not a part of CONSULTANT’s services, if any, necessary for design to begin. PROJECT UNDERSTANDING Upon request from the CONSULTANT, CITY may provide all criteria and full information as to CITY's and CONSULTANT'S requirements for this part of the project, including design objectives and constraints, space, capacity and performance requirements, flexibility and expendability, and any budgetary limitations. CONSULTANT may request from the CITY to furnish data, reports, surveys, and other materials that may be relied upon in performing CONSULTANT'S services. REVIEW OF WORK Authorized representatives of the CITY may at all reasonable times review and inspect the project activities and data collected under the Agreement and amendments thereto. All reports, drawings, studies, specifications, estimates, maps and computation prepared by or for the CITY in association with this Agreement shall be subject to review. The CITY may at any time request progress reports, prints or copies of any work performed under this Agreement. Refusal by the CONSULTANT to submit progress reports and/or plans shall be cause to withhold payment to the CONSULTANT until the CONSULTANT complies with the CITY’s request in the regard. The CITY’s review recommendations shall be incorporated into the plans by the CONSULTANT. CONSULTANT'S INSURANCE CONSULTANT will maintain throughout this AGREEMENT the following insurance limits as specified in General Condition 14 – Insurance. DR A F T 18 OF 26 REVISION DATE: December 2020 CITY’S RESPONSIBILITES CITY-FURNISHED DATA CITY will provide to CONSULTANT all data in CITY's possession relating to CONSULTANT's services on the PROJECT. CONSULTANT will reasonably rely upon the accuracy, timeliness, and completeness of the information provided by CITY. RIGHT TO ENTER The CONSULTANT will notify all property owners or occupants of the intent to enter properties for the purpose of accomplishing work in accordance with the practices of the CITY. The CONSULTANT shall discuss with and receive approval from the CITY prior to sending notices of intent to enter private property. Upon request by the CONSULTANT, the CITY will provide the necessary documents identifying the CONSULTANT as being in the employ CITY for the purpose described in the Agreement. ADVERTISEMENTS, PERMITS, AND ACCESS Unless otherwise agreed to in the Scope of Services, CITY will obtain, arrange, and pay for all advertisements for bids; permits and licenses required by local, state, or federal authorities; and land, easements, rights-of-way, and access necessary for CONSULTANT's services or PROJECT construction. TIMELY REVIEW CITY will examine CONSULTANT's studies, reports, sketches, drawings, specifications, proposals, and other documents; obtain advice of an attorney, insurance counselor, accountant, auditor, bond and financial advisors, and other consultants as CITY deems appropriate; and render in writing decisions required by CITY in a timely manner. PROMPT NOTICE CITY will give prompt written notice to CONSULTANT whenever CITY observes or becomes aware of any development that affects the scope or timing of CONSULTANT's Services, or of any defect in the work of CONSULTANT or construction contractors. CITY'S INSURANCE CITY will maintain property insurance on all pre-existing physical facilities associated in any way with the PROJECT. LITIGATION ASSISTANCE The Scope of Services does not include costs of CONSULTANT for required or requested assistance to support, prepare, document, bring, defend, or assist in litigation undertaken or defended by CITY. All such Services required or requested of CONSULTANT by CITY, except for suits or claims between the parties to this AGREEMENT, will be reimbursed as additional services. DR A F T 19 OF 26 REVISION DATE: December 2020 ATTACHMENT A – SCOPE OF SERVICES For a scope of services, please refer to the attached proposal from Cranston Engineering Group, P.C., which includes the fee schedule for service tasks. DR A F T 20 OF 26 REVISION DATE: December 2020 ATTACHMENT B - COMPENSATION The CITY shall compensate the CONSULTANT for services, which have been authorized by the CITY under the terms of this Agreement. The CONSULTANT may submit to the CITY a monthly invoice, in a form acceptable to the CITY and accompanied by all support documentation requested by the CITY, for payment for the services, which were completed during the billing period. The CITY shall review for approval said invoices. The CITY shall have the right to reject payment of any invoice or part thereof if not properly supported, or if the costs requested or a part thereof, as determined solely by the CITY, are unreasonably in excess of the actual phase of completion of each phase. The CITY shall pay each such invoice or portion thereof as approved, provided that the approval or payment of any such invoice shall not considered to be evidence of performance by the CONSULTANT to the point indicted by such invoice, or of receipt of acceptance by the CITY of the service covered by such invoice. The CITY shall pay any undisputed items contained in such invoices. Each invoice shall be accompanied by a letter progress report describing the total work accomplished for each phase and any problems, which have been encountered, which may inhibit execution of the work. The CONSULTANT shall also submit an accurate updated schedule, and an itemized description of the percentage of total work completed for each phase during the billing period. When the CITY authorizes the CONSULTANT to proceed with the work authorized in a Task Order, it agrees to pay the CONSULTANT for work completed, on the basis of the standard billing rates shown in Attachment B to the Contract of those principals and employees engaged directly on the work. Compensation for design services shall be invoices based on the sum of all actual costs incurred in the performance of the work, including all direct, payroll, overall and profit cost in an amount not-to-exceed the compensation set forth in the terms of the Agreement or any authorized Task Order. All invoices submitted by the CONSULTANT shall be detailed to reflect incurred expenses, labor hours and costs by authorized Task. Overtime may be performed at the discretion of the CONSULTANT, but the premium time portion of the overtime will not be billed to the CITY unless the CONSULTANT has requested acceleration of the scheduled work in writing. DR A F T 21 OF 26 REVISION DATE: December 2020 ATTACHMENT C – LISTING OF KEY PERSONNEL CONSULTANT shall provide qualified personnel to perform its work. The list of key personnel below, including a designated Program Manager will not change or be reassigned without the written approval of the CITY. Those personnel committed for this work are as follows: DR A F T 22 OF 26 REVISION DATE: December 2020 ATTACHMENT D – SCHEDULE FOR PERFORMANCE For a schedule for performance, please refer to the attached proposal from Cranston Engineering Group, P.C., which includes the fee schedule for service tasks. DR A F T 23 OF 26 REVISION DATE: December 2020 CONSULTANT SERVICES As a part of this Agreement the CONSULTANT agrees to furnish the following checked items (CONSULTANT to initial in the space provided acknowledging responsibility to furnish said item). Prior to Authorization To Proceed:  Detailed Scope of Services based upon Schedule A of this Agreement to be submitted with Cost Proposal clearly defining the CONSULTANT’S understanding of the project limits, design objectives and CONSULTANT’S services to be provided.  Cost Proposal that will include cost of surveying, design, preparation of construction plans and specifications, and other services requested in the CITY’s Request for Proposal.  Schedule for submittal of review documents at 30%, 60%, and 90% completion; and final documents. Prior to submitting 30% review documents:  Locate all existing utilities using available information collected by the CONSULTANT. The CITY will furnish available information on water and sewer locations however the CONSULTANT must verify to CITY’S satisfaction.  Provide CITY with information on the project site(s), including the following:  Past and present use of the land (specifically identify any landfilling activities in the area); identify any nearby designated wetlands  Soil type(s)  Boring results when required by CONSULTANT for new facilities or where depth of line and existing site conditions warrant.  Brief description of the area (e.g., residential, commercial, industrial) including general slope of the land, and whether trees, signs, etc. will be in conflict with the new facilities. Include number of properties affected and number of easements required with property owners identified  Identification of potential problems in meeting design objectives.  Site Plan (If Required) Throughout project:  Prepare printed responses to comments received from the CITY following reviews.  Provide the necessary plats for easement acquisition and DOT/other permit application.  Prepare Public Works/DOT/Other permit applications for signature by the CITY.  Prepare and submit plans to EPD for review and approval when required. DR A F T 24 OF 26 REVISION DATE: December 2020  Prepare plans and specifications, using Augusta Utilities Design Standards and Specifications (latest version). Specifications must mirror that provided by the CITY.  Prepare construction cost estimates at each review stage, 30%, 60%, 90%, and with the submittal of Final documents. Provide cost breakdown for any items to be lump sum in the construction contract. Upon completion of design:  Coordinate with the City Procurement Department to advertise the project.  Fax bid information to CITY.  Attend the Pre-Bid Meeting as a technical reference to the CITY.  Prepare letter of recommendation for award of the contract.  Develop conformed contract documents and forward to the CITY for execution.  Attend the pre-construction meeting as a technical reference to the CITY.  Provide clarification related to the plans/specifications throughout design and construction.  Provide record drawings at completion of the project electronically, per the Utilities Design Standards and Specifications (latest version).  Provide Services During Construction as follows:  Attend project meetings as scheduled by the CITY  Recommend design changes as field conflicts arise (site visits may be required)  Review and approval of pay requests from the construction Contractor (line of communication will be construction contractor to resident observer to CONSULTANT to CITY)  Provide clarification of plans and specifications throughout construction  Revise/update plans and/or easement plats as changes occur that require resubmittal to DOT/other agencies. AUGUSTA UTILITIES DEPARTMENT CONSULTANT BY: BY: PRINTED NAME: PRINTED NAME: TITLE: DIRECTOR TITLE: Principal DATE: DATE: DR A F T 25 OF 26 REVISION DATE: December 2020 ADDITIONAL SERVICES: 1. Revisions to the plans/contract documents to extend the limits of the project after this AGREEMENT has been executed by the CITY. 2. Revisions due to incorrect locations of existing utilities by the CONSULTANT (i.e., correct location given by CITY, incorrectly marked on plans by engineer) will be the responsibility of the CONSULTANT. Other revisions required by the CITY, DOT, EPD, or other government agency at their request will be considered an additional service. 3. Out-of-town meetings or conferences required of the CONSULTANT by the CITY. 4. Other not described above, as approved by the CITY. NOTE: It is the responsibility of the CONSULTANT as contracted by the CITY to provide professional surveying and engineering services. It is expected that such professionals will operate in a manner which assures the interests of the common welfare, rather than in a manner which promotes their own financial gain. It is expected that such professionals will act as a faithful agent for the CITY as a client. It is the duty of the CONSULTANT to protect the safety, health and welfare of the public in the performance of their professional duties. DR A F T 26 OF 26 REVISION DATE: December 2020 BEST AND FINAL FEE PROPOSAL December 1, 2020 Mr. Allen Saxon Assistant Director – Facility Operations Augusta Utilities Department 452 Walker Street, Suite 200 Augusta, Georgia 30901 Re: Augusta Canal Annual FERC Updates 2020-2021 Our File No. 2019-0578 Dear Allen: In accordance with your request and our previous discussions, we are pleased to offer the following proposal for accomplishing the necessary engineering, survey, inspection and reporting services associated with the compliance requirements of the Federal Energy Regulatory Commission (FERC) on dam and dike safety for the Augusta Canal Hydropower Project. In addition to the annual FERC updates and reporting requirements, tasks are included based on the agreed recommendations of the 3rd Part 12D report. This proposal states our understanding of the project scope, the general tasks that will be needed to comply with the regulations, as well as the fees for accomplishing the work. GENERAL: The City of Augusta has applied for a license from the Federal Energy Regulatory Commission for operating the canal for power production. The application process has been lengthy, and the approval of the commission remains a pending matter. Licensed projects must comply with applicable requirements of the Code of Federal Regulations Title 18, Conservation of Power and Water Resources, which includes requirements for dam safety (Chapter 14, Dam Safety Performance Monitoring Program). This program involves a comprehensive approach to technical data reporting, potential failure mode identification, surveillance and monitoring, emergency action, security and vulnerability, and a series of inspections and reports by a qualified consultant. Cranston Engineering has the knowledge and expertise having worked directly on and around the Augusta Canal since 1967. The Augusta Canal Hydropower Project includes the canal, diversion dam, banks and drainage works, but excludes the power generating facilities of Sibley, King, and Enterprise Mills, as well as the Augusta Raw Water Pumping Station. The project is subdivided into individual projects identified by FERC by project number as follows: High Hazard - Augusta Canal Left Allen Saxon Augusta Canal FERC Updates 2020-2021 December 1, 2020 CEG# 2019-0578 Page 2 of 14 Embankment & Structures (Below Bulkhead) (Project No. 11810-01-02), High Hazard - Augusta Canal Right Embankment (Below Bulkhead) (Project No. 11810-01-03), Significant Hazard - Augusta Canal Left Embankment & Structures (Above Bulkhead) (Project No. 11801-01-01), and Significant Hazard – Augusta Diversion Dam (Project No 11810-02-01). SCOPE OF WORK: The services proposed herein are intended to provide the technical bases for the City's compliance with the applicable requirements of the Federal Energy Regulatory Commission Dam Safety Monitoring Program and specialized inspection and improvements projects requested by AUD and recommended in 3rd Part 12D. The proposed components are more fully described as follows: 1. 2020 & 2021 Emergency Action Plan Orientations and Updates. The annual orientation seminar, drill and review of the Emergency Action Plan (EAP) will be conducted and the plan will be updated accordingly based on comments received from the attendees and regulatory reviews. The annual orientation and drill will include a meeting of all notification flow chart personnel identified in the Emergency Action Plan. An onsite tour or virtual tour will be included as allowable. As it has now been reviewed, the sudden-failure assessment (SFA) will be incorporated into the EAP and annually updated based upon FERC comments. We will also hold a meeting with the local EMA and AUD staff to review emergency actions, current response times, and possible measures to reduce response times. Upon completion of the meetings and subsequent plan updates, revised EAP plan sheets will be distributed to all plan holders, and a status report will be prepared for AUD submittal to FERC. The current FERC deadline for submission is December 31 of each year. 2. 2020 & 2021 Public Safety Plan Reviews and Updates. The Public Safety annual field inspection, plan review and plan update will be conducted in accordance with FERC regulations. Should revisions be required, revised plan sheets will be distributed to all plan holders and a status report will be prepared for AUD submittal to FERC. The current FERC deadline for submission is December 31st of each year. 3. 2020 & 2021 Dam Safety Surveillance and Monitoring Plan (DSSMP) Report, Reviews and Updates. This task includes drafting the first DSSMP in accordance with FERC requirements by combining relevant portions of the 2019 Surveillance and Monitoring Plan, 2019 Maintenance and Inspection Plan, available instrumentation, monitoring & inspection data from AUD, and relevant portions of the latest Supplemental Technical Information Documentation (STID) Report. Includes funding available from previous 2016-2017 Augusta Canal Annual FERC Proposal. Due to the significant expansion of the 2019 PFM Analysis from prior assessments, additional funding is needed to perform an extensive incorporation of these into the DSSMP. We will also perform an annual review the DSSMP in 2020 & 2021 and make any necessary updates which may be required because of changed conditions. Should Allen Saxon Augusta Canal FERC Updates 2020-2021 December 1, 2020 CEG# 2019-0578 Page 3 of 14 revisions be required, revised plan sheets will be provided to AUD along with the annual Dam Safety Surveillance and Monitoring Report(s) (DSSMR) for submission to FERC. The current FERC deadline for submission is December 31st of each year. 4. 2020 & 2021 Owners Dam Safety Program (ODSP) Annual Reports and Updates. The annual Owners Dam Safety Plan Report will be compiled in accordance with the FERC requirements. We will also review the plan and make any necessary updates required because of changed conditions. Should revisions be required, revised plan sheets will be provided to AUD along with the annual report for submission to FERC. The current deadline for submission is December 31st of each year. 5. 2020 & 2021 AUD Training and Public Education. We will provide assistance to AUD in developing the FERC requested and ODSP documented public education outreach activities. To the extent requested, we will help with materials and assistance during public meeting(s) or training meeting(s), up to two meetings total. The public education previously proposed by AUD and Augusta-Richmond County Emergency Management Agency for a public outreach event in 2020 for residents, businesses and other interests within the 100-foot potential failure impact zone are provided in the previous proposal for Augusta Canal Annual FERC services for 2018-2019 [CEG Project Number 2018-0109]. Additional services regarding training and public education for 2021 are provided in this scope item; however, they are anticipated to only be in a support capacity by attending a public meeting, training exercise and/or providing technical information or material review of documentation provided by AUD for these purposes. Includes funding from previous 2018-2019 Augusta Canal Annual FERC Proposal. 6. Rock Creek Seepage: Temporary Repair Construction Administration Services (2020). Additional services have been requested by FERC over the past few months outside of the original scope for the Rock Creek Seepage Repair project. This covers additional FERC coordination, supplemental design services, assistance with FERC required documentation, redline asbuilts, and Construction Administration (1.5 Months). 7. Diversion Dam Inspection. We will perform surface and dive inspections of the diversion dam during low river level with AUD personal. We anticipate coordinating with AUD, the USACOE (Strom Thurmond Dam) and Dominion Energy (Stevens Creek Dam) to schedule a suitable time to lower the river discharge levels, as much as practical, to allow for as much dry inspection of the Augusta Canal Diversion Dam components as possible. It is anticipated that we may be able to take a small boat/kayak to inspect the crest of the diversion dam and be able to walk the toe of the dam to inspect the downstream face/toe. AUD will provide boat/kayak if needed. We will provide an inspection report. Allen Saxon Augusta Canal FERC Updates 2020-2021 December 1, 2020 CEG# 2019-0578 Page 4 of 14 8. Dam Safety Report to Accommodate Approved Inflow Design Flood (IDF). Additional services have been requested by FERC over the past few months outside of the original scope for the Inflow Design Flood Report. The purpose of this item is to incorporate FERC’s request to provide a report that address safely accommodating the IDF discharges and discusses the 2019 PFMA updates. This covers additional FERC coordination, coordination meetings, HEC-RAS model updates, and assistance with FERC required documentation for the Dam Safety Report. 9. Additional Supporting Technical Information Document (STID) Updates. This document will be updated to include all of the information discovered during the 2019 PFMA updates, as well as other items determined during the various studies and reviews performed as a part of this proposal. Updated information includes additional field investigations and survey of known or suspected stormwater and utility penetrations identified during the 2019 PFMA updates. As-built surveys of identified crossings without existing data will be performed and provided in the updated STID. These survey services are included in task #10 below. It is expected that all documentation to be included will be published by December 31, 2020. Includes partial funding available from previous 2016-2017 Augusta Canal Annual FERC Proposal. 10. Canal Survey. This item includes performing a canal crest survey of the full riverside embankment and both left and right embankments downstream of the Bulkhead Gates and cross-section survey at various locations representative of the varying geometry along the canal. The canal crest survey will include surveying of existing control and setting deformation monuments (10-15) for indications of potential movement or disturbance. We anticipate the cross-section survey will include riverside and landside measurements from toe to crest and along the canal bottom and far-side bank or embankment during the canal drawdown period scheduled in early 2021. We will conduct up to a maximum of 15 cross-sections. A full canal profile will be generated from this data and updated within the STID basemap. An additional five days of survey services is included as “Miscellaneous Topographic Survey” should AUD require. 11. Bulkhead Gate Inspection and Analysis. This item includes a visual inspection of the Bulkhead Gate structure, access bridge, access components (ladders & railings), mechanical components (gates, lifting rods and mechanisms) for the purpose of condition assessment. We have coordinated with specialist machinist to provide inspection and report on the condition of the various mechanical components. This item will also include structural analysis of the Bulkhead Gate to assess the condition and integrity of the structure and bridge in anticipation of design related data needed for future design of repair, maintenance or improvement plans. AUD will provide boat access to the gates and bridge for inspection team. 12. Weigles Gate & Spillway Clearing & Inspection. This item includes a visual inspection of the Weigles Gate structure, access components (fencing, ladders & railings), mechanical components (gates and mechanisms) for the purpose of condition assessment. We recommend that the Augusta Utilities Department clear the vegetation off of the spillway, abutments and tailrace so that we can survey and confirm the extent Allen Saxon Augusta Canal FERC Updates 2020-2021 December 1, 2020 CEG# 2019-0578 Page 5 of 14 of the structure’s condition. If this is not done, we can still assess the damage, but will not get a complete assessment or survey of the spillway structure. A hydrology and hydraulics analysis is proposed to model and analyze the IDF flows over the spillway, tailrace, and downstream piping system to discuss capacity issues. We propose to furnish a topographic map of the landside of Weigles Gate, spillway and tailrace for the development of the future design of repair, maintenance or improvement plans. Additional area outside of the tailrace will be compiled from existing GIS base maps provided by the City of Augusta and limited spot survey for low point identification. We will generally survey from the spillway face to the southeast wall of the tailrace. The contour interval will be two feet and will be based upon the North American Vertical Datum of 1988, commonly called Mean Sea Level. The horizontal datum will be the Georgia State Plane Coordinate System, East Zone (North American Datum of 1983). Geotechnical and geophysical investigations will be performed in order to identify and help determine the extent and possible location of the seepage directly upstream of the gate structure. A drilling program plan (DPP) will be prepared and provided to FERC for approval prior to any geotechnical/geophysical investigations. Finally we will prepare Seepage Repair plans for City, FERC, and SHPO review and approval. We will also assist AUD in bidding and construction services for the seepage repair. 13. Detailed and Periodic Canal Inspections. During the next drawdown which is currently scheduled for early 2021, we will perform a detailed inspection of the canal embankment including previously documented undercut areas, animal burrows, and seepage areas. This inspection will include photo documentation and identification with GPS locations for map and field reference. Once we have completed all associated inspections and subsequent investigations, we will develop a report of our findings including maps and detailed descriptions of all areas of interest. We will also perform two (2) periodic inspections of the canal crest and known seepage areas. These inspections will include photo documentation and identification with GPS locations for map and field reference. 14. Headgate Improvements & Inspection. We will perform downstream inspection and upstream dive inspections of the Headgates along with AUD personal. It is anticipated that we may be able to take a small boat/kayak to assist the inspections and be able to walk the canal side of the gates to inspect the downstream face/toe. AUD will provide boat/kayak if needed. We will provide an inspection report to document findings. Also included is a topographic survey and investigating the feasibility of installing a flood berm in the depression upstream of the original abandoned Headgate structure on the landside of the canal. This original Headgate structure maintains the historical context of the heritage site. Proposed flood berm plans and recommendations for Allen Saxon Augusta Canal FERC Updates 2020-2021 December 1, 2020 CEG# 2019-0578 Page 6 of 14 possible safety upgrades will be provided for AUD, SHPO, and FERC review. Bidding and construction phase services are not included at this time. 15. Recommendations from 3rd Part 12D. Includes responses and actions for addressing recommendations from the Third (3rd) Part 12 Safety Inspection Report, November 2019, Section 1.3, Section 5.2.1 (the status of responses to the previous Second (2nd) Part 12 Inspection) and Section 5.2.2 (FERC D2SI Comments of April 30, 2015 on Second (2nd) Part 12 Inspections). We will review and assist AUD in drafting responses to these recommendations to provide to FERC. 16. Miscellaneous FERC Coordination Assistance. We will provide assistance developing subsequent response letters and general coordination with AUD, SHPO, and FERC representatives and review and provide comments as requested. Generally we will coordinate bi-weekly (at a minimum monthly) status meetings with AUD to review and discuss current and scheduled tasks. 17. Stability Analysis. We will provide stability analysis for embankment slopes (up to 5 locations). Embankment slope stability analysis will include up to five (5) geotechnical soil borings and material properties testing. Per 3rd Part 12D recommendations we will also update and analyze the structural stability analyses for Bulkhead Gates, Headgates, and Long Gate Spillway. Long Gate spillway analysis will be updated once the design memorandum (DM) is accepted by FERC and impending geotechnical investigation is complete. 18. Enterprise Mill FERC. As it is related to the FERC notification to the Augusta Canal Authority (ACA) to include Enterprise Mill into the Annual Updates. We will provide the following services to implement this incorporation and add to the Augusta Canal Hydropower Project FERC annual updates. Hazard Potential Classification. We will perform an independent analysis of the Enterprise Mill project to confirm the downstream hazard classification. This will include updates to the two-dimensional hydraulic model and analysis to update the inundation maps. These updated maps will also be incorporated into the Canal EAP. We will prepare a letter report documenting our analysis and findings for the Augusta Canal Authority to submit to FERC. Emergency Action Plan. We will provide updates to the Augusta Canal Authority (ACA) and Augusta Utilities Department for the Augusta Canal EAP. These will consist of specific detection and response to unusual incident or emergency at the Enterprise Mill. The updates will also include communication and coordination information by means of updated contacts and notification flow charts. Enterprise Mill project updates will be included in the annual orientation seminar, drill and review of the Emergency Action Plan (EAP). The annual orientation and drill will include a meeting of all notification flow chart personnel identified in the Emergency Action Plan. We will also hold a meeting with the local EMA, ACA, and AUD staff to review emergency actions, current response times, and possible measures to reduce response Allen Saxon Augusta Canal FERC Updates 2020-2021 December 1, 2020 CEG# 2019-0578 Page 7 of 14 times. Upon completion of the meetings and subsequent plan updates, revised EAP plan sheets will be distributed to all plan holders, and a status report will be prepared for ACA/AUD submittal to FERC. The current FERC deadline for submission is December 31 of each year. Owners Dam Safety Program (ODSP). The Owners Dam Safety Program will be compiled in accordance with the FERC requirements. This will demonstrate a clear acknowledgement of your responsibility for the safety of the project, an outline of the roles and responsibilities of the dam safety staff, and access of the dam safety official to the Chief Executive Officer. Miscellaneous FERC Coordination Assistance. We will provide assistance developing subsequent response letters and general coordination with Augusta Canal Authority and FERC representatives and review and provide comments as requested. 19. Long Gate Spillway Additional Geotechnical and Review. Additional geotechnical investigations have presented themselves to assist in the Long Gate Spillway design recommendations. Also FERC has required that a comprehensive drilling program plan (DPP) be provided for this work. Also included is additional coordination with FERC and SHPO. These services are outside of the original scope provided in the March 5, 2019 proposal. 20. Operations and Procedures Updates (As Needed). We will meet with AUD and RWPS staff to discuss necessary upates to the Operations Manual. These udpates will likely result from the outcomes of the Dam Safety Report – Accomodating the IDF. These services are estimated and will only be used as needed at the direction of AUD. 21. Kleinschmidt Review Services (As Needed). As requested by FERC these services include a review of the assessment of the Bulkhead Gate Report and a supplement to the Owners Dam Safety Program (ODSP). Allen Saxon Augusta Canal FERC Updates 2020-2021 December 1, 2020 CEG# 2019-0578 Page 8 of 14 PROJECT DELIVERABLES: Task: Deliverables: 1) 2020 & 2021 Emergency Action Plan Orientations and Updates · Conduct the Annual Drill and Orientation Exercise · Six Copies of Updated Plan · Six Copies of Annual Report 2) 2020 & 2021 Public Safety Plan Reviews and Updates · Six Copies of Updated Plan · Six Copies of Annual Report 3) 2020 & 2021 Dam Safety Surveillance and Monitoring Plan, Annual Report and Updates (2021) · Six Copies of New Plan Report (2020) · Six Copies of Updated Report (2021) · Six Copies of Annual Report 4) 2020 & 2021 Owner’s Dam Safety Program Annual Reports and Updates · Six Copies of Updated Plan · Six Copies of Annual Report 5) 2020 & 2021 AUD Training and Public Education · TBD 6) 2020 Rock Creek Seepage: Temporary Repair Construction Administration Services · N/A 7) Diversion Dam Inspection · Inspection Report 8) Dam Safety Report to Accommodate Approved Inflow Design Flood (IDF) · Three (3) Copies of Dam Safety Report 9) Additional Supporting Technical Information Document (STID) Updates · Two (2) Copies of Updated STID 10) Canal Survey · New survey base drawing and maps (pdf format) incorporating new survey data. · Updated and/or new cross-sections and profile drawings incorporating new survey data. 11) Bulkhead Gate Inspection and Analysis · Six (6) Copies of Inspection Report 12) Weigles Gate & Spillway Clearing & Inspection · Three (3) Copies of Inspection and H&H Report · Seepage Repair Plans 13) Detailed & Periodic Canal Inspections · Three (3) Copies of Inspection Report 14) Headgate Improvements and Dive Inspection · Six (6) Copies of Inspection Report · Flood Berm and Safety Plans 15) Address Recommendations from 3rd Part 12D · Recommendations via MS Word files 16) Miscellaneous FERC Coordination Assistance. · TBD 17) Stability Analysis · Six (6) Copies of Stability Analyses 18) Enterprise Mill FERC · Incorporation into Augusta Canal documents Allen Saxon Augusta Canal FERC Updates 2020-2021 December 1, 2020 CEG# 2019-0578 Page 9 of 14 · Copies provided as needed to Augusta Canal Authority 19) Long Gate Spillway Additional Geotechnical · Copies of Geotechnical data and DPP will be provided as requested 20) Operations and Procedures Updates (As Needed) · Copies of updated Operations Plan sections will be provided as requested 21) Kleinschmidt Review Services (As Needed) · Copies of the requested review reports will be provided as requested Note 1: It is anticipated that Augusta Utilities Department will submit all Reports and Documents to the Federal Energy Regulatory Commission (FERC). Note 2: Additional copies of all documents will be available at the cost of reproduction. FEE PROPOSAL: We propose to accomplish the individual items listed below at the fees and terms for each item shown. Items without a definite scope are proposed on a time and material (T&M) basis at our standard hourly rates that are in effect at that time. We have provided an estimated fee for these items for your budgeting purposes. 1. Emergency Action Plan Orientations and Updates A. 2020 Emergency Action Plan Orientation and Update Lump Sum $22,630.00 B. 2021 Emergency Action Plan Orientation and Update Lump Sum $22,630.00 Subtotal $45,260.00 2. Public Safety Plan Reviews and Updates A. 2020 Public Safety Plan Review and Update Lump Sum $ 4,250.00 B. 2021 Public Safety Plan Review and Update Lump Sum $ 4,250.00 Subtotal $ 8,500.00 3. Dam Safety Surveillance & Monitoring Plan (DSSMP) Report and Updates A. 2020 Dam Safety Surveillance & Monitoring Plan Review and Update Lump Sum $ 5,690.00 B. 2020 Combine and Update 2019 Surveillance & Monitoring Plan, 2019 Maintenance and Inspection Plan including addition of 2020 instrumentation, monitoring & inspection data Lump Sum (funded by previous contract) $ 0.00 Allen Saxon Augusta Canal FERC Updates 2020-2021 December 1, 2020 CEG# 2019-0578 Page 10 of 14 C. 2020 Dam Safety Surveillance & Monitoring Plan: Extensive Incorporation of 2019 PFMA Lump Sum $ 4,240.00 D. 2021 Dam Safety Surveillance & Monitoring Plan Review and Update Lump Sum $ 5,690.00 Subtotal $15,620.00 4. Owner’s Dam Safety Program Annual Reports and Updates A. 2020 Owner’s Dam Safety Program Annual Reports and Updates Lump Sum $ 1,840.00 B. 2021 Owner’s Dam Safety Program Annual Reports and Updates Lump Sum $ 1,840.00 Subtotal $ 3,680.00 5. AUD Training and Public Education A. 2020 Public Education Outreach Support Services Lump Sum (funded by previous contract) $ 0.00 B. 2021 Training and Public Education Time and Material (Estimated Fee) $ 2,840.00 Subtotal $ 2,840.00 6. Rock Creek Seepage: Temporary Repair Construction Administration Services (2020) Lump Sum $ 6,910.00 7. Diversion Dam Inspection A. Dewatered Downstream Inspection Lump Sum $ 3,120.00 B. Upstream Dive Inspection Lump Sum $ 7,780.00 C. Inspection Report Lump Sum $ 4,860.00 Subtotal $15,760.00 8. Dam Safety Report to Accommodate Approved Inflow Design Flood (IDF): Lump Sum $25,200.00 9. Additional Supporting Technical Information Document (STID) Updates (documentation completed and/or approved by 31 December 2020) Lump Sum (partially funded by previous contract) $10,860.00 Allen Saxon Augusta Canal FERC Updates 2020-2021 December 1, 2020 CEG# 2019-0578 Page 11 of 14 10. Canal Survey A. Canal Crest & Existing Monument Check Survey Lump Sum $42,000.00 B. Update Canal Profile from Crest Survey, Basemap Update Lump Sum $ 9,760.00 C. Cross-Section Survey at Key Locations (15 total) Lump Sum $12,550.00 D. As-built Stormwater, Utility Crossings & Penetrations Survey Lump Sum $14,560.00 E. Miscellaneous Topographic Survey Lump Sum (As Needed) $ 6,000.00 F. Set New Deformation Monuments (15 total) Lump Sum $ 3,750.00 Subtotal $88,620.00 11. Bulkhead Gate Inspection and Analysis A. Field Inspection & Boat Inspection Lump Sum $ 3,800.00 B. Specialist Evaluation/Inspection Lump Sum $ 9,444.00 C. Inspection and Analysis Report Lump Sum $ 4,750.00 Subtotal $17,994.00 12. Weigles Gate & Spillway Clearing & Inspection. A. Sinkhole Inspection and FERC Coordination Lump Sum $ 6,220.00 B. Topographic Survey of Spillway, Tailrace & Parking Lot Lump Sum $ 7,680.00 C. Gate, Tailrace, Parking Lot Inspection & Hydraulic Analysis Lump Sum $ 8,880.00 D. Drilling Program Plan (DPP) Lump Sum $ 1,520.00 E. Geotechnical and/or Geophysical Investigation Lump Sum $ 7,200.00 F. Seepage Repair Plans Lump Sum $ 9,960.00 G. QC, SHPO, AUD & FERC Review Lump Sum $ 5,940.00 H. Seepage Bidding Lump Sum $ 3,120.00 I. Seepage Construction Administration Lump Sum $ 6,790.00 Subtotal $57,310.00 Allen Saxon Augusta Canal FERC Updates 2020-2021 December 1, 2020 CEG# 2019-0578 Page 12 of 14 13. Detailed and Periodic Canal Inspections A. Field Inspection Lump Sum $14,540.00 B. Inspection Report Lump Sum $ 4,620.00 C. Periodic Inspections (2) Including Report Lump Sum $ 7,500.00 Subtotal $26,660.00 14. Headgate Improvements & Inspection A. Headgate Upstream Dive Inspection Lump Sum $ 5,520.00 B. Headgate Downstream Dewatered Inspection Lump Sum $ 4,400.00 C. Headgate Inspection Report Lump Sum $ 2,920.00 D. Headgate Topographic Survey Lump Sum $ 2,800.00 E. QC, SHPO, AUD & FERC Review Lump Sum $ 5,940.00 F. Flood Berm and Safety Upgrades Recommendations & Plan Lump Sum $ 7,800.00 Subtotal $29,380.00 15. Recommendations from 3rd Part 12D A. Review and Coordination meetings to Address Recommendations Lump Sum $ 5,600.00 16. Miscellaneous FERC Coordination Assistance A. 2020 Miscellaneous FERC & SHPO Coordination Assistance Time & Material (Estimated Fee) $26,500.00 B. 2021 Miscellaneous FERC & SHPO Coordination Assistance Time & Material (Estimated Fee) $26,500.00 Subtotal $53,000.00 17. Stability Analysis A. Slope Stability Analysis (5 locations) Lump Sum $ 7,760.00 B. Slope Stability Analysis: Geotechnical (5 locations) Lump Sum $15,000.00 C. Stability Analysis: Bulkhead Gates Lump Sum $ 7,060.00 D. Stability Analysis: Headgates Lump Sum $ 7,060.00 E. Stability Analysis: Long Gate Spillway (Revised w/DM) Lump Sum $ 8,530.00 Subtotal $45,410.00 Allen Saxon Augusta Canal FERC Updates 2020-2021 December 1, 2020 CEG# 2019-0578 Page 13 of 14 18. Enterprise Mill FERC A. Enterprise Mill FERC: Hazard Potential Analysis & Report (Includes 2D Model Analysis and Inundation Map Update) Lump Sum $ 5,710.00 B. Enterprise Mill FERC: Hazard Potential Classification Letter Report Lump Sum $ 2,700.00 C. Enterprise Mill FERC: Emergency Action Plan (EAP) Lump Sum $ 3,800.00 D. Enterprise Mill FERC: Owners Dam Safety Program (ODSP) Lump Sum $12,080.00 E. Enterprise Mill FERC: Coordination Assistance Time & Material (Estimated Fee) $ 4,170.00 Subtotal $28,460.00 19. Long Gate Spillway A. Long Gate Spillway: Additonal Geotechnical & Reviews Lump Sum $14,490.00 20. Operations and Procedures Updates (As Needed) A. Revisions and Updates to the Operations Manual Time & Material (Estimated Fee) $ 7,940.00 21. Kleinschmidt Review Services (As Needed) A. Review and ODSP Supplement Time & Material (Estimated Fee) $18,000.00 GRAND TOTAL $527,494.00 We will invoice you monthly for the percentage of each item completed during that month and would expect payment within 15 days following the submittal of our invoice. TIME OF COMPLETION: We are prepared to begin work at your direction and will work with you and your staff to ensure that any associated AUD and FERC deadlines are met. A schedule organizing these and other Augusta Canal tasks is provided separately and will be periodically reviewed with you at status meetings. Completion dates may be adjusted based on changing requirements over the next eighteen months. Commission Meeting Agenda 2/2/2021 2:00 PM Consider award of an Engineering Services Agreement for Professional Services to A&S Engineering, LLC for Augusta Utilities Waterline Replacement Program Projects Department:Utilities Department:Utilities Caption:Motion to approve bid award to A&S Engineering, LLC for the professional services to design Waterline Replacements in the Amount of $358,875.00. Background:This Project will consist of engineering design of approximately 63,000 linear feet of new 8 inch water main, water valves, and fire hydrants and the transferring of existing water services to the new 8 inch main to replace existing water mains through areas of South Augusta that are in need of upgrade to meet increased demand and provide fire flow capacity. Analysis:Augusta Utilities Department has reviewed the fee proposal submitted by A&S Engineering, LLC. The fee for engineering design services was deemed fair and reasonable by Augusta Utilities Department. Financial Impact:We have reviewed the proposal and found it to be reasonable. Funding in the amount of $358,875.00 is available from accounts: 507043410-5212115 / 82100010-5212115 Alternatives:No alternatives are recommended. Recommendation:Augusta Utilities Department recommends the Commission approve the Engineering Services Agreement to A&S Engineering, LLC for the professional services to design the Waterline Replacements in the Amount of $358,875.00. Funds are Available in the Following Accounts: Funds are available in the following accounts: 507043410- 5212115 / 82100010-5212115 Cover Memo REVIEWED AND APPROVED BY: Cover Memo 1 OF 25 REVISION DATE: September 2017 STATE OF GEORGIA RICHMOND COUNTY MAJOR PROJECTS CONSULTANT SERVICES AGREEMENT BETWEEN AUGUSTA, GEORGIA (CITY) AND CONSULTANT CONSULTANT: A&S Engineering, LLC PROJECT: Waterline Replacement Program DATE EXECUTED: DATE COMPLETED: 2 OF 25 REVISION DATE: September 2017 STATE OF GEORGIA RICHMOND COUNTY MAJOR PROJECTS CONSULTANT SERVICES AGREEMENT BETWEEN AUGUSTA, GEORGIA (CITY) AND CONSULTANT This Agreement is made and entered into this ______ day of _ ___________, 2021 by and between AUGUSTA, Georgia, a political subdivision of the State of Georgia, hereinafter called the “CITY” and A&S Engineering, LLC, a Corporation authorized to do business in Georgia, hereinafter called the "CONSULTANT." WHEREAS, the CITY desires to engage a qualified and experienced consulting firm to furnish professional services for: Waterline Replacement Program and, WHEREAS, the CONSULTANT has represented to the CITY that it is experienced and qualified to provide the services contained herein and the CITY has relied upon such representation. NOW, THEREFORE, in consideration of the mutual promises and covenant herein contained, it is agreed by and between the CITY and the CONSULTANT that: 3 OF 25 REVISION DATE: June 2011 GENERAL PROVISIONS CONSULTANT has agreed, in this Agreement with CITY to procure the services of licensed design professionals, to provide the engineering services required to provide professional engineering and design services for the Project in accordance with the requirements as outlined in and attached as Attachment A – Scope of Services and other relevant data defining the Project. CONSULTANT COORDINATION The CONSULTANT shall cooperate fully with all municipalities, local government officials, utility companies, and other consultants as directed by the CITY. CONSULTANT and all relevant parties agree to work together on the basis of trust, good faith and fair dealing, and shall take actions reasonably necessary to enable each other to perform this Agreement in a timely, efficient and economical manner. All parties agree to cooperate in a manner consistent with good design practice and will exercise the degree of skill and diligence normally employed by professional engineers or consultants practicing under similar conditions. CONSULTANT will re-perform any services not meeting this standard without additional compensation. AMENDMENTS TO AGREEMENT Every amendment to the Scope of Services shall become and is hereby made a part of this Agreement. Amendments must be fully executed by both the CONSULTANT and CITY to be valid. REDUCTION IN REQUIRED SERVICES If reductions in the required services are ordered by CITY, the credits shall be the amounts for such services as described in subsequently executed Amendments to this Agreement, and no claim for damages for anticipated profits shall accrue to the CONSULTANT. DATE CHANGES If in this Agreement specific periods of time for rendering services are set forth or specific dates by which services are to be completed are provided and if such periods of time or dates are changed through no fault of CONSULTANT, the rates and amounts of compensation provided for herein shall be subject to equitable adjustment. AGREEMENT MODIFICATIONS This Agreement shall not be modified except by a duly executed Amendment hereto in writing under the hands and seals of both parties hereto. TIME OF COMPLETION The time of completion shall be as described in the schedule attached hereto as Attachment D - Schedule. 4 OF 25 REVISION DATE: June 2011 This Agreement shall terminate immediately and absolutely at such time as appropriated and otherwise obligated funds are no longer available to satisfy the obligations of the CONSULTANT on behalf of the CITY under this Agreement. However, CONSULTANT will be compensated for all work prior to termination of contract even if the CITY has obligated the funds to other projects. PROJECT PROGRESS CONSULTANT'S services and compensation under this Agreement have been agreed to in anticipation of the orderly and continuous progress of the Project through completion. LITIGATION Nothing in this Agreement shall be construed as obligating the CONSULTANT to appear, support, prepare, document, bring, defend or assist in litigation either undertaken or defended in behalf of the CITY except in consideration of compensation. All such services required or requested of CONSULTANT by the CITY except suits or claims between the parties to this Agreement will be reimbursed as additional services. BINDINGS It is further agreed that the CITY and CONSULTANT each binds itself and themselves, its or their successors, executors, administrators and assigns to the other party to this Agreement and to its or their successors, executors and assigns in respect to all covenants of this Agreement. Except as above, neither CITY nor the CONSULTANT shall assign, sublet or transfer its or their interest in this Agreement without prior written consent of the other party hereto. EXTENT OF THE AGREEMENT This Agreement represents the entire agreement between CITY and CONSULTANT and supersedes all prior negotiations, representations and agreements, either written or oral. 5 OF 25 REVISION DATE: June 2011 DEFINITIONS Wherever used in this Agreement, whether in the singular or in the plural, the following terms shall have the following meanings: Agreement Execution - means the date on which CONSULTANT executes and enters into an Agreement with CITY to perform the Work. Agreement Price - means the total monies, adjusted in accordance with any provision herein, payable to the CONSULTANT under this Agreement. CITY –means a legal entity AUGUSTA, Georgia, a political subdivision of the State of Georgia. CONSULTANT - means the party or parties contracting directly with the CITY to perform Work pursuant to this Agreement. Contract - means the Agreement Documents specifically identified and incorporated herein by reference. Contract Time - means the period of time stated in this Agreement for the completion of the Work. Subcontractor - means any person, firm, partnership, joint venture, company, corporation, or entity having a contractual agreement with CONSULTANT or with any of its subcontractors at any tier to provide a part of the Work called for by this Agreement. Supplemental Agreement - means a written order to CONSULTANT signed by CITY and accepted by CONSULTANT, effecting an addition, deletion or revision in the Work, or an adjustment in the Agreement Price or the Contract Time, issued after execution of this Agreement. Task Order – means a written order specifying a Scope of Services, time of completion and compensation limit for services being provided by CONSULTANT. Task Orders shall be incorporated by reference as part of the Supplemental Conditions of this Agreement. Work - means any and all obligations, duties and responsibilities, including furnishing equipment, engineering, design, workmanship, labor and any other services or things necessary to the successful completion of the Project, assigned to or undertaken by CONSULTANT under this Agreement. 6 OF 25 REVISION DATE: June 2011 CONTRACT DOCUMENTS List of Documents The Agreement, the General Conditions, the Attachments, and any Supplemental Agreements, including Task Orders shall constitute the Agreement Documents (the “Agreement”). Conflict and Precedence The Agreement Documents are complementary, and what is called for by one is as binding as if called for by all. In the event there are any conflicting provisions or requirements in the component parts of this Agreement, the several Agreement Documents shall take precedence in the following order: 1. Agreement – Including Attachments 2. General Conditions 3. Supplemental Conditions – Including Task Orders 7 OF 25 REVISION DATE: June 2011 GENERAL CONDITIONS 1. COMMENCEMENT OF WORK The performance of services as defined in the Prime Agreement between CONSULTANT and the CITY, and herein described in this Agreement as Attachment A shall be commenced upon receipt by the CONSULTANT of a written Notice To Proceed. The effective date of services shall be defined in the Notice To Proceed. 2. PROFESSIONAL STANDARDS The standard of care for all services performed or furnished by CONSULTANT under this Agreement will be the level of care and that is ordinarily used by members of CONSULTANT’S profession practicing under similar conditions. 3. CHANGES AND EXTRA WORK The CITY may, at any time, request changes in the work to be performed hereunder. All such changes, including any increase or decrease in the amount of the CONSULTANT’s compensation, which are mutually agreed upon by and between the CITY and the CONSULTANT, shall be incorporated in written Supplemental Agreements to the Agreement. Changes that involve an increase in the compensation shall be considered major, and require the approval of the CITY. 4. PERSONNEL The CONSULTANT represents that it has secured or will secure, at its own expense, all personnel necessary to complete this Agreement; none of whom shall be employees of, or have any contractual relationship with, the CITY. All of the services required hereunder will be performed by the CONSULTANT under its supervision, and all personnel engaged in the work shall be qualified and shall be authorized or permitted under law to perform such services. All key professional personnel, including subcontractors, engaged in performing services for the CONSULTANT under this agreement are indicated in a personnel listing attached hereto as Attachment C – Listing of Key Personnel and incorporate herein by reference. No changes or substitution shall be permitted in the CONSULTANT’s Key Personnel without the prior written approval of the CITY or his designee. The CONSULTANT shall employ only persons duly registered in the appropriate category in responsible charge of supervision and design of the work. The CONSULTANT shall endorse all reports, contract plans, and survey data. Such endorsements shall be made by a person duly registered in the appropriate category by the Georgia State Board of Registration for Professional Engineers and Land Surveyors, being in the full employ of the CONSULTANT and responsible for the work prescribed by this Agreement. 8 OF 25 REVISION DATE: June 2011 5. ACCURACY OF WORK The CONSULTANT shall be responsible for the accuracy of the work and shall promptly correct errors and omissions in its plans and specifications without additional compensation. The CONSULTANT shall give immediate attention to these changes so there will be a minimum of delay to others. Acceptance of the work by the CITY will not relieve the CONSULTANT of the responsibility for subsequent correction of any errors and the clarification of any ambiguities. 6. CONFIDENTIALITY The CONSULTANT agrees that its conclusions and any reports are for the confidential use and information of the CITY and that it will not disclose its conclusions in whole or in part to any persons whatsoever, other than to submit its written documentation to the CITY, and will only discuss the same with it or its authorized representatives. Upon completion of this Agreement term, all documents, drawings, reports, maps, data and studies prepared by the CONSULTANT pursuant thereto shall become the property of the CITY and be delivered thereto. Articles, papers, bulletins, reports, or other materials reporting the plans, progress, analyses, or results and findings of the work conducted under this Agreement shall not be presented publicly or published without prior approval in writing of the CITY. It is further agreed that if any information concerning the PROJECT, should be released by the CONSULTANT without prior approval from the CITY, the release of same shall constitute grounds for termination of this Agreement without indemnity to the CONSULTANT, but should any such information be released by the CITY or by the CONSULTANT with such prior approval, the same shall be regarded as public information and no longer subject to the restrictions of this Agreement. 7. OPEN RECORDS CONSULTANT acknowledge that all records relating to this Agreement and the services to be provided under the contract may be a public record subject to Georgia’s Open Records Act (O.C.G.A. § 50-18-70, et seq.). CONSULTANT shall cooperate fully in responding to such request and making all records, not exempt, available for inspection and copying as provided by law. 8. JURISDICTION The law of the State of Georgia shall govern the CONTRACT between CITY and CONSULTANT with regard to its interpretation and performance, and any other claims related to this agreement. All claims, disputes and other matters in question between CITY and CONSULTANT arising out of or relating to the Agreement, or the breach thereof, shall be decided in the Superior Court of Richmond County, Georgia. The CONSULTANT, by executing this Agreement, specifically consents to jurisdiction and venue in Richmond County and waives any right to contest the jurisdiction and venue in the Superior Court of Richmond County, Georgia. 9 OF 25 REVISION DATE: June 2011 9. TERMINATION OF AGREEMENT FOR CAUSE If through any cause, the CONSULTANT shall fail to fulfill in a timely and proper manner its obligations under this Agreement, or if the CONSULTANT shall violate any of the covenants, agreements or stipulations of this Agreement, CONSULTANT will be given the opportunity to commence correction of obligation within 5 days of written notice and diligently complete the correction thereafter. Failure to maintain the scheduled level of effort as proposed and prescribed, or deviation from the aforesaid schedule without prior approval of the CITY, shall constitute cause for termination. The CITY shall thereupon have the right to terminate this Agreement by giving written notice to the CONSULTANT of such termination, and specifying the effective date thereof, at least five (5) days before the effective date of such termination. In such event, all finished or unfinished documents, maps, data, studies, work papers and reports prepared by the CONSULTANT under this Agreement shall become the property of the CITY, and the CONSULTANT shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents, as mutually agreed by the CITY and CONSULTANT. 10. TERMINATION FOR CONVENIENCE OF THE CITY The CITY may terminate this contract in part or in whole upon written notice to the CONSULTANT. The CONSULTANT shall be paid for any validated services under this Contract up to the time of termination. 11. COORDINATION AND COOPERATION WITH OTHER UTILITIES AND CONSULTANTS CONSULTANT shall thoroughly research all utility records to identify the existing facilities on the submitted roadway plans for avoidance, or resolution, of conflicts with the proposed Scope of Services. If the CITY undertakes or awards other contracts for additional related work, the CONSULTANT shall fully cooperate with such other CONSULTANTs and the CITY employees or appointed committee(s), and carefully fit its own work to such additional work as may be directed by the CITY. The CONSULTANT shall not commit or permit any act which will interfere with the performance of work by any other CONSULTANT or by CITY employees. 12. COVENANT AGAINST CONTINGENT FEES The CONSULTANT warrants that no person or selling agency has been employed or retained to solicit or secure this Agreement upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies maintained by CONSULTANT for the purpose of securing business and that the CONSULTANT has not received any non-CITY fee related to this Agreement without the prior written consent of the CITY. For breach or violation of this warranty, the CITY shall have the right to annul this Agreement without liability or at its discretion to deduct from the Agreement Price of consideration the full amount of such commission, percentage, brokerage or contingent fee. 10 OF 25 REVISION DATE: June 2011 13. RESPONSIBILITY FOR CLAIMS AND LIABILITY The CONSULTANT shall be responsible for any and all damages to properties or persons caused by its employees, subcontractors, or agents, and shall hold harmless the CITY, its officers, agents and employees from all suits, claims, actions or damages of any nature whatsoever to the extent found to be resulting from the CONSULTANT, its subcontracts, or agent in the negligent performance or non-performance of work under this Agreement. These indemnities shall not be limited by reason of the listing of any insurance coverage. 14. INSURANCE The CONSULTANT shall, at all times that this Agreement is in effect, cause to be maintained in force and effect an insurance policy(s) that will ensure and indemnify the CITY against liability or financial loss resulting from injuries occurring to persons or property or occurring as a result of any negligent error, act, or omission of the CONSULTANT in performance of the work during the term of this Agreement. The CONSULTANT shall provide, at all times that this agreement is in effect, Worker's Compensation insurance in accordance with the laws of the State of Georgia. The CONSULTANT shall provide, at all times that this Agreement is in effect, Insurance with limits of not less than: A. Workmen’s Compensation Insurance – in accordance with the laws of the State of Georgia. B. Public Liability Insurance – in an amount of not less that One Million ($1,000,000) Dollars for injuries, including those resulting in death to any one person, and in an amount of not less than One Million ($1,000,000) Dollars on account of any one occurrence. C. Property Damage Insurance – in an amount of not less than One Million ($1,000,000) Dollars from damages on account of an occurrence, with an aggregate limit of One Million ($1,000,000) Dollars. D. Valuable Papers Insurance – in an amount sufficient to assure the restoration of any plans, drawings, field notes, or other similar data relating to the work covered by the Project. E. Professional Liability Insurance – in an amount of not less than One Million ($1,000,000) Dollars or an amount that correlates to the aggregate fee on the project should it exceed $1,000,000. CITY will be named as an additional insured with respect to CONSULTANT’s liabilities hereunder in insurance coverage’s identified in items (b) and (c). The policies shall be written by a responsible company(s), to be approved by the CITY, and shall be noncancellable except on thirty-(30) days' written notice to the CITY. Such policies shall name the CITY as co-insured, except for worker's compensation and professional liability policies, and a copy of such policy or a certificate of insurance shall be filed with the Director at the time of the execution of this Agreement. 11 OF 25 REVISION DATE: June 2011 15. PROHIBITED INTERESTS 15.1 Conflict of Interest: The CONSULTANT agrees that it presently has no interest and shall acquire no interest, direct or indirect, that would conflict in any manner or degree with the performance of its services hereunder. The CONSULTANT further agrees that, in the performance of the Agreement, no person having such interest shall be employed. 15.2 Interest of Public Officials: No member, officer, or employee of the CITY during his tenure or for one year thereafter, shall have any interest, direct or indirect, in this Agreement or the proceeds thereof. 15.3 Employment of CITY’s Personnel: The CONSULTANT shall not employ any person or persons in the employ of the CITY for any work required by the terms of the Agreement, without the written permission of the CITY except as may otherwise be provided for herein. 16. SUBCONTRACTING The CONSULTANT shall not subcontract any part of the work covered by this Agreement or permit subcontracted work to be further subcontracted without the CITY's prior written approval of the subcontractor. All subcontracts in the amount of $5,000 or more shall include, where possible, the provisions set forth in this Agreement. 17. ASSIGNABILITY The CONSULTANT shall not assign or transfer whether by an assignment or novation, any of its rights, obligations, benefits, liabilities or other interest under this Agreement without the written consent of the CITY. 18. EQUAL EMPLOYMENT OPPORTUNITY During the performance of this Agreement, the CONSULTANT agrees as follows: (1) the CONSULTANT will not discriminate against any employee or applicant for employment because of race, creed, color, sex or national origin; (2) the CONSULTANT will, in all solicitations or advertisements for employees placed by qualified applicants, receive consideration for employment without regard to race, creed, color, sex or national origin; (3) the CONSULTANT will cause the foregoing provisions to be inserted in all subcontracts for any work covered by the Agreement so that such provision will be binding upon each subcontractor, provided that the foregoing provision shall not apply to contracts or subcontracts for standard commercial supplies of raw materials. 19. DRUG FREE WORK PLACE CONSULTANT shall be responsible for insuring that its employees shall not be involved in any manner with the unlawful manufacture, distribution, dispensation, possession, sale or use of a controlled substance in the workplace. For purposes of the policy, “workplace” is defined as CITY 12 OF 25 REVISION DATE: June 2011 owned or leased property, vehicles, and project or client site. Any violation of the prohibitions may result in discipline and/or immediate discharge. CONSULTANT shall notify the appropriate federal agencies of an employee who has a criminal drug statute conviction for workplace violation. CONSULTANT may require drug or alcohol testing of employees when contractually or legally obligated, or when good business practices would dictate. 20. ANTI-KICKBACK CLAUSE Salaries of architects, drafters, engineer’s, and technicians performing work under this Agreement shall be paid unconditionally and not less often than once a month without deduction or rebate on any account except only such payroll deductions as are mandatory by law. The CONSULTANT hereby promises to comply with all applicable "Anti-kickback" laws, and shall insert appropriate provisions in all subcontracts covering work under this Agreement. 21. AUDITS AND INSPECTORS At any time during normal business hours and as often as the CITY may deem necessary, the CONSULTANT shall make available to the CITY and/or audit representatives of the CITY for examination all of its records with respect to all matters covered by this Agreement. It shall also permit the CITY and/or representatives of the audit, examine and make copies, excerpts or transcripts from such records of personnel, conditions of employment and other data relating to all matters covered by this Agreement. The CONSULTANT shall maintain all books, documents, papers, accounting records and other evidence pertaining to costs incurred on the Project and used in support of its proposal and shall make such material available at all reasonable times during the period of the Agreement, and for three years from the date of final payment under the Agreement, for inspection by the CITY or any reviewing agencies, and copies thereof shall be furnished upon request at cost plus 10%. The CONSULTANT agrees that the provisions of this Article shall be included in any Agreements it may make with any subcontractor, assignee, or transferee. 22. OWNERSHIP, PUBLICATION, REPRODUCTION AND USE All documents and materials prepared as an instrument of service pursuant to this Agreement are the property of the CITY. The CITY shall have the unrestricted authority to publish, disclose, distribute, and otherwise use, in whole or in part, any reports, data, maps, or other materials prepared under this Agreement without according credit of authorship. The CITY shall hold harmless the CONSULTANT against all claims arising out of such use of documents and materials without the CONSULTANT’s knowledge and written consent. 23. VERBAL AGREEMENT OR CONVERSATION No verbal agreement or conversation with any officer, agent, or employee of the CITY, either before, during, or after the execution of this Agreement, shall affect or modify any of the terms or obligations herein contained, nor shall such verbal agreement or conversation entitle the 13 OF 25 REVISION DATE: June 2011 CONSULTANT to any additional payment whatsoever under the terms for this Agreement. All changes to this Agreement shall be in writing and appended hereto as prescribed in Article 3 above. 24. INDEPENDENT CONTRACTOR The CONSULTANT shall perform the services under this Agreement as an independent contractor and nothing contained herein shall be construed to be inconsistent with this relationship or status. Nothing in this Agreement shall be interpreted or construed to constitute the CONSULTANT or any of its agents or employees to be the agent, employee, or representative of the CITY. 25. NOTICES All notices shall be in writing and delivered in person or transmitted by certified mail, postage prepaid. Notices shall be addressed as follows: CITY: CONSULTANT: ADMINISTRATOR AUGUSTA, GEORGIA A&S Engineering, LLC 535 Telfair St., Suite 910 PO Box 2413 Augusta, GA 30911 Evans, GA 30809 Copy to: DIRECTOR AUGUSTA UTILITIES DEPARTMENT 452 Walker Street; Suite 200 Augusta, GA 30901 26. TEMPORARY SUSPENSION OR DELAY OF PERFORMANCE OF CONTRACT To the extent that it does not alter the scope of this agreement, Augusta, GA may unilaterally order a temporary stopping of the work, or delaying of the work to be performed by CONSULTANT under this agreement. 27. DEFECTIVE PRICING To the extent that the pricing provided by CONSULTANT is erroneous and defective, the parties may, by agreement, correct pricing errors to reflect the intent of the parties. 28. SPECIFIED EXCUSES FOR DELAY OR NON-PERFORMANCE CONSULTANT is not responsible for delay in performance caused by hurricanes, tornadoes, floods, and other severe and unexpected acts of nature. In any such event, the contract price and schedule shall be equitably adjusted. 29. HOLD HARMLESS Except as otherwise provided in this agreement, CONSULTANT shall indemnify and hold harmless Augusta, GA, and its employees and agents from and against all liabilities, claims, suits, 14 OF 25 REVISION DATE: June 2011 demands, damages, losses, and expenses, including attorneys’ fees, arising out of or resulting from the negligent performance of its Work. 30. GEORGIA PROMPT PAY ACT NOT APPLICABLE The terms of this agreement supersede any and all provisions of the Georgia Prompt Pay Act. 31. RIGHT TO INSPECT PREMISES Augusta, Georgia may, at reasonable times, inspect the part of the plant, place of business, or work site of CONSULTANT or any subcontractor of CONSULTANT or subunit thereof which is pertinent to the performance of any contract awarded or to be awarded by Augusta, Georgia. 32. E-VERIFY All contractors and subcontractors entering into contracts with Augusta, Georgia for the physical performance of services shall be required to execute an Affidavit verifying its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with Augusta, Georgia has registered with and is participating in a federal work authorization program. All contractors and subcontractors must provide their E-Verify number and must be in compliance with the electronic verification of work authorized programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603, in accordance with the applicability provisions and deadlines established in O.C.G.A. § 13- 10-91 and shall continue to use the federal authorization program throughout the contract term. All contractors shall further agree that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to its contract with Augusta, Georgia the contractor will secure from such subcontractor(s) each subcontractor’s E-Verify number as evidence of verification of compliance with O.C.G.A. § 13-10-91 on the subcontractor affidavit provided in Rule 300-10-01-.08 or a substantially similar form. All contractors shall further agree to maintain records of such compliance and provide a copy of each such verification to Augusta, Georgia at the time the subcontractor(s) is retained to perform such physical services. 33. LOCAL SMALL BUSINESS LANGUAGE In accordance with Chapter 10B of the AUGUSTA, GA. CODE, Contractor expressly agrees to collect and maintain all records necessary to for Augusta, Georgia to evaluate the effectiveness of its Local Small Business Opportunity Program and to make such records available to Augusta, Georgia. The requirements of the Local Small Business Opportunity Program can be found at www.augustaga.gov. In accordance with AUGUSTA, GA. CODE § 1-10-129(d)(7), for all contracts where a local small business goal has been established, the contractor is required to provide local small business utilization reports. Contractor shall report to Augusta, Georgia the total dollars paid to each local small business on each contract, and shall provide such payment affidavits, regarding payment to subcontractors as may be requested by Augusta, Georgia. Such documents shall be in the format specified by the Director of minority and small business opportunities, and shall be submitted at such times as required by Augusta, Georgia. Failure to provide such reports within the time period specified by Augusta, Georgia shall entitle Augusta, Georgia to exercise any of the remedies set forth, including but not limited to, withholding payment from the contractor and/or collecting liquidated damages. 15 OF 25 REVISION DATE: June 2011 34. ACKNOWLEDGEMENT “Consultant acknowledges that this contract and any changes to it by amendment, modification, change order or other similar document may have required or may require the legislative authorization of the Board of Commissioners and approval of the Mayor. Under Georgia law, Consultant is deemed to possess knowledge concerning Augusta, Georgia's ability to assume contractual obligations and the consequences of Consultant's provision of goods or services to Augusta, Georgia under an unauthorized contract, amendment, modification, change order or other similar document, including the possibility that the Consultant may be precluded from recovering payment for such unauthorized goods or services. Accordingly, Consultant agrees that if it provides goods or services to Augusta, Georgia under a contract that has not received proper legislative authorization or if the Consultant provides goods or services to Augusta, Georgia in excess of the any contractually authorized goods or services, as required by Augusta, Georgia's Charter and Code, Augusta, Georgia may withhold payment for any unauthorized goods or services provided by Consultant. Consultant assumes all risk of non-payment for the provision of any unauthorized goods or services to Augusta, Georgia, and it waives all claims to payment or to other remedies for the provision of any unauthorized goods or services to Augusta, Georgia, however characterized, including, without limitation, all remedies at law or equity." This acknowledgement shall be a mandatory provision in all Augusta, Georgia contracts for goods and services, except revenue producing contracts. [SIGNATURES ON FOLLOWING PAGE] 16 OF 25 REVISION DATE: June 2011 IN WITNESS WHEREOF, said parties have hereunto set their seals the day and year written below: CITY: CONSULTANT: AUGUSTA, GEORGIA (CITY) _______________________________________ BY: BY: PRINTED NAME: Hardie Davis, Jr. PRINTED NAME: Teresa C. Smith, PE AS ITS: MAYOR AS ITS:: Principal ATTEST CLERK: ATTEST: PRINTED NAME: PRINTED NAME: ______________________________ AS ITS: Clerk of Commission AS ITS:: Principal DATE: DATE: Copy To: DIRECTOR AUGUSTA UTILITIES DEPARTMENT 452 Walker Street, Suite 200 Augusta, GA 30901 17 OF 25 REVISION DATE: June 2006 CONSULTANT’S RESPONSIBILITIES CONSULTANT , in order to determine the requirements of the Project, shall review the information in Attachment A – Scope of Services. CONSULTANT shall review its understanding of the Project requirements with CITY and shall advise CITY of additional data or services which are not a part of CONSULTANT’s services, if any, necessary for design to begin. PROJECT UNDERSTANDING Upon request from the CONSULTANT, CITY may provide all criteria and full information as to CITY's and CONSULTANT'S requirements for this part of the project, including design objectives and constraints, space, capacity and performance requirements, flexibility and expendability, and any budgetary limitations. CONSULTANT may request from the CITY to furnish data, reports, surveys, and other materials that may be relied upon in performing CONSULTANT'S services. REVIEW OF WORK Authorized representatives of the CITY may at all reasonable times review and inspect the project activities and data collected under the Agreement and amendments thereto. All reports, drawings, studies, specifications, estimates, maps and computation prepared by or for the CITY in association with this Agreement shall be subject to review. The CITY may at any time request progress reports, prints or copies of any work performed under this Agreement. Refusal by the CONSULTANT to submit progress reports and/or plans shall be cause to withhold payment to the CONSULTANT until the CONSULTANT complies with the CITY’s request in the regard. The CITY’s review recommendations shall be incorporated into the plans by the CONSULTANT. CONSULTANT'S INSURANCE CONSULTANT will maintain throughout this AGREEMENT the following insurance limits as specified in General Condition 14 – Insurance. 18 OF 25 REVISION DATE: June 2011 CITY’S RESPONSIBILITES CITY-FURNISHED DATA CITY will provide to CONSULTANT all data in CITY's possession relating to CONSULTANT's services on the PROJECT. CONSULTANT will reasonably rely upon the accuracy, timeliness, and completeness of the information provided by CITY. RIGHT TO ENTER The CONSULTANT will notify all property owners or occupants of the intent to enter properties for the purpose of accomplishing work in accordance with the practices of the CITY. The CONSULTANT shall discuss with and receive approval from the CITY prior to sending notices of intent to enter private property. Upon request by the CONSULTANT, the CITY will provide the necessary documents identifying the CONSULTANT as being in the employ CITY for the purpose described in the Agreement. ADVERTISEMENTS, PERMITS, AND ACCESS Unless otherwise agreed to in the Scope of Services, CITY will obtain, arrange, and pay for all advertisements for bids; permits and licenses required by local, state, or federal authorities; and land, easements, rights-of-way, and access necessary for CONSULTANT's services or PROJECT construction. TIMELY REVIEW CITY will examine CONSULTANT's studies, reports, sketches, drawings, specifications, proposals, and other documents; obtain advice of an attorney, insurance counselor, accountant, auditor, bond and financial advisors, and other consultants as CITY deems appropriate; and render in writing decisions required by CITY in a timely manner. PROMPT NOTICE CITY will give prompt written notice to CONSULTANT whenever CITY observes or becomes aware of any development that affects the scope or timing of CONSULTANT's Services, or of any defect in the work of CONSULTANT or construction contractors. CITY'S INSURANCE CITY will maintain property insurance on all pre-existing physical facilities associated in any way with the PROJECT. LITIGATION ASSISTANCE The Scope of Services does not include costs of CONSULTANT for required or requested assistance to support, prepare, document, bring, defend, or assist in litigation undertaken or defended by CITY. All such Services required or requested of CONSULTANT by CITY, except for suits or claims between the parties to this AGREEMENT, will be reimbursed as additional services. 19 OF 25 REVISION DATE: June 2011 ATTACHMENT A – SCOPE OF SERVICES – See Attached Proposal For a scope of services, please refer to the attached proposal from A&S Engineering, LLC, which includes the fee schedule for service tasks. 20 OF 25 REVISION DATE: June 2011 ATTACHMENT B - COMPENSATION The CITY shall compensate the CONSULTANT for services, which have been authorized by the CITY under the terms of this Agreement. The CONSULTANT may submit to the CITY a monthly invoice, in a form acceptable to the CITY and accompanied by all support documentation requested by the CITY, for payment for the services, which were completed during the billing period. The CITY shall review for approval said invoices. The CITY shall have the right to reject payment of any invoice or part thereof if not properly supported, or if the costs requested or a part thereof, as determined solely by the CITY, are unreasonably in excess of the actual phase of completion of each phase. The CITY shall pay each such invoice or portion thereof as approved, provided that the approval or payment of any such invoice shall not considered to be evidence of performance by the CONSULTANT to the point indicted by such invoice, or of receipt of acceptance by the CITY of the service covered by such invoice. The CITY shall pay any undisputed items contained in such invoices. Each invoice shall be accompanied by a letter progress report describing the total work accomplished for each phase and any problems, which have been encountered, which may inhibit execution of the work. The CONSULTANT shall also submit an accurate updated schedule, and an itemized description of the percentage of total work completed for each phase during the billing period. When the CITY authorizes the CONSULTANT to proceed with the work authorized in a Task Order, it agrees to pay the CONSULTANT for work completed, on the basis of the standard billing rates shown in Attachment B to the Contract of those principals and employees engaged directly on the work. Compensation for design services shall be invoices based on the sum of all actual costs incurred in the performance of the work, including all direct, payroll, overall and profit cost in an amount not-to-exceed the compensation set forth in the terms of the Agreement or any authorized Task Order. All invoices submitted by the CONSULTANT shall be detailed to reflect incurred expenses, labor hours and costs by authorized Task. Overtime may be performed at the discretion of the CONSULTANT, but the premium time portion of the overtime will not be billed to the CITY unless the CONSULTANT has requested acceleration of the scheduled work in writing. 21 OF 25 REVISION DATE: June 2011 ATTACHMENT C – LISTING OF KEY PERSONNEL CONSULTANT shall provide qualified personnel to perform its work. The list of key personnel below, including a designated Program Manager will not change or be reassigned without the written approval of the CITY. Those personnel committed for this work are as follows: Teresa C. Smith 22 OF 25 REVISION DATE: June 2011 ATTACHMENT D – SCHEDULE FOR PERFORMANCE See Attached Proposal 23 OF 25 REVISION DATE: June 2011 CONSULTANT SERVICES As a part of this Agreement the CONSULTANT agrees to furnish the following checked items (CONSULTANT to initial in the space provided acknowledging responsibility to furnish said item). Prior to Authorization To Proceed:  Detailed Scope of Services based upon Schedule A of this Agreement to be submitted with Cost Proposal clearly defining the CONSULTANT’S understanding of the project limits, design objectives and CONSULTANT’S services to be provided.  Cost Proposal that will include cost of surveying, design, preparation of construction plans and specifications, and other services requested in the CITY’s Request for Proposal.  Schedule for submittal of review documents at 30%, 60%, and 90% completion; and final documents. Prior to submitting 30% review documents:  Locate all existing utilities using available information collected by the CONSULTANT. The CITY will furnish available information on water and sewer locations however the CONSULTANT must verify to CITY’S satisfaction.  Provide CITY with information on the project site(s), including the following:  Past and present use of the land (specifically identify any landfilling activities in the area); identify any nearby designated wetlands  Soil type(s)  Boring results when required by CONSULTANT for new facilities or where depth of line and existing site conditions warrant.  Brief description of the area (e.g., residential, commercial, industrial) including general slope of the land, and whether trees, signs, etc. will be in conflict with the new facilities. Include number of properties affected and number of easements required with property owners identified  Identification of potential problems in meeting design objectives.  Site Plan (If Required) Throughout project:  Prepare printed responses to comments received from the CITY following reviews.  Provide the necessary plats for easement acquisition and DOT/other permit application.  Prepare Public Works/DOT/Other permit applications for signature by the CITY.  Prepare and submit plans to EPD for review and approval when required.  Prepare plans and specifications, using Augusta Utilities Design Standards and Specifications (latest version). Specifications must mirror that provided by the CITY. 24 OF 25 REVISION DATE: June 2011  Prepare construction cost estimates at each review stage, 30%, 60%, 90%, and with the submittal of Final documents. Provide cost breakdown for any items to be lump sum in the construction contract. Upon completion of design:  Coordinate with the City Procurement Department to advertise the project.  Fax bid information to CITY.  Attend the Pre-Bid Meeting as a technical reference to the CITY.  Prepare letter of recommendation for award of the contract.  Develop conformed contract documents and forward to the CITY for execution.  Attend the pre-construction meeting as a technical reference to the CITY.  Provide clarification related to the plans/specifications throughout design and construction.  Provide record drawings at completion of the project electronically, per the Utilities Design Standards and Specifications (latest version).  Provide Services During Construction as follows:  Attend project meetings as scheduled by the CITY  Recommend design changes as field conflicts arise (site visits may be required)  Review and approval of pay requests from the construction Contractor (line of communication will be construction contractor to resident observer to CONSULTANT to CITY)  Provide clarification of plans and specifications throughout construction  Revise/update plans and/or easement plats as changes occur that require resubmittal to DOT/other agencies. AUGUSTA UTILITIES DEPARTMENT CONSULTANT BY: BY: PRINTED NAME:________________________________ PRINTED NAME: _______________________________ TITLE: DIRECTOR TITLE: Principal DATE: DATE: 25 OF 25 REVISION DATE: June 2006 ADDITIONAL SERVICES: 1. Revisions to the plans/contract documents to extend the limits of the project after this AGREEMENT has been executed by the CITY. 2. Revisions due to incorrect locations of existing utilities by the CONSULTANT (i.e., correct location given by CITY, incorrectly marked on plans by engineer) will be the responsibility of the CONSULTANT. Other revisions required by the CITY, DOT, EPD, or other government agency at their request will be considered an additional service. 3. Out-of-town meetings or conferences required of the CONSULTANT by the CITY. 4. Other not described above, as approved by the CITY. NOTE: It is the responsibility of the CONSULTANT as contracted by the CITY to provide professional surveying and engineering services. It is expected that such professionals will operate in a manner which assures the interests of the common welfare, rather than in a manner which promotes their own financial gain. It is expected that such professionals will act as a faithful agent for the CITY as a client. It is the duty of the CONSULTANT to protect the safety, health and welfare of the public in the performance of their professional duties. PO Box 2413 Evans, GA 30809 Civil Engineering Services (706) 832-4522 ansengineering@att.net Making A Difference - One Client At A Time! August 10, 2020 Tom Weidemier, PE, Director Augusta Utilities Department 452 Walker Street Suite 200 Augusta, GA 30901 Re: Augusta Utilities Waterline Replacement Program Projects Mr. Weidemier, Enclosed is the proposal to provide design services for the Augusta Utilities Department in support of the Augusta Utilities Department (AUD) Waterline Replacement Program Projects. The scope for this project is based on the list of streets provided by AUD on July 10, 2020, that have been identified for waterline upgrades and/or replacements. This proposal is prepared in response to and incorporates information from the scoping meetings, additional information/clarification from AUD, and preliminary investigations of AUD defined locations. SCOPE OF WORK The waterline replacements will consist of approximately 63,000 LF of new 8” waterline at various locations as identify by AUD. Design will be accomplished by authorized Tasks which will consist of Phases of combined groupings of streets by Exhibit number. The schedule for each Phase is projected to be approximately 24 weeks. This timeline is contingent upon receipt of required information from AUD and their surveying consultant. Deliverables shall conform to the Task Order Sample provided by AUD. The proposed Phasing by Exhibited Group of streets is included as Attachment 1. The primary steps in developing the plans for each Phase/Grouping is as follows: 1. Notice to Proceed with Phase 2. Design/scope meeting (Conceptual Layout) 3. Replacement design for review (90% Design) 4. Final design Submittals, followed by review meetings, shall be scheduled for each of the primary steps identified above. A two-week period will be built into the schedule to support AUD review/comments and the follow-up meeting. PO Box 2413 Evans, GA 30809 Civil Engineering Services (706) 832-4522 ansengineering@att.net Page | 2 A draft estimate will be prepared and submitted with the 90% Design submittal. The detailed schedule to complete by Phase will be developed following the kickoff meeting and will be based on AUD’s approved approach for design development of the respective Phases. The following shall be provided by AUD to support this effort: − Surveying services are not included in the current scope of work as new line layouts are to be added to GIS drawings provided or made available by AUD. The design engineer will be able to request all internal/historical data from AUD to aid in developing the replacement design. − AUD will provide a third-party surveyor to provide surveying services for the design of each of the task/groupings of streets to be designed. Surveying information may include driveways, sidewalks, overhead utilities, underground utility inverts, and other major obstacles as may be necessary. − AUD shall be responsible for all permitting. − AUD shall follow up with 811 or the respective agencies regarding existing utilities. DELIVERABLES A&S will deliver complete final design packages, which shall consist of: 1. Overall Layout Sheet of Streets 2. Design Sheets of Individual Streets 3. Applicable AUD Detail Sheet(s) 4. Engineer’s Probable Cost Estimate, 5. Bid Schedule accompanied by AUD’s Measurements & Payments. SCHEDULE − To allow for continuation of engineering services and workflow, the 11exhibit groupings will be placed in a Task set or Phase. For example: Phase One may consist of streets in Exhibits 1, 2, and 3). − A Design Schedule shall be developed by Phase for all groups in that phase. − The engineer will provide an overall design schedule for each task set with deliverables for each group in a Gantt Chart format. PO Box 2413 Evans, GA 30809 Civil Engineering Services (706) 832-4522 ansengineering@att.net Page | 3 DESIGN FEE Phase Length - LF Phase Cost A 15,358 $85,525.00 B 6,559 $48,675.00 C 11,680 $62,975.00 D 12,694 $61,875.00 E 10,139 $51,150.00 F 6,473 $48,675.00 Contract Total 62,903 $358,875.00 Sample Schedule (weeks) Ex # Activity 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 Kickoff meeting 1 Prep 30% AU Rev 90% AU Rev 100% Final/closeout 2 Prep 30% AU Rev 90% AU Rev 100% Final/closeout 3 Prep 30% AU Rev 90% AU Rev 100% Final Task closeout AU 30% AU 90% AU 100% PO Box 2413 Evans, GA 30809 Civil Engineering Services (706) 832-4522 ansengineering@att.net Page | 4 We believe A&S has the appropriate resources and personnel to support the successful completion of this project. We also believe that the above described scope reflects the requests for services previously discussed and are in line with the objectives. Early involvement, coordination and timely communication will facilitate the opportunity for success. We look forward to working with AUD in support of the Waterline Replacement Program to improve and enhance the services provided to the citizens of Augusta. Thank you for the opportunity, Teresa C. Smith Teresa C. Smith, PE Principal A&S Engineering, LLC Cc: Marie Corbin, Assistant Director Chad Hendrix, Engineering Manager Sean Barr, Project Manager Attachment 1: Proposed Phase Grouping of Authorized Streets PO Box 2413 Evans, GA 30809 Civil Engineering Services (706) 832-4522 ansengineering@att.net Page | 5 ATTACHMENT 1: Proposed Phased Groupings of Authorized Streets Proposed Group New Exhibit # Old Exhibit # Street Name From To Length A 1 1 Jefferson Street Jackson Street Harding Road 1165.2 A 1 1 Jackson Street Jefferson Street Lumpkin Road 1082.9 A 1 1 Howell Road Harding Road Dead End 617.7 A 1 1 Harding Court Harding Road Dead End 184.2 A 1 1 Harding Road Richmond Hill Road Peach Orchard Road 3203.4 A 1 1 Lively Street Floyd Road Harding Road 200 A 2 2 Lovett Drive Peach Orchard Road Dead End 1025.4 A 2 2 Floyd Road Lovett Drive Reedale Avenue 2796.4 A 3 10 Getzen Street Henry Circle Neal Street 1489 A 3 10 Neal Street Ruby Drive Henry Circle 1606.7 A 3 10 Henry Circle Ruby Drive Neal Street 1987.2 B 4 3 Kenny Road Mason Road Old McDuffle Road 2063.3 B 4 3 Winn Drive Old McDuffle Road Kenny Road 1895.8 B 4 3 Pecan Street Winn Drive Dead End 724.8 B 5 11 Stewart Avenue Redbird Road Bluebird Road 411.9 B 5 11 Woodbine Road Washington Road Valve at 2324 1463.6 C 6 4 Vera Drive Dorn Drive Dead End 2864.7 C 6 4 Nellie Drive Peach Orchard Road Dead End 2090.8 C 6 4 Dorn Drive Vera Drive Nellie Drive 1519.3 C 7 6 Westbrook Road McComb Road Hephzibah McBean Rd 3074.9 C 7 6 Westbrook Road Hephzibah McBean Rd Dead End 2129.8 D 8 5A Fairbluff Road Brown Road Forest Road 4091.3 D 8 5A Fairbluff Road Forest Road Dead End 2507.9 D 8 5B-2 Pine Ridge Drive E Cedar Ridge N Dead End 2152.2 D 8 5B--2 Pine Ridge Drive N Cedar Ridge N Dead End 3942.8 E 9 5B-1 Forest Road Pineridge Drive N Fairbluff Road 6246.5 E 9 5B-1 Forest Road Fairbluff Road Dead End 3892.9 F 10 8 Ruffin Drive Willis Foreman Road Dead End 1945.3 F 10 8 Foreman CT valve to Dead End 228.6 F 10 8 Crossing Ct Foreman Way Dead End 234.6 F 1O 8 English Road Willis Foreman Road Dead End 896.8 F 11 9 Keys Road Liberty Church Road Dead End 3167.3 Total 62,903.2 Exhibit One : Augusta, GA Disclaimer The data represented on this map has beencompiled by the best methods available. Accuracyis contingent upon the source information ascompiled by various agencies and departmentsboth internal and external to the consolidatedgovernment of Augusta, GA. Augusta, GA and thecompanies contracted to develop these dataassume no legal responsibilities for the informationor accuracy contained on this map. It is strictlyforbidden to sell or reproduce these maps or datafor any reason without the written consent of theAugusta Commission. Print Date Jan 22, 2021 Department of Information TechnologyGeospatial Information Solutions (GIS) Division535 Telfair St Bldg 2000 | Augusta, GA 30901www.augustaga.gov/gis | gis@augustaga.gov Like, Follow, Share #AugustaGIS 1 inch = 200 feetMap Scale Department of Information TechnologyGeospatial Information Solutions (GIS) Division535 Telfair St Bldg 2000 | Augusta, GA 30901www.augustaga.gov/gis | gis@augustaga.gov Like, Follow, Share #AugustaGIS µ Exhibit Two Print Date Jan 22, 2021 Augusta, GA Disclaimer The data represented on this map has beencompiled by the best methods available. Accuracyis contingent upon the source information ascompiled by various agencies and departmentsboth internal and external to the consolidatedgovernment of Augusta, GA. Augusta, GA and thecompanies contracted to develop these dataassume no legal responsibilities for theinformation or accuracy contained on this map. Itis strictly forbidden to sell or reproduce thesemaps or data for any reason without the writtenconsent of the Augusta Commission. 1 inch = 200 feetMap Scale Department of Information TechnologyGeospatial Information Solutions (GIS) Division535 Telfair St Bldg 2000 | Augusta, GA 30901www.augustaga.gov/gis | gis@augustaga.gov Like, Follow, Share #AugustaGIS µ Exhibit Three Print Date Jan 22, 2021 Augusta, GA Disclaimer The data represented on this map has beencompiled by the best methods available. Accuracyis contingent upon the source information ascompiled by various agencies and departmentsboth internal and external to the consolidatedgovernment of Augusta, GA. Augusta, GA and thecompanies contracted to develop these dataassume no legal responsibilities for theinformation or accuracy contained on this map. Itis strictly forbidden to sell or reproduce thesemaps or data for any reason without the writtenconsent of the Augusta Commission. 1 inch = 100 feetMap Scale Department of Information TechnologyGeospatial Information Solutions (GIS) Division535 Telfair St Bldg 2000 | Augusta, GA 30901www.augustaga.gov/gis | gis@augustaga.gov Like, Follow, Share #AugustaGIS µ Exhibit Four Print Date Jan 22, 2021 Augusta, GA Disclaimer The data represented on this map has beencompiled by the best methods available. Accuracyis contingent upon the source information ascompiled by various agencies and departmentsboth internal and external to the consolidatedgovernment of Augusta, GA. Augusta, GA and thecompanies contracted to develop these dataassume no legal responsibilities for theinformation or accuracy contained on this map. Itis strictly forbidden to sell or reproduce thesemaps or data for any reason without the writtenconsent of the Augusta Commission. 1 inch = 200 feetMap Scale Department of Information TechnologyGeospatial Information Solutions (GIS) Division535 Telfair St Bldg 2000 | Augusta, GA 30901www.augustaga.gov/gis | gis@augustaga.gov Like, Follow, Share #AugustaGIS µ Exhibit Five Print Date Jan 22, 2021 Augusta, GA Disclaimer The data represented on this map has beencompiled by the best methods available. Accuracyis contingent upon the source information ascompiled by various agencies and departmentsboth internal and external to the consolidatedgovernment of Augusta, GA. Augusta, GA and thecompanies contracted to develop these dataassume no legal responsibilities for theinformation or accuracy contained on this map. Itis strictly forbidden to sell or reproduce thesemaps or data for any reason without the writtenconsent of the Augusta Commission. 1 inch = 400 feetMap Scale Department of Information TechnologyGeospatial Information Solutions (GIS) Division535 Telfair St Bldg 2000 | Augusta, GA 30901www.augustaga.gov/gis | gis@augustaga.gov Like, Follow, Share #AugustaGIS µ Exhibit Six Print Date Jan 22, 2021 Augusta, GA Disclaimer The data represented on this map has beencompiled by the best methods available. Accuracyis contingent upon the source information ascompiled by various agencies and departmentsboth internal and external to the consolidatedgovernment of Augusta, GA. Augusta, GA and thecompanies contracted to develop these dataassume no legal responsibilities for theinformation or accuracy contained on this map. Itis strictly forbidden to sell or reproduce thesemaps or data for any reason without the writtenconsent of the Augusta Commission. 1 inch = 200 feetMap Scale Commission Meeting Agenda 2/2/2021 2:00 PM Consider award of an Engineering Services Agreement for Professional Services to Alfred Benesch & Company, Inc. for Brunswick Ave. – East Augusta Phase III Water Main Design Department:Utilities Department:Utilities Caption:Motion to approve bid award to Alfred Benesch & Company, Inc. for the professional services to design the Brunswick Ave. – East Augusta Phase III Water Main Design Project in the Amount of $16,900.00. Background:This Project will consist of engineering design of a new 8 inch water main, water valves, and fire hydrants and the transferring of existing water services to the new 8 inch main to replace an existing water main to improve water availability and fire flow capacity in the East Augusta area. The project will be done in conjunction with drainage upgrades and roadway improvements currently under design by Alfred Benesch & Company, Inc. for Augusta Engineering. Analysis:Augusta Utilities Department has reviewed the fee proposal submitted by Alfred Benesch & Company, Inc. The fee for engineering design services was deemed fair and reasonable by Augusta Utilities Department. Financial Impact:We have reviewed the proposal and found it to be reasonable. Funding in the amount of $16,900.00 is available from accounts: 507043410-5212115 / 82000070-5212115 Alternatives:No alternatives are recommended. Recommendation:Augusta Utilities Department recommends the Commission approve the Engineering Services Agreement to Alfred Benesch & Company, Inc. in the amount of $16,900.00 for the Brunswick Ave. – East Augusta Phase III Water Main Design Project Cover Memo Funds are Available in the Following Accounts: Funds are available in the following accounts: 507043410- 5212115 / 82000070-5212115 REVIEWED AND APPROVED BY: Cover Memo 1 OF 25 REVISION DATE: September 2017 STATE OF GEORGIA RICHMOND COUNTY MAJOR PROJECTS CONSULTANT SERVICES AGREEMENT BETWEEN AUGUSTA, GEORGIA (CITY) AND CONSULTANT CONSULTANT: Alfred Benesch & Company, Inc PROJECT: East Augusta Phase III – Brunswick Avenue Water Main DATE EXECUTED: DATE COMPLETED: 2 OF 25 REVISION DATE: September 2017 STATE OF GEORGIA RICHMOND COUNTY MAJOR PROJECTS CONSULTANT SERVICES AGREEMENT BETWEEN AUGUSTA, GEORGIA (CITY) AND CONSULTANT This Agreement is made and entered into this ______ day of _ ___________, 2021 by and between AUGUSTA, Georgia, a political subdivision of the State of Georgia, hereinafter called the “CITY” and Alfred Benesch & Company, Inc., a Corporation authorized to do business in Georgia, hereinafter called the "CONSULTANT." WHEREAS, the CITY desires to engage a qualified and experienced consulting firm to furnish professional services for: East Augusta Phase III – Brunswick Avenue Water Main and, WHEREAS, the CONSULTANT has represented to the CITY that it is experienced and qualified to provide the services contained herein and the CITY has relied upon such representation. NOW, THEREFORE, in consideration of the mutual promises and covenant herein contained, it is agreed by and between the CITY and the CONSULTANT that: 3 OF 25 REVISION DATE: June 2011 GENERAL PROVISIONS CONSULTANT has agreed, in this Agreement with CITY to procure the services of licensed design professionals, to provide the engineering services required to provide professional engineering and design services for the Project in accordance with the requirements as outlined in and attached as Attachment A – Scope of Services and other relevant data defining the Project. CONSULTANT COORDINATION The CONSULTANT shall cooperate fully with all municipalities, local government officials, utility companies, and other consultants as directed by the CITY. CONSULTANT and all relevant parties agree to work together on the basis of trust, good faith and fair dealing, and shall take actions reasonably necessary to enable each other to perform this Agreement in a timely, efficient and economical manner. All parties agree to cooperate in a manner consistent with good design practice and will exercise the degree of skill and diligence normally employed by professional engineers or consultants practicing under similar conditions. CONSULTANT will re-perform any services not meeting this standard without additional compensation. AMENDMENTS TO AGREEMENT Every amendment to the Scope of Services shall become and is hereby made a part of this Agreement. Amendments must be fully executed by both the CONSULTANT and CITY to be valid. REDUCTION IN REQUIRED SERVICES If reductions in the required services are ordered by CITY, the credits shall be the amounts for such services as described in subsequently executed Amendments to this Agreement, and no claim for damages for anticipated profits shall accrue to the CONSULTANT. DATE CHANGES If in this Agreement specific periods of time for rendering services are set forth or specific dates by which services are to be completed are provided and if such periods of time or dates are changed through no fault of CONSULTANT, the rates and amounts of compensation provided for herein shall be subject to equitable adjustment. AGREEMENT MODIFICATIONS This Agreement shall not be modified except by a duly executed Amendment hereto in writing under the hands and seals of both parties hereto. TIME OF COMPLETION The time of completion shall be as described in the schedule attached hereto as Attachment D - Schedule. 4 OF 25 REVISION DATE: June 2011 This Agreement shall terminate immediately and absolutely at such time as appropriated and otherwise obligated funds are no longer available to satisfy the obligations of the CONSULTANT on behalf of the CITY under this Agreement. However, CONSULTANT will be compensated for all work prior to termination of contract even if the CITY has obligated the funds to other projects. PROJECT PROGRESS CONSULTANT'S services and compensation under this Agreement have been agreed to in anticipation of the orderly and continuous progress of the Project through completion. LITIGATION Nothing in this Agreement shall be construed as obligating the CONSULTANT to appear, support, prepare, document, bring, defend or assist in litigation either undertaken or defended in behalf of the CITY except in consideration of compensation. All such services required or requested of CONSULTANT by the CITY except suits or claims between the parties to this Agreement will be reimbursed as additional services. BINDINGS It is further agreed that the CITY and CONSULTANT each binds itself and themselves, its or their successors, executors, administrators and assigns to the other party to this Agreement and to its or their successors, executors and assigns in respect to all covenants of this Agreement. Except as above, neither CITY nor the CONSULTANT shall assign, sublet or transfer its or their interest in this Agreement without prior written consent of the other party hereto. EXTENT OF THE AGREEMENT This Agreement represents the entire agreement between CITY and CONSULTANT and supersedes all prior negotiations, representations and agreements, either written or oral. 5 OF 25 REVISION DATE: June 2011 DEFINITIONS Wherever used in this Agreement, whether in the singular or in the plural, the following terms shall have the following meanings: Agreement Execution - means the date on which CONSULTANT executes and enters into an Agreement with CITY to perform the Work. Agreement Price - means the total monies, adjusted in accordance with any provision herein, payable to the CONSULTANT under this Agreement. CITY –means a legal entity AUGUSTA, Georgia, a political subdivision of the State of Georgia. CONSULTANT - means the party or parties contracting directly with the CITY to perform Work pursuant to this Agreement. Contract - means the Agreement Documents specifically identified and incorporated herein by reference. Contract Time - means the period of time stated in this Agreement for the completion of the Work. Subcontractor - means any person, firm, partnership, joint venture, company, corporation, or entity having a contractual agreement with CONSULTANT or with any of its subcontractors at any tier to provide a part of the Work called for by this Agreement. Supplemental Agreement - means a written order to CONSULTANT signed by CITY and accepted by CONSULTANT, effecting an addition, deletion or revision in the Work, or an adjustment in the Agreement Price or the Contract Time, issued after execution of this Agreement. Task Order – means a written order specifying a Scope of Services, time of completion and compensation limit for services being provided by CONSULTANT. Task Orders shall be incorporated by reference as part of the Supplemental Conditions of this Agreement. Work - means any and all obligations, duties and responsibilities, including furnishing equipment, engineering, design, workmanship, labor and any other services or things necessary to the successful completion of the Project, assigned to or undertaken by CONSULTANT under this Agreement. 6 OF 25 REVISION DATE: June 2011 CONTRACT DOCUMENTS List of Documents The Agreement, the General Conditions, the Attachments, and any Supplemental Agreements, including Task Orders shall constitute the Agreement Documents (the “Agreement”). Conflict and Precedence The Agreement Documents are complementary, and what is called for by one is as binding as if called for by all. In the event there are any conflicting provisions or requirements in the component parts of this Agreement, the several Agreement Documents shall take precedence in the following order: 1. Agreement – Including Attachments 2. General Conditions 3. Supplemental Conditions – Including Task Orders 7 OF 25 REVISION DATE: June 2011 GENERAL CONDITIONS 1. COMMENCEMENT OF WORK The performance of services as defined in the Prime Agreement between CONSULTANT and the CITY, and herein described in this Agreement as Attachment A shall be commenced upon receipt by the CONSULTANT of a written Notice To Proceed. The effective date of services shall be defined in the Notice To Proceed. 2. PROFESSIONAL STANDARDS The standard of care for all services performed or furnished by CONSULTANT under this Agreement will be the level of care and that is ordinarily used by members of CONSULTANT’S profession practicing under similar conditions. 3. CHANGES AND EXTRA WORK The CITY may, at any time, request changes in the work to be performed hereunder. All such changes, including any increase or decrease in the amount of the CONSULTANT’s compensation, which are mutually agreed upon by and between the CITY and the CONSULTANT, shall be incorporated in written Supplemental Agreements to the Agreement. Changes that involve an increase in the compensation shall be considered major, and require the approval of the CITY. 4. PERSONNEL The CONSULTANT represents that it has secured or will secure, at its own expense, all personnel necessary to complete this Agreement; none of whom shall be employees of, or have any contractual relationship with, the CITY. All of the services required hereunder will be performed by the CONSULTANT under its supervision, and all personnel engaged in the work shall be qualified and shall be authorized or permitted under law to perform such services. All key professional personnel, including subcontractors, engaged in performing services for the CONSULTANT under this agreement are indicated in a personnel listing attached hereto as Attachment C – Listing of Key Personnel and incorporate herein by reference. No changes or substitution shall be permitted in the CONSULTANT’s Key Personnel without the prior written approval of the CITY or his designee. The CONSULTANT shall employ only persons duly registered in the appropriate category in responsible charge of supervision and design of the work. The CONSULTANT shall endorse all reports, contract plans, and survey data. Such endorsements shall be made by a person duly registered in the appropriate category by the Georgia State Board of Registration for Professional Engineers and Land Surveyors, being in the full employ of the CONSULTANT and responsible for the work prescribed by this Agreement. 8 OF 25 REVISION DATE: June 2011 5. ACCURACY OF WORK The CONSULTANT shall be responsible for the accuracy of the work and shall promptly correct errors and omissions in its plans and specifications without additional compensation. The CONSULTANT shall give immediate attention to these changes so there will be a minimum of delay to others. Acceptance of the work by the CITY will not relieve the CONSULTANT of the responsibility for subsequent correction of any errors and the clarification of any ambiguities. 6. CONFIDENTIALITY The CONSULTANT agrees that its conclusions and any reports are for the confidential use and information of the CITY and that it will not disclose its conclusions in whole or in part to any persons whatsoever, other than to submit its written documentation to the CITY, and will only discuss the same with it or its authorized representatives. Upon completion of this Agreement term, all documents, drawings, reports, maps, data and studies prepared by the CONSULTANT pursuant thereto shall become the property of the CITY and be delivered thereto. Articles, papers, bulletins, reports, or other materials reporting the plans, progress, analyses, or results and findings of the work conducted under this Agreement shall not be presented publicly or published without prior approval in writing of the CITY. It is further agreed that if any information concerning the PROJECT, should be released by the CONSULTANT without prior approval from the CITY, the release of same shall constitute grounds for termination of this Agreement without indemnity to the CONSULTANT, but should any such information be released by the CITY or by the CONSULTANT with such prior approval, the same shall be regarded as public information and no longer subject to the restrictions of this Agreement. 7. OPEN RECORDS CONSULTANT acknowledge that all records relating to this Agreement and the services to be provided under the contract may be a public record subject to Georgia’s Open Records Act (O.C.G.A. § 50-18-70, et seq.). CONSULTANT shall cooperate fully in responding to such request and making all records, not exempt, available for inspection and copying as provided by law. 8. JURISDICTION The law of the State of Georgia shall govern the CONTRACT between CITY and CONSULTANT with regard to its interpretation and performance, and any other claims related to this agreement. All claims, disputes and other matters in question between CITY and CONSULTANT arising out of or relating to the Agreement, or the breach thereof, shall be decided in the Superior Court of Richmond County, Georgia. The CONSULTANT, by executing this Agreement, specifically consents to jurisdiction and venue in Richmond County and waives any right to contest the jurisdiction and venue in the Superior Court of Richmond County, Georgia. 9 OF 25 REVISION DATE: June 2011 9. TERMINATION OF AGREEMENT FOR CAUSE If through any cause, the CONSULTANT shall fail to fulfill in a timely and proper manner its obligations under this Agreement, or if the CONSULTANT shall violate any of the covenants, agreements or stipulations of this Agreement, CONSULTANT will be given the opportunity to commence correction of obligation within 5 days of written notice and diligently complete the correction thereafter. Failure to maintain the scheduled level of effort as proposed and prescribed, or deviation from the aforesaid schedule without prior approval of the CITY, shall constitute cause for termination. The CITY shall thereupon have the right to terminate this Agreement by giving written notice to the CONSULTANT of such termination, and specifying the effective date thereof, at least five (5) days before the effective date of such termination. In such event, all finished or unfinished documents, maps, data, studies, work papers and reports prepared by the CONSULTANT under this Agreement shall become the property of the CITY, and the CONSULTANT shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents, as mutually agreed by the CITY and CONSULTANT. 10. TERMINATION FOR CONVENIENCE OF THE CITY The CITY may terminate this contract in part or in whole upon written notice to the CONSULTANT. The CONSULTANT shall be paid for any validated services under this Contract up to the time of termination. 11. COORDINATION AND COOPERATION WITH OTHER UTILITIES AND CONSULTANTS CONSULTANT shall thoroughly research all utility records to identify the existing facilities on the submitted roadway plans for avoidance, or resolution, of conflicts with the proposed Scope of Services. If the CITY undertakes or awards other contracts for additional related work, the CONSULTANT shall fully cooperate with such other CONSULTANTs and the CITY employees or appointed committee(s), and carefully fit its own work to such additional work as may be directed by the CITY. The CONSULTANT shall not commit or permit any act which will interfere with the performance of work by any other CONSULTANT or by CITY employees. 12. COVENANT AGAINST CONTINGENT FEES The CONSULTANT warrants that no person or selling agency has been employed or retained to solicit or secure this Agreement upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies maintained by CONSULTANT for the purpose of securing business and that the CONSULTANT has not received any non-CITY fee related to this Agreement without the prior written consent of the CITY. For breach or violation of this warranty, the CITY shall have the right to annul this Agreement without liability or at its discretion to deduct from the Agreement Price of consideration the full amount of such commission, percentage, brokerage or contingent fee. 10 OF 25 REVISION DATE: June 2011 13. RESPONSIBILITY FOR CLAIMS AND LIABILITY The CONSULTANT shall be responsible for any and all damages to properties or persons caused by its employees, subcontractors, or agents, and shall hold harmless the CITY, its officers, agents and employees from all suits, claims, actions or damages of any nature whatsoever to the extent found to be resulting from the CONSULTANT, its subcontracts, or agent in the negligent performance or non-performance of work under this Agreement. These indemnities shall not be limited by reason of the listing of any insurance coverage. 14. INSURANCE The CONSULTANT shall, at all times that this Agreement is in effect, cause to be maintained in force and effect an insurance policy(s) that will ensure and indemnify the CITY against liability or financial loss resulting from injuries occurring to persons or property or occurring as a result of any negligent error, act, or omission of the CONSULTANT in performance of the work during the term of this Agreement. The CONSULTANT shall provide, at all times that this agreement is in effect, Worker's Compensation insurance in accordance with the laws of the State of Georgia. The CONSULTANT shall provide, at all times that this Agreement is in effect, Insurance with limits of not less than: A. Workmen’s Compensation Insurance – in accordance with the laws of the State of Georgia. B. Public Liability Insurance – in an amount of not less that One Million ($1,000,000) Dollars for injuries, including those resulting in death to any one person, and in an amount of not less than One Million ($1,000,000) Dollars on account of any one occurrence. C. Property Damage Insurance – in an amount of not less than One Million ($1,000,000) Dollars from damages on account of an occurrence, with an aggregate limit of One Million ($1,000,000) Dollars. D. Valuable Papers Insurance – in an amount sufficient to assure the restoration of any plans, drawings, field notes, or other similar data relating to the work covered by the Project. E. Professional Liability Insurance – in an amount of not less than One Million ($1,000,000) Dollars or an amount that correlates to the aggregate fee on the project should it exceed $1,000,000. CITY will be named as an additional insured with respect to CONSULTANT’s liabilities hereunder in insurance coverage’s identified in items (b) and (c). The policies shall be written by a responsible company(s), to be approved by the CITY, and shall be noncancellable except on thirty-(30) days' written notice to the CITY. Such policies shall name the CITY as co-insured, except for worker's compensation and professional liability policies, and a copy of such policy or a certificate of insurance shall be filed with the Director at the time of the execution of this Agreement. 11 OF 25 REVISION DATE: June 2011 15. PROHIBITED INTERESTS 15.1 Conflict of Interest: The CONSULTANT agrees that it presently has no interest and shall acquire no interest, direct or indirect, that would conflict in any manner or degree with the performance of its services hereunder. The CONSULTANT further agrees that, in the performance of the Agreement, no person having such interest shall be employed. 15.2 Interest of Public Officials: No member, officer, or employee of the CITY during his tenure or for one year thereafter, shall have any interest, direct or indirect, in this Agreement or the proceeds thereof. 15.3 Employment of CITY’s Personnel: The CONSULTANT shall not employ any person or persons in the employ of the CITY for any work required by the terms of the Agreement, without the written permission of the CITY except as may otherwise be provided for herein. 16. SUBCONTRACTING The CONSULTANT shall not subcontract any part of the work covered by this Agreement or permit subcontracted work to be further subcontracted without the CITY's prior written approval of the subcontractor. All subcontracts in the amount of $5,000 or more shall include, where possible, the provisions set forth in this Agreement. 17. ASSIGNABILITY The CONSULTANT shall not assign or transfer whether by an assignment or novation, any of its rights, obligations, benefits, liabilities or other interest under this Agreement without the written consent of the CITY. 18. EQUAL EMPLOYMENT OPPORTUNITY During the performance of this Agreement, the CONSULTANT agrees as follows: (1) the CONSULTANT will not discriminate against any employee or applicant for employment because of race, creed, color, sex or national origin; (2) the CONSULTANT will, in all solicitations or advertisements for employees placed by qualified applicants, receive consideration for employment without regard to race, creed, color, sex or national origin; (3) the CONSULTANT will cause the foregoing provisions to be inserted in all subcontracts for any work covered by the Agreement so that such provision will be binding upon each subcontractor, provided that the foregoing provision shall not apply to contracts or subcontracts for standard commercial supplies of raw materials. 19. DRUG FREE WORK PLACE CONSULTANT shall be responsible for insuring that its employees shall not be involved in any manner with the unlawful manufacture, distribution, dispensation, possession, sale or use of a controlled substance in the workplace. For purposes of the policy, “workplace” is defined as CITY 12 OF 25 REVISION DATE: June 2011 owned or leased property, vehicles, and project or client site. Any violation of the prohibitions may result in discipline and/or immediate discharge. CONSULTANT shall notify the appropriate federal agencies of an employee who has a criminal drug statute conviction for workplace violation. CONSULTANT may require drug or alcohol testing of employees when contractually or legally obligated, or when good business practices would dictate. 20. ANTI-KICKBACK CLAUSE Salaries of architects, drafters, engineer’s, and technicians performing work under this Agreement shall be paid unconditionally and not less often than once a month without deduction or rebate on any account except only such payroll deductions as are mandatory by law. The CONSULTANT hereby promises to comply with all applicable "Anti-kickback" laws, and shall insert appropriate provisions in all subcontracts covering work under this Agreement. 21. AUDITS AND INSPECTORS At any time during normal business hours and as often as the CITY may deem necessary, the CONSULTANT shall make available to the CITY and/or audit representatives of the CITY for examination all of its records with respect to all matters covered by this Agreement. It shall also permit the CITY and/or representatives of the audit, examine and make copies, excerpts or transcripts from such records of personnel, conditions of employment and other data relating to all matters covered by this Agreement. The CONSULTANT shall maintain all books, documents, papers, accounting records and other evidence pertaining to costs incurred on the Project and used in support of its proposal and shall make such material available at all reasonable times during the period of the Agreement, and for three years from the date of final payment under the Agreement, for inspection by the CITY or any reviewing agencies, and copies thereof shall be furnished upon request at cost plus 10%. The CONSULTANT agrees that the provisions of this Article shall be included in any Agreements it may make with any subcontractor, assignee, or transferee. 22. OWNERSHIP, PUBLICATION, REPRODUCTION AND USE All documents and materials prepared as an instrument of service pursuant to this Agreement are the property of the CITY. The CITY shall have the unrestricted authority to publish, disclose, distribute, and otherwise use, in whole or in part, any reports, data, maps, or other materials prepared under this Agreement without according credit of authorship. The CITY shall hold harmless the CONSULTANT against all claims arising out of such use of documents and materials without the CONSULTANT’s knowledge and written consent. 23. VERBAL AGREEMENT OR CONVERSATION No verbal agreement or conversation with any officer, agent, or employee of the CITY, either before, during, or after the execution of this Agreement, shall affect or modify any of the terms or obligations herein contained, nor shall such verbal agreement or conversation entitle the 13 OF 25 REVISION DATE: June 2011 CONSULTANT to any additional payment whatsoever under the terms for this Agreement. All changes to this Agreement shall be in writing and appended hereto as prescribed in Article 3 above. 24. INDEPENDENT CONTRACTOR The CONSULTANT shall perform the services under this Agreement as an independent contractor and nothing contained herein shall be construed to be inconsistent with this relationship or status. Nothing in this Agreement shall be interpreted or construed to constitute the CONSULTANT or any of its agents or employees to be the agent, employee, or representative of the CITY. 25. NOTICES All notices shall be in writing and delivered in person or transmitted by certified mail, postage prepaid. Notices shall be addressed as follows: CITY: CONSULTANT: ADMINISTRATOR AUGUSTA, GEORGIA 535 Telfair St., Suite 910 Augusta, GA 30911 Copy to: DIRECTOR AUGUSTA UTILITIES DEPARTMENT 452 Walker Street; Suite 200 Augusta, GA 30901 26. TEMPORARY SUSPENSION OR DELAY OF PERFORMANCE OF CONTRACT To the extent that it does not alter the scope of this agreement, Augusta, GA may unilaterally order a temporary stopping of the work, or delaying of the work to be performed by CONSULTANT under this agreement. 27. DEFECTIVE PRICING To the extent that the pricing provided by CONSULTANT is erroneous and defective, the parties may, by agreement, correct pricing errors to reflect the intent of the parties. 28. SPECIFIED EXCUSES FOR DELAY OR NON-PERFORMANCE CONSULTANT is not responsible for delay in performance caused by hurricanes, tornadoes, floods, and other severe and unexpected acts of nature. In any such event, the contract price and schedule shall be equitably adjusted. 29. HOLD HARMLESS Except as otherwise provided in this agreement, CONSULTANT shall indemnify and hold harmless Augusta, GA, and its employees and agents from and against all liabilities, claims, suits, 14 OF 25 REVISION DATE: June 2011 demands, damages, losses, and expenses, including attorneys’ fees, arising out of or resulting from the negligent performance of its Work. 30. GEORGIA PROMPT PAY ACT NOT APPLICABLE The terms of this agreement supersede any and all provisions of the Georgia Prompt Pay Act. 31. RIGHT TO INSPECT PREMISES Augusta, Georgia may, at reasonable times, inspect the part of the plant, place of business, or work site of CONSULTANT or any subcontractor of CONSULTANT or subunit thereof which is pertinent to the performance of any contract awarded or to be awarded by Augusta, Georgia. 32. E-VERIFY All contractors and subcontractors entering into contracts with Augusta, Georgia for the physical performance of services shall be required to execute an Affidavit verifying its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with Augusta, Georgia has registered with and is participating in a federal work authorization program. All contractors and subcontractors must provide their E-Verify number and must be in compliance with the electronic verification of work authorized programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603, in accordance with the applicability provisions and deadlines established in O.C.G.A. § 13- 10-91 and shall continue to use the federal authorization program throughout the contract term. All contractors shall further agree that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to its contract with Augusta, Georgia the contractor will secure from such subcontractor(s) each subcontractor’s E-Verify number as evidence of verification of compliance with O.C.G.A. § 13-10-91 on the subcontractor affidavit provided in Rule 300-10-01-.08 or a substantially similar form. All contractors shall further agree to maintain records of such compliance and provide a copy of each such verification to Augusta, Georgia at the time the subcontractor(s) is retained to perform such physical services. 33. LOCAL SMALL BUSINESS LANGUAGE In accordance with Chapter 10B of the AUGUSTA, GA. CODE, Contractor expressly agrees to collect and maintain all records necessary to for Augusta, Georgia to evaluate the effectiveness of its Local Small Business Opportunity Program and to make such records available to Augusta, Georgia. The requirements of the Local Small Business Opportunity Program can be found at www.augustaga.gov. In accordance with AUGUSTA, GA. CODE § 1-10-129(d)(7), for all contracts where a local small business goal has been established, the contractor is required to provide local small business utilization reports. Contractor shall report to Augusta, Georgia the total dollars paid to each local small business on each contract, and shall provide such payment affidavits, regarding payment to subcontractors as may be requested by Augusta, Georgia. Such documents shall be in the format specified by the Director of minority and small business opportunities, and shall be submitted at such times as required by Augusta, Georgia. Failure to provide such reports within the time period specified by Augusta, Georgia shall entitle Augusta, Georgia to exercise any of the remedies set forth, including but not limited to, withholding payment from the contractor and/or collecting liquidated damages. 15 OF 25 REVISION DATE: June 2011 34. ACKNOWLEDGEMENT “Consultant acknowledges that this contract and any changes to it by amendment, modification, change order or other similar document may have required or may require the legislative authorization of the Board of Commissioners and approval of the Mayor. Under Georgia law, Consultant is deemed to possess knowledge concerning Augusta, Georgia's ability to assume contractual obligations and the consequences of Consultant's provision of goods or services to Augusta, Georgia under an unauthorized contract, amendment, modification, change order or other similar document, including the possibility that the Consultant may be precluded from recovering payment for such unauthorized goods or services. Accordingly, Consultant agrees that if it provides goods or services to Augusta, Georgia under a contract that has not received proper legislative authorization or if the Consultant provides goods or services to Augusta, Georgia in excess of the any contractually authorized goods or services, as required by Augusta, Georgia's Charter and Code, Augusta, Georgia may withhold payment for any unauthorized goods or services provided by Consultant. Consultant assumes all risk of non-payment for the provision of any unauthorized goods or services to Augusta, Georgia, and it waives all claims to payment or to other remedies for the provision of any unauthorized goods or services to Augusta, Georgia, however characterized, including, without limitation, all remedies at law or equity." This acknowledgement shall be a mandatory provision in all Augusta, Georgia contracts for goods and services, except revenue producing contracts. [SIGNATURES ON FOLLOWING PAGE] 16 OF 25 REVISION DATE: June 2011 IN WITNESS WHEREOF, said parties have hereunto set their seals the day and year written below: CITY: CONSULTANT: AUGUSTA, GEORGIA (CITY) BY: BY: PRINTED NAME: Hardie Davis, Jr. PRINTED NAME AS ITS: MAYOR AS ITS:: Principal ATTEST CLERK: ATTEST: PRINTED NAME: PRINTED NAME AS ITS: Clerk of Commission AS ITS:: Principal DATE: DATE: Copy To: DIRECTOR AUGUSTA UTILITIES DEPARTMENT 452 Walker Street, Suite 200 Augusta, GA 30901 17 OF 25 REVISION DATE: June 2006 CONSULTANT’S RESPONSIBILITIES CONSULTANT , in order to determine the requirements of the Project, shall review the information in Attachment A – Scope of Services. CONSULTANT shall review its understanding of the Project requirements with CITY and shall advise CITY of additional data or services which are not a part of CONSULTANT’s services, if any, necessary for design to begin. PROJECT UNDERSTANDING Upon request from the CONSULTANT, CITY may provide all criteria and full information as to CITY's and CONSULTANT'S requirements for this part of the project, including design objectives and constraints, space, capacity and performance requirements, flexibility and expendability, and any budgetary limitations. CONSULTANT may request from the CITY to furnish data, reports, surveys, and other materials that may be relied upon in performing CONSULTANT'S services. REVIEW OF WORK Authorized representatives of the CITY may at all reasonable times review and inspect the project activities and data collected under the Agreement and amendments thereto. All reports, drawings, studies, specifications, estimates, maps and computation prepared by or for the CITY in association with this Agreement shall be subject to review. The CITY may at any time request progress reports, prints or copies of any work performed under this Agreement. Refusal by the CONSULTANT to submit progress reports and/or plans shall be cause to withhold payment to the CONSULTANT until the CONSULTANT complies with the CITY’s request in the regard. The CITY’s review recommendations shall be incorporated into the plans by the CONSULTANT. CONSULTANT'S INSURANCE CONSULTANT will maintain throughout this AGREEMENT the following insurance limits as specified in General Condition 14 – Insurance. 18 OF 25 REVISION DATE: June 2011 CITY’S RESPONSIBILITES CITY-FURNISHED DATA CITY will provide to CONSULTANT all data in CITY's possession relating to CONSULTANT's services on the PROJECT. CONSULTANT will reasonably rely upon the accuracy, timeliness, and completeness of the information provided by CITY. RIGHT TO ENTER The CONSULTANT will notify all property owners or occupants of the intent to enter properties for the purpose of accomplishing work in accordance with the practices of the CITY. The CONSULTANT shall discuss with and receive approval from the CITY prior to sending notices of intent to enter private property. Upon request by the CONSULTANT, the CITY will provide the necessary documents identifying the CONSULTANT as being in the employ CITY for the purpose described in the Agreement. ADVERTISEMENTS, PERMITS, AND ACCESS Unless otherwise agreed to in the Scope of Services, CITY will obtain, arrange, and pay for all advertisements for bids; permits and licenses required by local, state, or federal authorities; and land, easements, rights-of-way, and access necessary for CONSULTANT's services or PROJECT construction. TIMELY REVIEW CITY will examine CONSULTANT's studies, reports, sketches, drawings, specifications, proposals, and other documents; obtain advice of an attorney, insurance counselor, accountant, auditor, bond and financial advisors, and other consultants as CITY deems appropriate; and render in writing decisions required by CITY in a timely manner. PROMPT NOTICE CITY will give prompt written notice to CONSULTANT whenever CITY observes or becomes aware of any development that affects the scope or timing of CONSULTANT's Services, or of any defect in the work of CONSULTANT or construction contractors. CITY'S INSURANCE CITY will maintain property insurance on all pre-existing physical facilities associated in any way with the PROJECT. LITIGATION ASSISTANCE The Scope of Services does not include costs of CONSULTANT for required or requested assistance to support, prepare, document, bring, defend, or assist in litigation undertaken or defended by CITY. All such Services required or requested of CONSULTANT by CITY, except for suits or claims between the parties to this AGREEMENT, will be reimbursed as additional services. 19 OF 25 REVISION DATE: June 2011 ATTACHMENT A – SCOPE OF SERVICES For a scope of services, please refer to the attached proposal from Alfred Benesch & Company, Inc., which includes the fee schedule for service tasks. 20 OF 25 REVISION DATE: June 2011 ATTACHMENT B - COMPENSATION The CITY shall compensate the CONSULTANT for services, which have been authorized by the CITY under the terms of this Agreement. The CONSULTANT may submit to the CITY a monthly invoice, in a form acceptable to the CITY and accompanied by all support documentation requested by the CITY, for payment for the services, which were completed during the billing period. The CITY shall review for approval said invoices. The CITY shall have the right to reject payment of any invoice or part thereof if not properly supported, or if the costs requested or a part thereof, as determined solely by the CITY, are unreasonably in excess of the actual phase of completion of each phase. The CITY shall pay each such invoice or portion thereof as approved, provided that the approval or payment of any such invoice shall not considered to be evidence of performance by the CONSULTANT to the point indicted by such invoice, or of receipt of acceptance by the CITY of the service covered by such invoice. The CITY shall pay any undisputed items contained in such invoices. Each invoice shall be accompanied by a letter progress report describing the total work accomplished for each phase and any problems, which have been encountered, which may inhibit execution of the work. The CONSULTANT shall also submit an accurate updated schedule, and an itemized description of the percentage of total work completed for each phase during the billing period. When the CITY authorizes the CONSULTANT to proceed with the work authorized in a Task Order, it agrees to pay the CONSULTANT for work completed, on the basis of the standard billing rates shown in Attachment B to the Contract of those principals and employees engaged directly on the work. Compensation for design services shall be invoices based on the sum of all actual costs incurred in the performance of the work, including all direct, payroll, overall and profit cost in an amount not-to-exceed the compensation set forth in the terms of the Agreement or any authorized Task Order. All invoices submitted by the CONSULTANT shall be detailed to reflect incurred expenses, labor hours and costs by authorized Task. Overtime may be performed at the discretion of the CONSULTANT, but the premium time portion of the overtime will not be billed to the CITY unless the CONSULTANT has requested acceleration of the scheduled work in writing. 21 OF 25 REVISION DATE: June 2011 ATTACHMENT C – LISTING OF KEY PERSONNEL CONSULTANT shall provide qualified personnel to perform its work. The list of key personnel below, including a designated Program Manager will not change or be reassigned without the written approval of the CITY. Those personnel committed for this work are as follows: 22 OF 25 REVISION DATE: June 2011 ATTACHMENT D – SCHEDULE FOR PERFORMANCE For a scope of services, please refer to the attached proposal from Alfred Benesch & Company, Inc., which includes the fee schedule for service tasks. 23 OF 25 REVISION DATE: June 2011 CONSULTANT SERVICES As a part of this Agreement the CONSULTANT agrees to furnish the following checked items (CONSULTANT to initial in the space provided acknowledging responsibility to furnish said item). Prior to Authorization To Proceed:  Detailed Scope of Services based upon Schedule A of this Agreement to be submitted with Cost Proposal clearly defining the CONSULTANT’S understanding of the project limits, design objectives and CONSULTANT’S services to be provided.  Cost Proposal that will include cost of surveying, design, preparation of construction plans and specifications, and other services requested in the CITY’s Request for Proposal.  Schedule for submittal of review documents at 30%, 60%, and 90% completion; and final documents. Prior to submitting 30% review documents:  Locate all existing utilities using available information collected by the CONSULTANT. The CITY will furnish available information on water and sewer locations however the CONSULTANT must verify to CITY’S satisfaction.  Provide CITY with information on the project site(s), including the following:  Past and present use of the land (specifically identify any landfilling activities in the area); identify any nearby designated wetlands  Soil type(s)  Boring results when required by CONSULTANT for new facilities or where depth of line and existing site conditions warrant.  Brief description of the area (e.g., residential, commercial, industrial) including general slope of the land, and whether trees, signs, etc. will be in conflict with the new facilities. Include number of properties affected and number of easements required with property owners identified  Identification of potential problems in meeting design objectives.  Site Plan (If Required) Throughout project:  Prepare printed responses to comments received from the CITY following reviews.  Provide the necessary plats for easement acquisition and DOT/other permit application.  Prepare Public Works/DOT/Other permit applications for signature by the CITY.  Prepare and submit plans to EPD for review and approval when required.  Prepare plans and specifications, using Augusta Utilities Design Standards and Specifications (latest version). Specifications must mirror that provided by the CITY. 24 OF 25 REVISION DATE: June 2011  Prepare construction cost estimates at each review stage, 30%, 60%, 90%, and with the submittal of Final documents. Provide cost breakdown for any items to be lump sum in the construction contract. Upon completion of design:  Coordinate with the City Procurement Department to advertise the project.  Fax bid information to CITY.  Attend the Pre-Bid Meeting as a technical reference to the CITY.  Prepare letter of recommendation for award of the contract.  Develop conformed contract documents and forward to the CITY for execution.  Attend the pre-construction meeting as a technical reference to the CITY.  Provide clarification related to the plans/specifications throughout design and construction.  Provide record drawings at completion of the project electronically, per the Utilities Design Standards and Specifications (latest version).  Provide Services During Construction as follows:  Attend project meetings as scheduled by the CITY  Recommend design changes as field conflicts arise (site visits may be required)  Review and approval of pay requests from the construction Contractor (line of communication will be construction contractor to resident observer to CONSULTANT to CITY)  Provide clarification of plans and specifications throughout construction  Revise/update plans and/or easement plats as changes occur that require resubmittal to DOT/other agencies. AUGUSTA UTILITIES DEPARTMENT CONSULTANT BY: BY: PRINTED NAME: PRINTED NAME: TITLE: DIRECTOR TITLE: Principal DATE: DATE: 25 OF 25 REVISION DATE: June 2006 ADDITIONAL SERVICES: 1. Revisions to the plans/contract documents to extend the limits of the project after this AGREEMENT has been executed by the CITY. 2. Revisions due to incorrect locations of existing utilities by the CONSULTANT (i.e., correct location given by CITY, incorrectly marked on plans by engineer) will be the responsibility of the CONSULTANT. Other revisions required by the CITY, DOT, EPD, or other government agency at their request will be considered an additional service. 3. Out-of-town meetings or conferences required of the CONSULTANT by the CITY. 4. Other not described above, as approved by the CITY. NOTE: It is the responsibility of the CONSULTANT as contracted by the CITY to provide professional surveying and engineering services. It is expected that such professionals will operate in a manner which assures the interests of the common welfare, rather than in a manner which promotes their own financial gain. It is expected that such professionals will act as a faithful agent for the CITY as a client. It is the duty of the CONSULTANT to protect the safety, health and welfare of the public in the performance of their professional duties. Alfred Benesch & Company 1005 Broad Street, Suite 200 Augusta, GA 30901 www.benesch.com P 706-722-4114 F 706-722-6219 October 21, 2020 Augusta Utilities Department Attention: Sean Barr 452 Walker St., Suite 200 Augusta, Georgia 30901 Reference: East Augusta Phase III – Water Main Improvements Project Proposal for Engineering and Construction Support Services (BEN #P2119053) Dear Mr. Barr: Benesch appreciates the opportunity to provide with a proposal for professional engineering services to the Augusta Utilities Department (AUD) for proposed water system upgrades in the Brunswick and Azalea Avenue area in East Augusta. We are very familiar with the project area as we are currently designing roadway and drainage improvements for the Augusta Engineering Department (AED) within the neighborhood bound by Azalea Street and Aiken Street. This proposal describes our understanding of the required scope of work and includes an anticipated project schedule and proposed fee summary. A man hour sheet is also attached. Scope of Work Proposed water system upgrades will include new eight-inch (8”) water main, water valves, fire hydrants and residential service lines to the existing meters. The water system plans will be developed within a project approach that will include 85% Preliminary Design, and 100% Final Plan Development to be incorporated into the final plan set of the East Augusta Roadway and Drainage Improvement Project Phase III project. Specific tasks to be completed during each of these phases are outlined below. Phase 1: Preliminary Design · Benesch will prepare 85% Preliminary Plans and submit to AUD for review. Preliminary plans will be developed based upon the following assumptions: o Benesch will design the proposed water system upgrades using the existing surveyed basemap for the East Augusta Roadway and Drainage Improvement Phase III – Brunswick Avenue and Azalea Street Project. o Benesch will design water main system improvements within the rights-of-way. Specific focus will be directed to constructability and the maintenance of water service throughout construction. o Design of valve and fire hydrant locations based on existing site conditions and proposed roadway improvements. · Benesch will put together preliminary quantities and construction cost estimate associated with 85% Preliminary Plans. · Benesch and AUD to hold an 85% Preliminary Plan review meeting to discuss proposed alignments, potential utility conflicts, and constructability issues. Phase 2: Final Plan Development · Benesch will incorporate 85% Plan review comments into Final Plan Development. · Final construction plans will be submitted to AUD and will be incorporated into the East Augusta Roadway and Drainage Improvement Phase III Project. · Benesch will provide final quantities and construction cost estimate associated with Final Construction Documents. Project Exclusions The proposed scope of work excludes the following services. Should these or other professional services be required, Benesch will respectfully provide a supplemental proposal based on a mutually established scope of work. · Sub-Surface Investigation or Geotechnical Engineering · Environmental Site Assessments / Environmental Permitting (NEPA, etc.) · Corrosion Engineering Services · Construction Inspection Services Time Frame & Schedule The East Augusta Roadway and Drainage Phase III project is complete and is scheduled to go to bid as soon as the utility plans are addressed. We are available to initiate design services immediately upon notice to proceed. The following are timelines are provided for general review and estimation of project duration: 1. Preparation of 85% Preliminary Plans – 2 Weeks 2. AUD Preliminary Plan review and plan review meeting – 1 week 3. Preparation of Final Plans – 2 Weeks Assuming a Notice to Proceed in October-2020, Benesch estimates an approximate completion date in November-2020 Project Fee Summary: We respectfully propose to work on the following fee lump sum. The lump sum fees are proposed given the assumed scope of work and professional time commitments noted above. A manhour summary is enclosed. · Total Design Services: $ 16,900.00 Again, thank you for this opportunity to submit a request for supplemental fees. Should you have any questions, please do not hesitate to contact our office. Sincerely, Alfred Benesch & Company Victor Conover, P.E., C.F.M. Project Manager Attachments: Man-hour/Fee Estimate (1 Pages) 10/21/2020 Augusta, Georgia Augusta Utilities Department East Augusta Phase III – Water System Improvements P2119061 Item/ Task Description Pr i n c i p a l - I n - C h a r g e Sr . P r o j e c t M a n a g e r Pr o j e c t M a n a g e r Se n i o r D e s i g n e r De s i g n e r CA D D e s i g n e r Ad m i n To t a l Engineering Design Services Preliminary Plan Development Water Main Alignments 16 40 56 Water Main Profiles 16 16 Construction Details and Notes 1 8 9 Quantity Takeoff and Prelminary Construction Cost Estimate 1 4 5 0 Prelminary Plan Review Meeting 4 4 8 0 Final Plan Development Final Plans - Revise Drawings Per Plan Review Comments 8 40 48 Internal QA/QC 4 4 Quantity Takeoff and Final Construction Cost Estimate 4 4 8 0 0 0 0 0 0 0 Total 0 4 34 0 116 0 0 154 Personnel Est. Hours Rate/Hour Cost ($) Totals Division Manager 0 $235.00 $0.00 Sr. Project Manager 4 $195.00 $780.00 Project Manager 34 $150.00 $5,100.00 Senior Designer 0 $105.00 $0.00 Designer 116 $95.00 $11,020.00 CAD Designer 0 $75.00 $0.00 Admin 0 $55.00 $0.00 Total per Rate Schedule $16,900.00 $16,900.00 Subconsultant Costs Number Rate Est. Cost ($) Total Subconsultant Costs $0.00 Total Proposed Fees $16,900.00 Date: Project Location: Owner: Project Name: Benesch Proposal #: Commission Meeting Agenda 2/2/2021 2:00 PM Goodwyn, Mills and Cawood, Inc. (GMC) Supplemental Engineering Services for Utilities Department Projects on Fort Gordon Department:Utilities Department:Utilities Caption:Motion to accept proposal from Goodwyn, Mills and Cawood, Inc. (GMC) in the amount of $369,000. to continue engineering services for Utilities Department on Fort Gordon by designing the Olive Terrace South Lift Station and Force Main project, Chesterfield Office Park Lift Station and Force Main project, and provide construction and inspection services. Background:Augusta Utilities Department (AUD) is the contracted water, sanitary sewer, and non-potable irrigation utility provider for Fort Gordon, which is undergoing a post-wide transformation with new construction and renovation projects as the Cyber Center of Excellence. Fort Gordon’s growth is driving numerous AUD water and sanitary sewer projects. Fort Gordon has an accelerated schedule to design and construct the new Olive Terrace South housing area, which will include a new lift station and force main. Thus, AUD requested Goodwyn, Mills and Cawood, Inc. (GMC) submit a proposal to design the lift station. GMC has completed numerous lift station projects for AUD on Fort Gordon and is exceptionally well suited to design this project on a tight schedule. Similarly, the proposed Chesterfield Office Park development outside Gate 6 will include a lift station with a force main running onto Fort Gordon. Again, GMC’s experience with AUD lift station standards and Fort Gordon requirements would be most efficient to design this lift station and force main. Finally, GMC’s construction and inspection services for AUD on Fort Gordon has been very beneficial toward AUD’s workload regarding the large number of construction projects on Fort Gordon. This has been especially helpful during the Covid-19 pandemic. Thus, AUD requested GMC include continuing to provide construction services in their proposal. Analysis: Cover Memo Based upon their qualifications as preapproved consultants under RFQ #18-132 Engineering Consultant Services for Utilities, the Utilities Department recommends supplementing GMC’s contract to design and provide construction services for these additional Fort Gordon projects. Utilities Department requests approval in the amount of $369,000.00 to fund the proposed services. Financial Impact:$369,000 funding is available from the following accounts: 515043420-5212115 / 88880190-5212115. Alternatives:No alternatives are recommended. Recommendation:Recommend approval for Utilities Department to supplement GMC’s contract to perform the proposed services in the amount of $369,000. Funds are Available in the Following Accounts: Funds are available in the following accounts: 515043420- 5212115 / 88880190-5212115. REVIEWED AND APPROVED BY: Cover Memo '5 $ : , 1 *  6 7 $ 7 8 6 '5 $ : , 1 *  , 1 ) 2 5 0 $ 7 , 2 1 2/ , 9 (  7 ( 5 5 $ & (  6 2 8 7 + /, ) 7  6 7 $ 7 , 2 1  $ 1 '  ) 2 5 & (  0 $ , 1  )2 5 7  * 2 5 ' 2 1 0 $ 3 X '$7(5(9,6,21 AU G U S T A U T I L I T I E S D E 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 K>/sdZZ^Khd,>/&d ^dd/KEΘ&KZD/E 352 3 2 6 ( '  2 / , 9 (  7 ( 5 5 $ & (  6287 +  + 2 8 6 , 1 *  $ 5 ( $ PROPOSED CHESTERFIELD OFFICE PARK PROPOSED FORCEMAIN ROUTE TBD WEST TRUNK SEWER GEORGIA DEPARTMENT OF CORRECTIONS - STATEMEDICAL PRISION PROPOSED FORCEMAIN DISCHARGE INTO WEST TRUNK SEWER GORDON HIGHWA Y GATE 3 E. 13TH AVE. 10TH AVE. 8TH AVE. CHAMBERLAIN AVE. BARNES AVE. BRAINARD AVE. 4TH AVE. 3TH AVE. 108TH AVE.108TH AVE. 105TH AVE. 11TH AVE. 12TH AVE. 9TH AVE. 107TH AVE. 106TH AVE. LANE AVE. 15 T H S T . 15 T H S T . 15 T H S T . 8T H S T . 9T H S T . 10 T H S T . 11 T H S T . 11 T H S T . 12 T H S T . 13 T H S T . 14 T H S T . 16 T H S T . GOR D O N H I G H W A Y GATE 6 EXISTING 12" WATER MAIN EXISTING 8" WATER MAIN PROPOSED LIFT STATIONLOCATION TBD IS S U E D A T E Su i t e 5 0 5 T 7 0 6 . 2 5 1 . 9 0 9 9 G M C N E T W O R K . C O M Au g u s t a , G A 3 0 9 0 1 14 5 0 G r e e n e S t r e e t DE S I G N E R : DR A W N B Y : EN G I N E E R : PR O J E C T M A N A G E R : GSGSTRGS PR E L I M I N A R Y E X H I B I T 1 1 . 1 2 . 2 0 2 0 GA T E 6 O F F I C E P A R K DE V E L O P M E N T - L S & F M Au g u s t a , G A GM C P r o j e c t # N / A AU D P R O J E C T # N / A E D G F H 1234 6578109 B C A E D G F H B C A 1234 6578109 This drawing is and shall remain the property of Goodwyn, Mills and Cawood, Inc. (GMC). Unauthorized use of any kind including use on other projects is prohibited. In the event that a conflict arises between the sealed drawings and the electronic files, the sealed drawings will govern. ©Goodwyn, Mills and Cawood, Inc. (GMC) DR A W I N G F I L E : W : \ C i v i l \ C A U G P r o j e c t s \ A u g u s t a U t i l i t i e s D e p a r t m e n t \ C A U G # # # # # # - F t G o r d o n G a t e 6 F M \ 0 D W G \ + C A D \ 0 1 B I D D R A W I N G S \ 0 1 G E N E R A L \ G - 0 9 9 - F M C o n c e p t P l a n a n d V i c i n i t y M a p . d w g PL O T T E D : N o v 1 3 , 2 0 2 0 - 1 0 : 3 9 a m FO R T G O R D O N G A T E 6 OF F I C E P A R K DE V E L O P M E N T - L I F T ST A T I O N & F O R C E M A I N G- 0 9 9 SCALE:G-099 1 PLAN VIEW 1" = 1,000'0" 1".5"1" Commission Meeting Agenda 2/2/2021 2:00 PM Office Janitorial Services for Utilities Department:Utilities Department:Utilities Caption:Motion to approve award for RFP 20-201 for Office Janitorial Services for the Utilities Department for $52,272.00. Background:The Utilities Department submitted RFP 20-201 for the Janitorial Services on the following locations: 1. Construction and Maintenance Building at 1840 Wylds Road 2. Fort Gordon Adm. Office at 200 Dorsey Drive 3. Fort Gordon Water Plant at 205 Dorsey Drive Analysis:Eleven vendors submitted their bids and Smile Cleaning garnered the highest score based on their qualification and experience, organization and approach, scope of services, schedule of work, to name a few. They were not the lowest in costs, so the price was renegotiated to $52,272.00, which was within a 20% increase from the annual budget of $50,000.00. We would like to award the janitorial contract to Smile Cleaning Services for 2021, with the option to extend it for another year to 2022 for the same annual costs. Funds are available in the budget section for each Division to cover the custodial costs Financial Impact:The committee composed of staff from the Utilities Department had deliberated and evaluated all the vendors that submitted their bids and it was recommended that the award go to Smile Cleaning for the annual costs of $52,272.00 for all the offices. Alternatives:No alternatives are recommended. Recommendation:Award the bid to Smile Cleaning Services for Office Janitorial Services for Utilities for a total annual cost of $52,272.00 with an option to extend for another year thru 2022 with the same annual budget.Cover Memo Funds are Available in the Following Accounts: The funds are from the Enterprise Fund and are available from the following accounts: Construction and Maintenance: 506043410-5222310 - $24,420.00 Fort Gordon Adm. Office: 506043430-5222310 - $21,852.00 Fort Gordon Irrigation Plant: 506043430-5222310 - $6,000.00 REVIEWED AND APPROVED BY: Cover Memo Page 1 of 12 JANITORIAL SERVICES CONTRACT THIS CONTRACT is entered into by and between Augusta, Georgia (“Augusta”) and Smile Cleaning_ (“Contractor”). PURPOSE: The purpose of this contract is to secure the services of the Contractor to provide janitorial services pursuant to RFP Item 20-201 for the following locations: Service Location Location Est. Sq. Feet Construction & Maintenance Offices 1840 Wylds Road 3,000 sq. ft. *Fort Gordon Offices Building 200 Dorsey Drive 3,800 sq. ft. *Fort Gordon Offices Water Plant Dorsey Drive (2 Days Per Week) 1,000 sq. ft. IN CONSIDERATION of the mutual promises and understandings contained in this contract, the Contractor and Augusta agree as follows: 1. DESCRIPTION OF SERVICES TO BE PROVIDED: In consideration of the compensation received under this contract, the Contractor will provide the janitorial services for Augusta described in the “Janitorial Services Required Schedule” which is attached and incorporated herein by reference. 2. PERIOD OF PERFORMANCE: a. The period of performance under this Contract shall begin January 1, 2021, for a period of one (1) year, unless sooner terminated or extended as provided herein. b. Augusta reserves the right to extend this contract for an additional one (1) year term or portions thereof. Such contract extensions shall be subject to mutual agreement as to duration, modification of terms, and price adjustments. The Contractor shall respond within fifteen (15) calendar days following receipt of Augusta’s request for extension. 3. COMPENSATION: a. Amount: The Contractor’s rate of compensation will be Fifty-two Thousand, Two Hundred Seventy Two Dollars and Zero Cents ($52,272.00) per year. Augusta shall pay the Contractor _Four Thousand, Three Hundred, Fifty Six Dollars and Zero Cents ($_4,356.00_) per calendar month, applicable taxes included, providing that the work is performed to standards and that all other conditions are met. If over usage of paper products occur, exceeding mutually agreed upon standard usage limits, the Contractor will submit for equitable adjustments in billing to cover these expenses. This will be the total compensation paid to the Contractor except for payments, if any, made under subparagraphs 3.b. and c. below. b. Additional Services: Augusta may request the Contractor to provide additional services pursuant to RFP 20-201, as supplemented, submitted by the Contractor. c. Additions or Deletions: Augusta may, by written change notice, add or delete facilities, areas, or service requirements of this contract. Such changes shall be negotiated on the basis of a prorated price consistent with the original price contained in the Contractor’s response to RFP 20-201, as supplemented. Page 2 of 12 4. PAYMENTS: Upon satisfactory completion of all required services, payment shall be made upon receipt of monthly invoices submitted by the Contractor. Full payment to the Contractor will be made only after work is satisfactorily performed. Notwithstanding anything in the RFP or Contractor's Proposal, Augusta shall have the right to withhold or deduct payments in the event of Contractor nonperformance. Payments will be considered timely if made by Augusta within 30 days of receipt of each such invoice. a. Defective pricing: To the extent that the pricing provided by Contractor is erroneous and defective, the parties may, by agreement, correct pricing errors to reflect the intent of the parties. b. Georgia Prompt Pay Act not applicable: The terms of this agreement supersede any and all provisions of the Georgia Prompt Pay Act. 5. RIGHTS AND OBLIGATIONS: All rights and obligations of the parties to this contract will be subject to and governed by the terms of this contract; Exhibit A, “General Terms and Conditions”, and Exhibit B, “Janitorial Services Required Schedule”, as referenced and hereby incorporated into this Contract. In the event of inconsistency in this Contract, unless otherwise provided herein, the inconsistency shall be resolved by giving precedence in the following order: (a) Terms of this Contract; (b) Exhibit A, “General Terms and Conditions”; and (c) Exhibit B, “Janitorial Services Required Schedule”. 6. RESPONSIBILITIES: The Contractor will adhere to janitorial specification schedule as responded. The Contractor shall converse, on a monthly basis, with the Contract Administrator or her designee to ensure that Augusta is satisfied with the service level. 7. SUPERVISION/EMPLOYEES: a. The Contractor will perform all work under this contract with his/her own employees and will assign a supervisor who will oversee the work performed under this contract and will have authority to represent the Contractor in dealing with Augusta. The name, address and telephone number of the supervisor will be furnished to Augusta. b. All employees working under this Contract will be required to have had and passed background checks prior to working on this site. A copy will be provided to Augusta only if it includes a listing of a Felony conviction and the Contractor would like to employee the individual on this site. Augusta reserves the right to request copies of any and all background checks on employees or subcontractors. c. All Subcontractors employed by the Contractor for work at this site must be approved by Augusta and are subject to background verification. d. The Contractor shall prohibit his/her employees from disturbing papers on desks, opening desk drawers or cabinets, or using telephone or office equipment provided for official state business. e. The Contractor is responsible for the security of the facility during the performance of these services and shall ensure that all facility exterior doors remain locked during his or her work hours and upon Contractor’s departure from facility. f. The Contractor will ensure that industry accepted safe practices are followed in performance of the work, including but not limited to, placing appropriate signage warning of wet or newly waxed floors. After each period of cleaning and other services, Page 3 of 12 the areas shall be inspected for fire hazards, unnecessary lights shall be turned off, and outside doors and windows closed and locked. g. The Contractor hereby accepts responsibility for all key cards or keys issued to the Contractor. The Contractor also agrees that no duplicate key cards or keys will be made and the Contractor will be responsible for the return of any key cards or keys that may have been provided to the Contractor’s employees who terminate employment with his firm. Should the Contractor fail to return any of the key cards issued, the Contractor will be responsible for all costs associated with replacement of key cards up to and including reprogramming of system. h. The Contractor shall prohibit small children from being on the premises during the time services are being performed. i. By mutual agreement between Augusta and the Contractor, appropriate action will be taken concerning employees that disregard the contents of the foregoing subparagraphs, who are incompetent, careless and/or insubordinate and do not exhibit proper dress and decorum expected in County owned facilities. 8. DRUG-FREE WORKPLACE: The Contractor hereby certifies as follows: a. Contractor will not engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana during the performance of this contract; and b. If Contractor has more than one employee, including Contractor, Contractor shall provide for such employee(s) a drug-free workplace program, in accordance with the Georgia Drug-free Workplace Act as provided in O.C.G.A. Section 50-24-1 et seq., throughout the duration of this Contract; and c. Contractor will secure from any subcontractor hired to work on any job assigned under this Contract the following written certification: "As part of the subcontracting agreement with (Contractor's Name), (Subcontractor's Name) certifies to the contractor that a drug-free workplace program will be provided for the subcontractor's employees during the performance of this Contract pursuant to paragraph 7 of subsection (b) of Code Section 50- 24-3." 9. HOURS OF WORK: Janitorial services shall be performed to completion between the hours of 6 p.m. and 5 a.m. Monday through Saturday of each week, unless otherwise specified herein or agreed upon. Services shall not be performed in office areas during office hours except by permission of Augusta. Upon request, a responsible representative of the Contractor shall be available during office hours for joint inspection of the premises, consultation and/or receipt of instructions. 10. EQUIPMENT AND SUPPLIES: a. Unless otherwise specified herein, the Contractor shall provide supplies, including but not limited to, all soaps, paper products, cleaning agents and plastic trash bags as stated in RFP 20-201 Scope of Services, Section II. Program Summary. Augusta will provide a janitorial closet for use by the Contractor. b. The Contractor shall supply all necessary tools, equipment, waxes, strippers, cleaners, brooms, mops, buckets, buffers and all other tools and supplies. Materials shall be first quality, shall give good service and shall give results satisfactory to Augusta. 11. INSURANCE: Contractor will obtain prior to commencing service delivery, at least the minimum insurance coverage as specified in Exhibit A. Said insurance is to be paid for and Page 4 of 12 kept in force by the Contractor throughout the effective term of this Contract. Contractor is required to provide evidence of insurance coverage endorsed as specified herein to Augusta upon execution of this Contract. 12. NON-EXCLUSIVITY: a. Nothing contained in this contract shall be construed to limit in any way Augusta’s right to contract for the same or similar services for which the Contractor is engaged hereunder during the term of this contract under any terms and conditions, including, but not limited to any compensation, as Augusta may in its sole discretion deem appropriate. b. Nothing contained in this contract shall be construed to limit in any way the Contractor’s right or ability to make its services available to the general public during the term of this contract or to enter contracts or other agreements with any other individual or entity. 12. COUNTERPARTS: This contract is to be executed in triplicate, and each shall be considered an original copy of this contract by each party for all purposes. 13. ENTIRE AGREEMENT--This contract contains all the terms and conditions agreed upon by the parties. All items incorporated in this agreement by reference are attached. No other understandings, oral or otherwise, regarding the subject matter of this contract shall be considered to exist or to bind any of the parties to this agreement unless otherwise stated in this contract. a. All Exhibits, Addenda, Responsive Proposals, Agreement, Agreement Amendments, Attachments, Insurance Certificates, Notice to Proceed, Change Orders, Project Acceptance, Fee Schedules, and RFP Item #20-201 are hereby incorporated by reference and shall be deemed to be a part of this Contract for all purposes. 14. E-VERIFY: All contractors and subcontractors entering into contracts with Augusta, Georgia for the physical performance of services shall be required to execute an Affidavit verifying its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with Augusta, Georgia has registered with and is participating in a federal work authorization program. All contractors and subcontractors must provide their E-Verify number and must be in compliance with the electronic verification of work authorized programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603, in accordance with the applicability provisions and deadlines established in O.C.G.A. § 13-10-91 and shall continue to use the federal authorization program throughout the contract term. All contractors shall further agree that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to its contract with Augusta, Georgia the contractor will secure from such subcontractor(s) each subcontractor’s E-Verify number as evidence of verification of compliance with O.C.G.A. § 13-10-91 on the subcontractor affidavit provided in Rule 300-10-01-.08 or a substantially similar form. All contractors shall further agree to maintain records of such compliance and provide a copy of each such verification to Augusta, Georgia at the time the subcontractor(s) is retained to perform such physical services. Page 5 of 12 15. LOCAL SMALL BUSINESS: In accordance with Chapter 10B of the AUGUSTA, GA. CODE, Contractor expressly agrees to collect and maintain all records necessary to for Augusta, Georgia to evaluate the effectiveness of its Local Small Business Opportunity Program and to make such records available to Augusta, Georgia. The requirements of the Local Small Business Opportunity Program can be found at www.augustaga.gov. In accordance with AUGUSTA, GA. CODE § 1-10 129(d)(7), for all contracts where a local small business goal has been established, the contractor is required to provide local small business utilization reports. Contractor shall report to Augusta, Georgia the total dollars paid to each local small business on each contract, and shall provide such payment affidavits, regarding payment to subcontractors as may be requested by Augusta, Georgia. Such documents shall be in the format specified by the Director of minority and small business opportunities, and shall be submitted at such times as required by Augusta, Georgia. Failure to provide such reports within the time period specified by Augusta, Georgia shall entitle Augusta, Georgia to exercise any of the remedies set forth, including but not limited to, withholding payment from the contractor and/or collecting liquidated damages. ACKNOWLEDGEMENT: “Contractor acknowledges that this contract and any changes to it by amendment, modification, change order or other similar document may have required or may require the legislative authorization of the Board of Commissioners and approval of the Mayor. Under Georgia law, Contractor is deemed to possess knowledge concerning Augusta, Georgia's ability to assume contractual obligations and the consequences of Contractor's provision of goods or services to Augusta, Georgia under an unauthorized contract, amendment, modification, change order or other similar document, including the possibility that the Contractor may be precluded from recovering payment for such unauthorized goods or services. Accordingly, Contractor agrees that if it provides goods or services to Augusta, Georgia under a contract that has not received proper legislative authorization or if the Contractor provides goods or services to Augusta, Georgia in excess of the any contractually authorized goods or services, as required by Augusta, Georgia's Charter and Code, Augusta, Georgia may withhold payment for any unauthorized goods or services provided by Contractor. Contractor assumes all risk of non-payment for the provision of any unauthorized goods or services to Augusta, Georgia, and it waives all claims to payment or to other remedies for the provision of any unauthorized goods or services to Augusta, Georgia, however characterized, including, without limitation, all remedies at law or equity." This acknowledgement shall be a mandatory provision in all Augusta, Georgia contracts for goods and services, except revenue producing contracts. [SIGNATURES ON THE FOLLOWING PAGE] Page 6 of 12 IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Contract in triplicate, each of which shall be deemed an original on the date first above written. OWNER: AUGUSTA, GEORGIA By: _________________ Hardie Davis, Jr. As its: Mayor Attest: By: _____________________________ Lena J. Bonner As its: Clerk (SEAL) This _______ day of ___________________________, 20__. CONTRACTOR: SMILE CLEANING By: Name: ________ (Please Print or Type) Title: Address: ATTEST: Name _____ (Please Print or Type) Title (SEAL) This _______ day of ___________________________, 20___. Note: Attest for a Corporation must be by the corporate secretary; for a partnership by another partner; for an individual by a Notary. Page 7 of 12 Exhibit A GENERAL TERMS AND CONDITIONS 1. ADVANCE PAYMENTS PROHIBITED: No payment in advance or in anticipation of services to be provided under this contract shall be made by Augusta. a.) Prohibition against contingent fees: The Contractor warrants that no person or selling agency has been employed or retained to solicit or secure this Agreement upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies maintained by Contractor for the purpose of securing business and that the Contractor has not received any non-Augusta fee related to this Agreement without the prior written consent of the Augusta. For breach or violation of this warranty, the Augusta shall have the right to annul this Agreement without liability or at its discretion to deduct from the Agreement Price of consideration the full amount of such commission, percentage, brokerage or contingent fee. 2. ASSIGNMENT: The Contractor shall neither assign this Contract nor any claim arising under this contract without the previous written consent of Augusta. 3. CHANGES AND MODIFICATIONS: Any change or modification to this contract must be in writing and signed by both parties. 4. CONTRACTOR NOT EMPLOYEE OF AUGUSTA: The Contractor and his or her employees or agents performing under this contract are not employees or agents of Augusta. The Contractor will not hold himself/herself out as nor claim to be an officer or employee of Augusta by reason of this contract. 5. FAILURE TO PERFORM/BREACH OF CONTRACT: In the event non-performance or unsatisfactory performance by the Contractor of any obligation of this contract or the Contractor is in substantial non-compliance with any of its terms to include but not limited to multiple acts of a similar nature, Augusta may terminate this contract under the TERMINATION FOR CAUSE clause. PROVIDED, that Augusta shall provide written notice to the Contractor of said non-performance or unsatisfactory performance or substantial non-compliance. PROVIDED FURTHER, the Contractor shall have five (5) days after such notice to cure said failure or non-compliance. PROVIDED FURTHER, THAT A MAJOR VIOLATION OF THE CONTRACT SPECIFICATIONS DEALING WITH BUILDING SECURITY COULD RESULT IN IMMEDIATE TERMINATION OF THIS CONTRACT WITHOUT THE FIVE (5) DAY NOTICE REQUIREMENT. a.) Specified excuses for delay or non-performance: Contractor is not responsible for delay in performance caused by hurricanes, tornadoes, floods, and other severe and unexpected acts of nature. In any such event, the contract price and schedule shall be equitably adjusted. 6. GOVERNING LAW: This contract shall be construed and interpreted in accordance with the laws of the State of Georgia. The venue of any action brought hereunder shall be in the Superior Court of Richmond County. 7. INDEMNIFICATION: To the fullest extent of the Law, the Contractor shall protect, indemnify, and save Augusta, including its current and former trustees, officers, directors, employees, volunteer workers, agents, and assigns harmless from and against any claims, Page 8 of 12 damage, cost or liability including but not limited to reasonable attorney fees, arising out of, or from its performance under this contract, for injuries to persons or property arising from acts or omissions of Contractor, his employees, agents or subcontractors, howsoever caused. The Contractor will be responsible for any damages sustained by his employees to Augusta property, equipment and/or fixtures and shall provide all repairs/replacements, as appropriate, at no cost to Augusta. Such obligation shall not be construed to negate, abridge or reduce other rights or obligations of indemnity which would otherwise exist in the absence of this contract. 8. INDEPENDENT STATUS OF CONTRACTOR: The parties to this contract, in the performance of it, will be acting in their individual capacities and not as agents, employees, partners, joint ventures, or associates of one another. The employees or agents of one party shall not be considered or construed to be the employees or agents of the other party for any purpose whatsoever. 9. INSURANCE COVERAGE: Contractor will obtain prior to commencing service delivery, at least the minimum insurance coverage as specified herein. Said insurance is to be paid for and kept in force by the Contractor throughout the effective term of this Contract. Contractor is required to provide evidence of insurance coverage endorsed as specified herein to Augusta upon execution of this Contract. a. General Liability: Commercial General Liability or Comprehensive General Liability insurance on “occurrence” form, having a combined single limit coverage of not less than $300,000, or more as may be required by Customer, and endorsed to include contractual liability, personal injury, completed operations, and broad form property damage liability, insuring Subcontractor against liability arising out of the business operations of Contractor and services(s) to be performed under this Contract. Contractor agrees that should aggregate limits of liability be reduced due to loss or claims, such aggregate limits will be restored to the minimum stated in the provision. The coverage’s, provisions, and limitations of this policy will not limit liability of Contractor. If, in the reasonable opinion of Augusta the amount of liability coverage required is not adequate, or specific Customer requirements raise such limits, Contractor will increase said insurance limit as required by Customer or Augusta and provide evidence of such increased coverage to Augusta. b. Automobile Liability: Combined single limit of not less than $300,000, which will include owned motor vehicles, non-owned motor vehicles, and hired motor vehicles and will insure against death or injury to persons and property damage caused by Contractor in the course and scope of providing services. c. Worker’s Compensation: Worker’s Compensation as required by the law of the state, and/or Employer’s Liability insurance in an amount not less than $100,000 for each state in which Contractor’s employees will be engaged where required by law. d. Blanket Fidelity Bond: Fidelity Bond against liability for theft in the amount of $2,500 or higher, for any one theft. All policies of insurance required under this paragraph will provide that they may not be canceled nor the coverage materially changed without thirty (30) days prior written notice to Page 9 of 12 Augusta. The policies of insurance for General and Motor Vehicle Liability will name Augusta as additional insured will be and so state that it is primary and that Augusta will incur no liability. 10. LICENSING, ACCREDITATION AND REGISTRATION: The Contractor shall comply with all applicable local, state, and federal licensing, accreditation, and registration requirements/standards, necessary for the performance of this contract. 11. NONDISCRIMINATION: During the performance of this contract, the Contractor shall comply with all federal and state nondiscrimination laws, regulations and policies in the administration of this contract. 12. NONCOMPLIANCE WITH NONDISCRIMINATION LAWS: In the event of the Contractor's noncompliance or refusal to comply with any nondiscrimination law, regulation, or policy in the administration of this contract, this contract may be rescinded, canceled or terminated in whole or in part, and the Contractor may be declared ineligible for further contracts with Augusta. The Contractor shall, however, be given a reasonable time in which to cure such noncompliance. 13. OPEN RECORDS ACT: Notwithstanding anything contained herein, the parties acknowledge that Augusta is required to comply with Georgia's Open Records Act (O.C.G.A. § 50-18-70 et seq.) with respect to the inspection of all public records not specifically exempted under such Act. The parties agree that a disclosure by Augusta pursuant to such Act shall not be a violation of the provisions of this Agreement. 14. RECORDS, DOCUMENTS, AND REPORTS: The Contractor will retain all books, records, documents, and other materials relevant to this contract for one year after completion of Contract and make them available at all reasonable times to inspection, review, or audit by personnel authorized by Augusta. 15. SAFEGUARDING OF INFORMATION: The use or disclosure by the Contractor of any information obtained as a result of performance under this contract concerning Augusta for any purpose not directly connected with the administration of the Contractor's responsibilities with respect to services provided under this contract is prohibited except by written consent of Augusta. 16. SEVERABILITY: If any provision of this contract or any provision of any document incorporated by reference shall be held invalid, such invalidity shall not affect other provisions of this contract which can be given effect without the invalid provision, and to this end the provisions of this contract are declared severable. 17. SUBCONTRACTING: The Contractor shall not enter into subcontracts for any of the work contemplated under this contract without obtaining prior written approval from Augusta. 18. TERMINATION - GENERAL: This contract may be terminated, in whole or in part, without cause by Augusta upon sixty (60) days written notice. The Contractor shall be paid for any validated services under this contract up to the time of termination. 19. TERMINATION FOR CAUSE: Augusta may, by written notice, terminate this contract for cause, in whole or in part, for failure of the Contractor to perform its obligations under this contract, subject to the provisions of paragraph 5 above. In such event, the Contractor shall be liable for damages as authorized by law. Page 10 of 12 20. TERMINATION PROCEDURE: After receipt of notice of termination, and except as otherwise directed by Augusta, the Contractor shall: a. Stop work under this contract on the date and to the extent specified in the notice; b. Place no further orders for materials, services, or facilities except as may be necessary for completion of such portion of this contract as is not terminated; c. Complete performance of any part of this contract as shall not have been terminated by Augusta; d. Take all action as may be necessary, or as Augusta may direct, for the protection and preservation of property of Augusta which is in the possession of the Contractor. Unless otherwise provided in this contract, Augusta shall pay to the Contractor the agreed upon price for services provided to Augusta prior to the effective date of termination, unless the termination is for cause, in which case Augusta shall determine the extent of liability. Augusta may withhold from any amounts due the Contractor for services such a sum as Augusta determines to be necessary to protect Augusta against potential loss or liability. The rights and remedies of Augusta provided in this clause shall not be exclusive and are in addition to any other rights and remedies provided by law or under this contract. 21. TREATMENT OF ASSETS: a. Title to all property furnished by Augusta shall remain in Augusta. b. Title to all property furnished by the Contractor shall remain in the Contractor. c. Any property of Augusta furnished to the Contractor shall, unless otherwise provided herein, be used only for the performance of this Contract during the period the Contract is in force. d. The Contractor shall be responsible for any loss or damage to property of Augusta (including all related expenses) which results from the act, omission, or negligence of the Contractor. e. Upon the loss or destruction of, or damage to, any Augusta property, the Contractor shall notify Augusta thereof and shall take all reasonable steps to protect the property from further damage. f. The Contractor shall surrender to Augusta all property of Augusta prior to settlement upon completion, termination, or cancellation of this contract. 22. WAIVER: Waiver of any breach of any provision of this contract shall not be considered a waiver of any other or subsequent breach and shall not be construed to be a modification of the terms of the contract unless stated to be such in writing, signed by the Contracting Officer or her delegate and attached to the original contract. 23. Temporary suspension or delay of performance of contract: To the extent that it does not alter the scope of this agreement, Augusta may unilaterally order a temporary stopping of the work, or delaying of the work to be performed by Contractor under this agreement. Page 11 of 12 Exhibit B Janitorial Services Required Schedule Daily: · Empty and remove all trash in all offices/rooms and replace wastebasket liners; trash is then to be taken to Courtesy Drop-off trash container. · Empty and remove all recycling in all offices/rooms; recycling is then to be taken to Courtesy Drop-off recycling container. · Dust all counters, desks, work stations (cubicles) only when free of all work materials · Dust all ceiling vents, chairs, TVs, and other office furniture. · Dust lobby furniture. · Vacuum all carpeted areas; dust all windowsills, ledges, and other horizontal surfaces. · Sweep and mop all tile areas. · Sweep, mop (with microfiber tube mop), and rinse all spray-on floor areas. · Sweep and mop interior stairwell; spot clean stairwell handrails and walls; sweep exterior stairwell. · Clean all door knobs with disinfectant solution. · Spot clean doors, doorknobs, doorframes, and light switches. · Clean all drinking fountains with disinfectant cleaner. · Clean cubicle glass partitions. · Clean all doormats. · Clean all lobby glass (entry doors, partitions, reception windows, etc.). Restrooms: · The interior and exterior of toilet bowls and sinks shall be thoroughly washed with a commercial disinfectant including the rim leaving no discoloration, rust encrustations or water rings. Any hard water stains will be removed. · Sanitary product receptacle will be emptied and disposed of with the trash. · Paper towel, toilet paper, and soap dispensers will be checked daily to ensure they are at full capacity. Refills will be made using supplies provided by Augusta Utilities Department. · Mirrors will be cleaned and polished. · Doors, doorknobs, doorframes, walls, and light switches will be spot cleaned. · Floors will be swept then mopped with a disinfectant detergent. · Counters, cabinet fronts, and partitions will be sprayed down with a disinfectant cleaner, and then wiped clean. · Sinks will be cleaned and disinfected also, then dried and polished to a shine. Break Room/Kitchen: · Sweep and mop floor with a disinfectant detergent. · Tables, chairs, counters, cabinet fronts and sink will be cleaned with a disinfectant cleaner. (Any paper left on the tables is to be thrown away). · Faces of appliances and vending machines will be cleaned with a disinfectant cleaner. · Microwave will be cleaned inside and out with a disinfectant cleaner. · Clean coffee machine. · Dust TV. · Doors, doorknobs, doorframes, walls and light switches will be spot cleaned. Page 12 of 12 Conference Room - One (1) day per week: · Dust tables, chairs, and all horizontal surfaces. · Clean counters, cabinet and appliance fronts, and sinks with disinfectant cleaner. · Doors, doorknobs, doorframes, walls and light switches will be spot cleaned. · Clean coffee machine. · Dust TVs. Training Room (PO Rd.) – One (1) day per week: · Clean counters and cabinet fronts with disinfectant cleaner. · Doors, doorknobs, doorframes, walls, office equipment and light switches will be spot cleaned. Shop Area, if applicable: · Face of icemaker will be cleaned with a disinfectant cleaner. · Drinking fountain will be cleaned with a disinfectant cleaner. · Sink/Hand washing station will be cleaned with a disinfectant cleaner. · Soap and towel dispensers on the wall will be cleaned with a disinfectant cleaner. · Clean the wall within the cage area. · Sweep and mop the floor within the cage area. · Clean mats within the cage area. · Replenish hand soap, pumice soap, and paper towels as needed. Weekly Services – One (1) day per week: · Perform all high and low dusting. · Dust artificial trees. · Spot clean carpeting. · Dust/Spot clean walls, wall hangings, and light fixtures. · Detail vacuum between desks and edges. · Clean all windows inside and outside (floor to ceiling). · Clean all window sills. Monthly Services: · Discard items left in the Break Room refrigerator (excluding condiments/sodas) or as requested. (First working day of each month). · Recommend when carpet needs cleaning (to be on separate contract). · Recommend when tile or concrete floors need to be stripped, waxed & buffed (to be on a separate contract). Owner’s Tasks: 1. The owner shall see that access to the premises is available and will issue key cards to the Contractor so that required janitorial duties may be performed. 2. The Contractor shall be aware that security cameras will be in use on premises. Request for Proposal Request for Proposals will be received at this office until Wednesday, July 22, 2020 @ 3:00 p.m. (Opening via ZOOM) for furnishing: RFP Item # 20-201 Janitorial Services for Utilities Fort Gordon and Construction and Maintenance Division for Augusta GA – Utilities Department RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. A Pre Proposal Conference will be held on Tuesday, July 7, 2020, @ 3:00 p.m. via ZOOM. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Thursday, July 9, 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 90 days after bids have been opened, pending the execution of contract with the successful bidder(s). Request for proposals (RFP) and specifications. An RFP shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the request for proposal including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waivable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFP number on the outside of the envelope. Proponents are cautioned that acquisition of RFP documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFP documents from unauthorized sources places the proponent at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov GERI A. SAMS, Procurement Director Publish: Augusta Chronicle June 11, 18, 25, July 2, 2020 Metro Courier June 11, 2020 Revised: 2/17/2016 OFFICIAL VENDORS Attachment "B"E-Verify Addendum 1 SAVE Form Original 7 Copies Fee Proposal FRESH & CLEAN COMMERCIAL & RESIDENTIAL CLEANING LLC 5555 GLENRIDGE CONNECTOR STE 200 SANDY SPRINGS, GA 30342 YES 1204971 NO Non- Compliant NO Non- Compliant YES YES YES KBM SERVICES LLC 306 SCARLETT CT EVANS, GA 30809 YES 1456655 YES YES YES YES YES AJAX INDUSTRIAL CLEANING 260 NARROW DRIVE BIRMINGHAM, AL 35242-8300 YES 1401031 YES YES YES YES YES IMAGANN FACILITY SUPPORT SERVICES 2640 LITHONIA INDUSTRIAL BLVD LITHONIA, GA 30058 YES 639910 YES YES YES YES YES RCI SYSTEMS DBA JAN-PRO OF NE GA. AIKEN 105 ROSSMORE PLACE AUGUSTA, GA 30909 YES 230917 YES YES YES YES YES JP LOGISTICS SOLUTIONS LLC 137 BROADLEAF TRL GROVETOWN, GA 30813 YES 1089847 YES YES YES YES YES HARPER SECURITY JANITORIAL 100 LESLIE OAK DRIVE SUITE #10007 LITHONIA, GA 30058 YES 742883 YES YES YES YES YES SMILE CLEANING DONNA S. ELIM 2230 RALEIGH DRIVE AUGUSTA, GA 30904 YES 509925 YES YES YES YES YES AMIR'S ALL-PURPOSE CLEANING SERVICE COMPANY 2625 SERENITY LANE AUGUSTA, GA 30909 YES 1465882 YES YES YES YES YES CL REYNOLDS INC 3501 BESSIE COLEMAN BLVD. SUITE #22544 TAMPA, FL 33630 YES 1558453 YES YES YES YES YES G & C CLEANING 1718 FAIRWOOD DR. AUGUSTA, GA 30909 YES 823757 YES YES YES YES YES RFP Item # 20-201 Janitorial Services for Utilities Fort Gordon and Construction and Maintenance Division Opening Date: Wednesday, July 22, 2020 @ 3:00 p.m. Via ZOOM Total Number Specifications Mailed Out: 31 Total Number Specifications Download (Demandstar): 11 Total Electronic Notifications (Demandstar): 26 Pre-Proposal/Telephone Conference Attendees: 33 Total packages submitted: 11 Total Noncompliant: 1 Page 1 of 1 Commission Meeting Agenda 2/2/2021 2:00 PM DDA Appointment Department: Department: Caption:Motion to approve the appointment of Stephen King replacing Rick Keuroglian and Von Pouncey to replacing Scylance Scott to the Downtown Development Authority. (Requested by Commissioner John Clarke) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo UPDATE 01/06/21 NAME OF BOARD DOWNTOWN DEVELOPMENT AUTHORITY Members Seat Appointment Effective Expires Rick Keuroglian (1) 03/25/15 Immediately 12/31/2018 James Heffner (2) 03/03/20 Immediately 12/31/2023 Jack W. Evans (3) 03/06/18 Immediately 12/31/2021 Scylance B. Scott (4) 05/03/11 Immediately 12/31/2014 Jane Ellis (5) 03/03/20 Immediately 12/31/2022 John Clarke (6) 01/06/21 Immediately 12/31/2023 Cameron Nixon (7) 10/07/08 Immediately 12/31/2012 MEETING DATE: Second Thursday each month 8:30 A.M. WHERE: No. 1 Tenth St., Suite 430 FUNCTION: For the purpose of financing the acquisition, construction and equipping of property, both real and personal, and the acquiring and leasing of projects, by it in furtherance of revitalizing and redeveloping the central business district of the City of Augusta CREATED: The Downtown Development Authority of the City of Augusta is a public body corporate and politic created under the Downtown Development Authorities Law (O.C.G.A. Section 36-42-1, et seq. As amended with the power and authority to issue interest-bearing revenue bonds in accordance with the applicable provisions of the Revenue Bond Law of the State of Georgia (O.C.G.A. Sections 38- 82-60 through 36-8285) O.C.G.A. 49-3-1; GENERAL INFORMATION Seven (7) directors to be appointed by the governing body of the Municipal Corporation. CONTACT: Margaret Woodward, Executive Director, phone (706)-722-8000 Commission Meeting Agenda 2/2/2021 2:00 PM A consolidated Fleet Management Operations, Maintenance and Replacement Policy Department:Administration Department:Administration Caption:Motion to approve the Law Department review the attached consolidated Fleet Management Operations, Maintenance and Replacement Policy. Background:See attachments Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo 2021 FLEET MANAGEMENT OPERATIONS, MAINTENANCE, AND REPLACEMENT POLICY CENTRAL SERVICES DEPARTMENT 1 TABLE OF CONTENTS SECTION PAGE PARAGRAPH TOPIC 2 POLICY STATEMENT I 2 ADMINISTRATIVE OVERVIEW 1.01 Purpose 1.02 Applicability 1.03 Organization 1.04 Responsibilities II 3 OPERATIONS 2.01 Use of Government Assets 2.02 Unauthorized Use 2.03 Disclaimer of Liability 2.04 Driving Vehicles Home 2.05 Out of County Use 2.06 Pool Cars 2.07 Decaling of Augusta, GA Vehicles 2.08 Vehicle Coloring 2.09 Tags, Titles, and Registration 2.10 Managed Fuel Program III 6 ADMINISTRATION 3.01 Maintenance Budget 3.02 Annual Fleet Assessment 3.03 Replacement Criteria 3.04 New Vehicles 3.05 Vehicle Transfers 3.06 Excess and Salvage Vehicle Auctions 3.07 Vehicle Abuse Appendix I 9 Replacement Evaluation Matrix Appendix II 10 Replacement Evaluation Form 2 The proponent agency for this policy is the Central Services Department (Attention: Fleet Management Division). Any comments, questions or recommendations should be referred to: Fleet Management. FLEET MANAGEMENT, OPERATIONS AND MAINTENANCE POLICY POLICY STATEMENT: Vehicles and equipment, belonging to Augusta, Georgia will be maintained and operated in a legal, safe and prudent manner, consistent with all federal, state and local laws and ordinances. The proper management, accountability and use of government assets is the responsibility of all users. Every effort will be made to eliminate misuse, misappropriation, and abuse of vehicles and equipment belonging to this government. Employees responsible for driving vehicles or operating equipment will ensure the asset is turned in for maintenance consistent with the appropriate maintenance schedules or at the time the operator detects a shortcoming. It is the responsibility of all employees, regardless of position, to support a cost-effective operation. The information included in this policy does not supersede the policies of the Augusta, Georgia Personnel Policy and Procedures Manual. SECTION I ADMINISTRATIVE OVERVIEW 1.01 PURPOSE: The purpose of this policy is to establish uniform and comprehensive criteria for the purchase, assignment, use, administrative control, and disposal of assets owned, leased, titled, or under the control of Augusta, Georgia. 1. Provides for necessary information to ensure adequate, safe, and legal transportation for the performance of official business in the most cost effective and service efficient manner possible. 2. Provides a standard policy which will be enforced in all functional areas. 1.02 APPLICABILITY: This policy is applicable to all employees that are subordinate to the Augusta Commission. It encompasses the operation of fleet assets owned, leased by, under the control of and/or titled to Augusta, Georgia, unless otherwise specified in this policy. 1.03 ORGANIZATION: Effective June of 2016, the Fleet Management Division became a subordinate division of the Central Services Department of Augusta, Georgia. It operates as an internal service fund and is headed by a Fleet Manager, who reports to the Director of Central Services. The mission is to provide support to all departments, agencies and Constitutional Officers/Elected Officials in matters relating to the administration, acquisition, operation, 3 maintenance, management, fueling and disposal of assets, which are owned, leased, titled to or otherwise controlled by Augusta, Georgia. 1.04 RESPONSIBILITIES: 1. Responsible for developing and recommending uniform policies for vehicle acquisition, use, maintenance, fueling, and disposal consistent with federal, state, and local laws and ordinances. 2. Develops and reviews all fleet asset specifications, prior to the bidding process by the Procurement Department, for practicality, economy, standards, and need. 3. Responsible for coordinating maintenance, establishing priorities, and accounting for expenses relating to fleet management functions. 4. Maintains an active fleet list and records associated with the proper management of assets. 5. Conducts asset assessments to ensure cost effectiveness and has the authority to designate assets as uneconomically repairable. 6. Monitors contracts and subcontracts relating to the maintenance and fueling of fleet assets to ensure efficient and effective operations. 7. Recommends policy and procedures on fleet maintenance, operations, and management. 8. Provide status reports as appropriate. 9. Provides administrative support, as directed by the Central Services Director, to the Administrator on processing of vehicles requested to be driven home by employees and Department Heads. 10. Responsible for the managed fuel program. 11. Responsible for administration associated with obtaining vehicle license tags, titles and registrations. 12. Responsible for the proper disposal of excess, surplus assets and property (excluding real estate) as required by policy or as directed by the Administrator, Commission or Elected Official having authority over said property. SECTION II OPERATIONS 2.01 USE OF GOVERNMENT ASSETS: 1. Government assets will be used “For Official Use Only” and are to be operated in a safe, legal and prudent manner. The use of assets will be for the convenience of the government, not the employee. 2. Augusta, Georgia vehicles may be used when on official travel status between the place of departure, in Augusta, Georgia to a place of business and the place of temporary lodging. The vehicle may be used to transport the employee(s) to eating establishments or to obtain medical assistance (including drug store) while in a travel or training status. 3. Employees working at job sites away from their normal work place (“headquarters”) may use their assigned government vehicle for transportation during eating periods when on duty if: a. It is more advantageous to Augusta, GA that the vehicle not to return to the headquarters. b. When the driver’s duties are such that returning to the primary job site would result in more miles being put on the vehicle. 4 c. If the employee is authorized to drive the vehicle home. 4. Smoking of tobacco products in government vehicles is prohibited. 5. Seat belts will be worn at all times inside of Augusta, GA vehicles. 6. Family members may not be transported in government vehicles. Family members who are employees of this government may not be given rides to and from work, on a daily/routine basis, unless the employee driver and the employee rider are required at the same location. 7. No employee is authorized to modify, uninstall, or install any electronic device that requires connecting to any existing wiring within the vehicle (wiring harness, battery, or fuse box). The use of electrical outlets, as provided by the manufacturer, is authorized. 2.02 UNAUTHORIZED VEHICLE USE: 1. Any use for personal purposes other than commuting/travel which has been authorized. 2. Transport of hitchhikers, family member or anyone that is not an employee of Augusta. 3. Transport of cargo that is not related to the performance of official Augusta, Georgia business. 4. Transport of any hazardous materials such as acids, explosives, weapons, ammunition or highly flammable material, except by specific authorization or in an emergency. 5. Transporting any political campaign literature or matter to engage in soliciting votes or to transport any person or persons soliciting votes in any election or primary. 6. Transporting alcoholic beverages or contraband (unlawful drugs, weapons or other restricted items. 2.03 DISCLAIMER OF LIABILITY: Employees who are in violation of this policy by transporting family members, persons not employed by this government, or any unauthorized passengers or using Augusta, GA assets for any purpose other than “Official Business” which results in physical damage and/or bodily injury may: 1. be personally responsible for any and all damages to property or person(s) resulting from the accident and/or; 2. be personally responsible for any and all medical related costs resulting from the accident and/or; 3. be subject to disciplinary action up to and including termination of employment as determined by the Augusta, GA Personnel Policy and Procedures Manual 2.04 DRIVING VEHICLES HOME: 1. Authorization to drive an assigned vehicle home must be approved, in writing, by the Administrator. Requests will be reviewed each year. 2. Approvals will be granted only when allowing the employee to drive the vehicle home is for the convenience of Augusta, Georgia. 3. Department heads must enclose a full justification on the request for “Authorization to Drive a Government Vehicle Home” form. The completed form will be sent to Fleet Management for additional information and forwarded to Risk Management for comment. 4. For an employee to drive a vehicle home: a. a real need must exist and the need is for the convenience of the government b. the employee is on 24 hour on-call c. the employee is frequently required to work outside of normal business hours 5 d. the employee responds to after-hours emergencies at locations other than their normal business location 5. IRS Publication 15-B establishes that some drive home vehicles are considered as a Fringe Benefit. This publication requires a value to be established for this benefit and the employee will pay taxes on that value. 2.05 OUT OF COUNTY USE: 1. Drivers of government vehicles may drive out of the County boundaries, to adjacent counties, when the department mission requires. This would be in the course of routine requirement of the respective department. The “Out of County Travel Notification” form is not required if traveling to adjacent counties for short periods of time, less than 8 hours. 2. Government vehicles planning to go beyond the boundaries of Richmond County are required to provide an approved “Out of County Travel Notification Form” from Risk Management prior to travel. 2.06 POOL CARS: Fleet Management maintains a limited amount of vehicles for use by employees. Priority of use is for employees going out of town for training events, seminars, workshops and coordination with other agencies. If available, vehicles may be reserved for local travel for job related requirements, for short periods. Reservations can be made by contacting Fleet Management. Employees that take a pool vehicle outside the boundaries of Richmond County are required to have completed the “Out of County Travel Notification” form through Risk Management. 2.07 DECALING OF AUGUSTA, GA VEHICLES: (O.C.G.A. § 36-80-20) 1. Fleet Management follows the Official Code of Georgia Annotated (O.C.G.A. § 36-80- 20) Local Government provisions regarding decals or seals required on vehicles owned or leased by Augusta, Georgia. 2. All vehicles, other than public safety vehicles, will have the asset number affixed to the front and rear of the vehicle. 2.08 VEHICLE COLORING: Augusta, Georgia vehicles will bear the following colors. 1. Augusta, Georgia vehicles including: automobiles, pickup trucks, vans, utility body (service) and dump trucks (cab and hood) will be white in color; construction assets excluded. 2. Fire Department: As prescribed by the Fire Department Chief but will be only a single color. 3. Elected Officials are authorized to dictate the vehicle colors for their agency/department. 4. Vehicles transferred from one agency/department to another, for continued use, will be painted the approved color of the receiving agency prior to putting the vehicle in service at the gaining department. 2.09 TAGS, TITLES, AND REGISTRATION: 1. All assets will display the proper state government tag in the proper manner. 2. Tags will be removed from vehicles only by Risk Management, Shop 1 or Shop 2 personnel and processed/coordinated with Central Services. 3. The Fleet Management Division of the Central Services Department is responsible for acquiring tags, titles and registrations for each vehicle. 6 4. No tag will be transferred from one vehicle to another, including public safety vehicles. 5. Registration will remain in each vehicle belonging to Augusta, Georgia. If the registration is lost or illegible, a copy can be obtained from the Fleet Management Division of the Central Services Department 6. Lost or stolen tags must be reported to Fleet Management immediately. Fleet Management will apply for a replacement tag. 2.10 MANAGED FUEL PROGRAM: Fuel cards are accountable items and should be periodically checked/inspected by supervisors. Fuel cards are issued, as appropriate, by Fleet Management for all new assets. Fuel dispensed using the fuel card system is the property of Augusta, GA and any use of the fuel card for personal use or gain will be considered as misappropriation and/or theft of property and could lead to disciplinary action or termination. 1. Any lost card should be immediately reported as missing. Replacement or missing cards may be ordered by Fleet Management. 2. Departments should report any discrepancy or perceived violation of the card. 3. Per Department Director or Assistant Director request, supervisor cards can be issued to Supervisors for fueling small containers (5 or gallons or less) or equipment not assigned a fuel card and for correcting employee or attendant errors at fueling stations. 4. If an employee or supervisor believes an employee PIN may have been compromised they should immediately contact Fleet Management to have a new PIN issued. 5. Departments should review the monthly fuel report and investigate any noted irregularities SECTION III ADMINISTRATION 3.01 MAINTENANCE BUDGET: Fleet Management will provide a recommendation for the proposed fleet maintenance budget for all departments, with the exception of Augusta Public Transit, Environmental Services, Fire Department and Augusta Regional Airport. The budget will consider past maintenance history/charges and the total number of assets. The budget is currently broken up into Contract Cost (55.12110) and Non-Contract cost (55.12110). 3.02 ANNUAL FLEET ASSESSMENT: 1. In February of each year, or as directed by the Director of the Central Services Department, Fleet Management will calculate the number of miles or hours of use for the previous year along with lifetime mileage or hours for assets. a. In consideration of underutilized assets (5k or less miles for vehicles), departments will need to provide written justification to Fleet Management for retention requests. b. In regards to potential replacements (175k or more miles for vehicles, 125k for patrol vehicles), departments will need to provide a written request to Fleet Management for further evaluation utilizing the ‘Evaluation Matrix’. 2. The Director of Central Services will coordinate a meeting with each department Director to go over the list of vehicles prior to meeting with the Administrator for final decision. 3.03 REPLACEMENT CRITERIA: Replacement criteria is established utilizing a point system which considers; miles/hours of use, maintenance/repair costs compared to purchase price, reliability and overall condition of the asset. The included ‘Evaluation Matrix’ is a guide to 7 assist in evaluating and establishing recommendations for vehicles that qualify (could be considered) for replacement. 3.04 NEW VEHICLES: 1. Under normal circumstances, Augusta, GA assets will be replaced on a basis of need or economic reasons. Prior to the annual published budget calendar, Fleet Management will provide a report to Departments of assets that should be reviewed for replacement; replacement consideration will be based on mileage, repair history, use, and overall condition. Vehicles classified as totaled will have priority in the replacement process in the next fiscal year. Once a department has identified vehicles for replacement, the appropriate budget form, along with the supporting documents, must be submitted to Finance with their budget request and a copy forwarded to Fleet Management. 2. New vehicles will be delivered by the vendor to the appropriate repair shop for distribution to the respective departments. Departments will be notified that the vehicle is ready for issue by the Fleet Manager. Prior to being issued, the following will be completed: a. An asset number has been applied b. The vehicle is properly stenciled c. Special equipment (other than bid specification items) mounted and operational d. A vehicle safety inspection is performed e. The vehicle has been added to the Fleet List f. A vehicle fuel card ordered. 3. The gaining department must turn in the old vehicle before the time of pickup (if the vehicle was purchased as a replacement), unless a turn in has already been made. 4. Any vehicle which is non-operational and non-repairable will be turned in to the appropriate shop for disposal. Vehicles in the above mechanical status will NOT be stored at the respective department pending the arrival of a new/replacement vehicle. A completed Fixed Asset Tracking Form serves as a valid turn in document. The tracking form will be sent to the Fleet Manager for processing. 3.05 ASSET TRANSFERS: 1. Vehicles transferred from one department to another department must have approval from the Administrator. Fleet Management will assist with the necessary administration to submit the request for review by Administration. Any repairs needed to the asset should be done prior to the transfer. 2. Assets that are transferred from one division to another within a department will be reported to Finance and Fleet Management on the “Fixed Asset Transaction Document”. 3. Assets cannot be transferred between “funds”; e.g., a vehicle from an enterprise fund to a general fund, unless the asset is purchased by the receiving “fund”/department. 4. Vehicle transfers will be made to replace vehicles NOT add to a department’s inventory of vehicles. 5. If approved the Fleet Manager will notify the gaining department and provide copies of the approved request to: a. Finance: Attention Fixed Assets b. Central Services c. General Manager of the Contract Maintenance provider d. Department Head of the loosing vehicle 8 6. The gaining department will be responsible for: a. Repainting, if necessary b. Maintenance c. Re-stenciling d. Ensuring the vehicle meets the criteria for department operations as set forth in this policy e. Coordination with Central Services for tag transfer f. Coordination with Finance for Asset transfer 3.06 DISPOSAL OF ASSETS: Accountable assets owned by Augusta, Georgia will be disposed of by public auction, unless otherwise directed by the approving authority. The exception is for vehicles involved in vehicle accidents and classified as totaled by Risk Management. In cases of totaled vehicles, every effort will be made to make use of usable parts before taking the vehicle to a recycling center for scrap metal. Departments turning in vehicles or equipment for auction will be responsible for removing any items or trash. Fleet Management will be responsible for disposing of assets though Public Auction. 1. Vehicles which are excess to the department needs, uneconomically repairable, or damaged beyond repair, will be turned in to the appropriate Shop for auction or salvage sales. Fleet Management will ensure a ‘Fixed Asset Transaction Document’ is submitted to the Finance Department for every auctioned or salvaged asset. a. The Fleet Manager will prepare a list of vehicles by asset number, year, make, model, and vehicle identification number. b. The list will be coordinated with those departments, which the vehicles came from to ensure all vehicles are no longer needed. c. The list will be sent to the Administrator to declare the vehicles excess/surplus. 2. Confiscated vehicles, awarded by the court to the Sheriff’s Office, may be turned over to Augusta, GA for disposal through Fleet Management. 3. Revenue from the sale of Fleet vehicles will be deposited in the appropriate account, as designated by the Finance Department. a. Proceeds from the sale of vehicles, originally purchased from enterprise funds will be deposited in enterprise fund accounts. b. Proceeds from the sale of vehicles, originally purchased for grant funds will be deposited in grant fund accounts. c. Revenue from the sale of confiscated vehicles will be distributed as directed by law. 3.07 VEHICLE and/or EQUIPMENT ABUSE: Employees driving or using Augusta, Georgia assets are responsible for the overall upkeep of their assets. Failure to perform daily checks, keep their assets clean and serviced, make the vehicle available for servicing, or use their asset for anything other than its intended official use constitutes asset abuse (beyond normal wear and tear). Employees are subject to having their privileges revoked for Augusta, Georgia assets. If damage is associated with the misuse of assets, a damage assessment may be directed by the Safety Review Committee. 9 APPENDIX I REPLACEMENT EVALUATION MATRIX Factor Point Descriptions Miles/Hours One point for each: Vehicles 10,000 miles driven Equipment 1,000 hours (large) or 500 hours (small) of use Type of Service 1 Point - Administrative or Passenger Transport 3 Points - Public Service Work 5 Points - Severe Duty Service M&R Costs Points based on total life M&R costs (excluding accident damage repair) compared to assets original purchase price. 1 Point - Less than 23% of Purchase Price 2 Points - Between 24-48% of Purchase Price 3 Points - Between 49-73% of Purchase Price 4 Points - Between 74-99% of Purchase Price 5 Points - Equal to or greater than purchase price Reliability Points based on the frequency that an asset is in the shop for repair over a year, if the repair is not considered preventative maintenance, a 'quick fix' or 'return' service. 1 Point - Average of once a quarter 3 Points - Average of once a month 5 Points - Average of two times a month 10 Condition Points based on overall body and interior condition, accident history, anticipated repairs, etc. Scale of 1 (Excellent) through 5 (Poor). Ranges <18 Excellent 18-22 Good 23-27 Qualifies for Replacement 28> Needs Immediate Consideration APPENDIX II REPLACEMENT EVALUATION FORM Asset Information Department Name: Date: Org Key: Vehicle Description: Asset Number: Assigned Use: Signature of Director/Elected Official: Purchase Date: Purchase Price: Current Mileage: Replacement Criteria Scoring Score Details Miles/Hours Type of Service 11 M&R Cost Reliability Condition Total Score Fleet Manager Recommendation: Planned Replacement Year: Funding Source: Fleet Manager Approval: Central Services Director Approval: Fleet Comparison Data 1/19/2021 Light Patrol Light Patrol Light Patrol Athens, Clark Co 120,000 120,000 8 8 Augusta, GA 125,000 125,000 8 4 737 367 Columbia County, GA 120,000 125,000 NA NA 400 300 Columbus, GA 120,000 100,000 12 7 120 500 Covington, GA 100,000 85,000 10 8 80 100 Fulton County, GA 100,000 125,000 5 2 700 300 Georgia State Patrol 135,000 135,000 NA NA Macon, Bibb Co.200,000 180,000 7-9 7 Marietta, GA 6 - 7 400 170 Savannah, GA NA NA 7 5 600 406 Location 750 Unknown 700 Uses Point System Miles Years Vehicle Inventory CSD Fleet Management Division Low (<5k) Mileage Utilization Report ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 208121 2008 Ford E150 MILES 775 1213 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 214179 2015 Chevrolet Impala MILES 8949 3415 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 204329 2005 Ford Explorer MILES 2734 2021 210147 2011 Ford Ranger MILES 1960 945 213172 2013 Ford F150 MILES 1913 2281 213173 2013 Ford F150 MILES 2503 948 214142 2014 Ford Focus MILES 2075 894 214143 2014 Ford Focus MILES 2008 537 214145 2014 Ford F150 MILES 3068 1829 215201 2016 Chevrolet Impala MILES 2970 3583 218183 2018 Ford Escape MILES 4724 3510 219104 2019 Ford Escape MILES 1304 3671 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 218182 2018 Ford F150 MILES 6017 909 974027 1998 Ford F150 MILES 1321 967 994085 2000 Ford F250 MILES 6431 861 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 208152 2008 Ford F250 MILES 7988 4740 209274 2011 Ford/Altec F550/AT37-G MILES 1675 2606 994443 2000 Ford F250 MILES 7230 1130 994444 2000 Ford F250 MILES 11569 2598 F02299 2003 Ford F150 MILES 5513 2363 F02316 2003 Ford F150 MILES 7642 3570 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 994424 2000 Ford E150 MILES 1237 1793 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 206051 2006 Ford Crown Victoria MILES 18205 3770 206209 2007 Chevrolet Impala MILES 7073 345 209085 2009 Chevrolet Impala MILES 5872 4842 217164 2017 Ford Explorer MILES 5566 3202 PROCUREMENT CENTRAL SERVICES-RECORDS RETENTION DISTRICT ATTORNEY CENTRAL SERVICES-PHINIZY CENTRAL SERVICES-CONSTRUCTION TAX ASSESSORS COMPLIANCE 1/20/2021 CSD Fleet Management Division Low (<5k) Mileage Utilization Report ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 205074 2005 Ford Crown Victoria MILES 5296 2264 208099 2008 Chevrolet Impala MILES 4462 2010 208120 2008 Chevrolet Impala MILES 166 701 209087 2009 Chevrolet Impala MILES 3772 2893 210072 2010 Ford Crown Victoria MILES 3553 759 210273 2011 Ford Crown Victoria MILES 3444 2034 212016 2012 Chevrolet Impala MILES 7753 1439 212064 2013 Ford Interceptor MILES 7006 4088 213239 2014 Dodge Charger MILES 14401 3799 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 211200 2012 Chevrolet Impala MILES 9773 4538 219098 2019 Dodge Charger MILES 1492 3148 994400 2000 Ford Ranger MILES 2603 81 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 207213 2008 Ford Explorer MILES 1994 951 212021 2013 Ford Explorer MILES 5738 4819 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 209133 2009 Chevrolet Express 3500 MILES 3557 2989 209176 2010 Ford F250 MILES 8234 2597 210175 2010 Ford F150 MILES 6153 2784 211222 2013 Ford Explorer MILES 4727 1493 213189 2014 Ford F250 MILES 3557 3894 214169 2014 Ford F150 MILES 3465 2324 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 204334 2005 Ford Ranger MILES 2877 4018 206109 2006 Ford F150 MILES 10671 1784 210150 2010 Ford Explorer MILES 5124 1947 213136 2014 Ford Explorer MILES 4005 2576 214180 2014 Ford F150 MILES 1609 4910 218168 2018 Ford Escape MILES 6456 3160 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 043071 1993 International 4700 MILES 1921 2727 208236 2009 International/A 4300/LRV58 MILES 3314 2250 216006 2016 Ford Transit 350 MILES 3914 2715 ANIMAL SERVICES ENGINEERING ENGINEERING-MAINTENANCE MARSHAL ARCCI CORONER 1/20/2021 CSD Fleet Management Division Low (<5k) Mileage Utilization Report 994454 2001 Ford F550 MILES 3163 3497 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 213140 2014 Ford Explorer MILES 9239 4261 215140 2015 Ford F150 MILES 2761 2207 218173 2018 Ford F150 MILES 4103 2812 994455 2001 Ford/Altec F450/AT35G MILES 281 653 994491 2001 Dodge 2500 MILES 2571 4706 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 214001 2013 Suzuki Super Stalker MILES 3618 1603 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 041105 1995 Ford F150 MILES 1075 730 206169 2006 Chevrolet 1500 MILES 8992 3142 208119 2008 Ford Ranger MILES 1388 1793 208235 2008 Dodge Caravan SE MILES 2772 2065 208287 2008 Chevrolet 2500 MILES 6121 130 213167 2014 Ford E350 MILES 4074 1631 213168 2014 Ford E350 MILES 4098 2348 214249 2015 Ford Transit 350 MILES 2805 2315 214251 2015 Ford Transit 350 MILES 6322 3832 214252 2015 Ford Transit 350 MILES 6223 4607 215151 2016 Ford F250 MILES 5580 3270 216001 2016 Ford Transit 350 MILES 5875 4009 216002 2016 Ford Transit 350 MILES 5478 4492 216003 2016 Ford Transit 350 MILES 6429 4135 216186 2016 Ford Transit Connect MILES 5170 3589 217227 2018 HINO 268A MILES 2673 1081 219001 2019 Ford Transit 350 MILES 4377 4682 219002 2019 Ford Transit 350 MILES 3715 3184 219198 2019 Ford F150 MILES 1435 219200 2019 Ford F150 MILES 3528 970064 1997 Ford F250 MILES 632 873 994242 2000 Ford Ranger MILES 1046 1670 F02297 2003 Ford E350 MILES 2241 1104 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 203238 2004 Ford E350 MILES 4426 1592 219201 2019 Ford F150 MILES 1887 RECREATION-TREES & LANDSCAPE ENGINEERING-TRAFFIC ENGINEERS RECREATION-RIVERWALK RECREATION 1/20/2021 CSD Fleet Management Division Low (<5k) Mileage Utilization Report 994212 2000 Isuzu NPR MILES 1645 849 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 214186 2015 Ford F250 MILES 10859 1835 994161 1999 Ford Ranger MILES 4237 2259 994167 1999 Ford Ranger MILES 2026 4068 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 212123 2012 Chevrolet Impala MILES 10981 4930 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 209005 2009 Ford Ranger MILES 4270 5 209011 2009 Ford Ranger MILES 31 351 210148 2011 Ford Ranger MILES 2923 2247 219202 2019 Ford F150 MILES 3789 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 215193 2016 Chevrolet Impala MILES 6168 2982 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 209003 2009 Ford Ranger MILES 782 1289 209004 2009 Ford Ranger MILES 2322 4671 209006 2009 Ford Ranger MILES 1007 2680 209007 2009 Ford Ranger MILES 2073 1158 209008 2009 Ford Ranger MILES 1974 302 209009 2009 Ford Ranger MILES 2852 2591 209010 2009 Ford Ranger MILES 4871 294 209012 2009 Ford Ranger MILES 4596 2307 209013 2009 Ford Ranger MILES 4216 1252 216165 2017 Ford Explorer MILES 5759 3134 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 210146 2011 Ford Ranger MILES 2323 1118 212232 2012 Ford E350 MILES 0 0 216227 2017 Ford Focus MILES 5849 718 974041 1998 Ford Ranger MILES 8138 1561 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 206091 2006 Ford F250 MILES 5957 4155 206201 2007 Chevrolet Impala MILES 3755 4427 HOUSING AND COMMUNITY RECREATION-CEMETERIES EXTENSION SERVICES CODE ENFORCEMENT SOLICITORS BUILDING INSPECTIONS 1/20/2021 CSD Fleet Management Division Low (<5k) Mileage Utilization Report 208026 2008 Ford E350 MILES 6528 3239 208101 2008 Chevrolet Impala MILES 9757 4566 208105 2008 Chevrolet Impala MILES 6604 1991 208297 2008 Chevrolet Malibu MILES 3093 1143 210039 2010 Chevrolet Impala MILES 10261 2889 210043 2010 Chevrolet Impala MILES 6180 915 210065 2010 Chevrolet Impala MILES 9793 1690 212013 2012 Chevrolet Impala MILES 10427 3855 219295 2019 Dodge Charger MILES 4858 994360 1999 GMC Sierra MILES 1627 1167 F02321 2003 Ford Crown Victoria MILES 1666 583 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 204204 2005 Ford Crown Victoria MILES 3549 472 AP21064 1992 Ford E150 MILES 777 654 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 204074 2004 Ford E250 MILES 0 555 207093 2007 Ford F150 MILES 2131 638 207138 2008 Ford F250 MILES 1554 1182 207217 2008 Chevrolet Impala MILES 488 20 207251 2007 GMC Yukon MILES 4894 3162 210045 2010 Chevrolet Impala MILES 330 0 211070 2011 Dodge LXDH48 MILES 7318 4799 984144 1997 Ford/Altec F450/AT35G MILES 1275 1049 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 203062 2003 Ford Crown Victoria MILES 2477 636 203221 2004 International 4300 SBA LP MILES 289 184 203295 2003 Pontiac Grand Prix MILES 448 1404 205083 2006 Ford Crown Victoria MILES 757 300 205096 2006 Ford Crown Victoria MILES 130 83 205112 2005 Ford Crown Victoria MILES 7729 4405 205294 2006 International 4400 SBA MILES 528 418 206088 2007 Ford Crown Victoria MILES 0 2405 207015 2007 Ford Crown Victoria MILES 8097 773 207033 2007 Ford Crown Victoria MILES 4548 1796 207039 2007 Harley Davidson FLHPI MILES 67 0 207040 2007 Harley Davidson FLHPI MILES 732 0 207045 2007 Ford Crown Victoria MILES 9916 3770 RCSO-CID RCSO-COMMUNITY SERVICES RCSO-NARCOTICS 1/20/2021 CSD Fleet Management Division Low (<5k) Mileage Utilization Report 208069 2009 Ford Crown Victoria MILES 4964 2026 208079 2008 Ford Crown Victoria MILES 4010 201 208293 2008 Ford F450 MILES 950 787 209021 2008 Ford F550 MILES 688 807 209079 2009 Ford Crown Victoria MILES 2160 72 209116 2009 Honda ST1300PA MILES 0 0 209218 2010 Ford F550 MILES 321 549 210102 2010 Ford Crown Victoria MILES 8367 381 210169 2009 Honda ST1300PA MILES 0 0 210170 2009 Honda ST1300PA MILES 271 115 210198 2011 Ford F250 MILES 2610 282 210308 2011 Ford Crown Victoria MILES 13741 2373 210310 2011 Ford Crown Victoria MILES 2672 142 210312 2011 Ford Crown Victoria MILES 6589 2564 211121 2011 Honda ST1300PA MILES 2670 372 212041 2013 Ford Taurus MILES 18927 375 212052 2013 Ford Taurus MILES 12199 1078 212106 2011 Honda ST1300PA MILES 6568 1948 212107 2011 Honda ST1300PA MILES 20321 0 213080 2013 Dodge Charger MILES 3834 3683 213271 2013 Honda ST1300PA MILES 868 0 215146 2015 Honda ST1300PA MILES 2100 0 994285 2000 Ford Crown Victoria MILES 146 146 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 206206 2007 Chevrolet Impala MILES 5086 1618 206212 2007 Chevrolet Impala MILES 5620 1902 210042 2010 Chevrolet Impala MILES 24219 3075 994462 2001 Isuzu NPR MILES 0 150 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 210067 2010 Chevrolet Impala MILES 9367 3467 217005 2016 Chevrolet Suburban MILES 6591 4628 219084 2019 Ford Transit 350 MILES 1695 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 204353 2005 Ford Explorer MILES 12795 254 206040 2006 Ford Crown Victoria MILES 6129 4376 206090 2007 Ford Crown Victoria MILES 4307 3108 208070 2009 Ford Crown Victoria MILES 15866 3579 RCSO-ROAD PATROL RCSO-TRAINING RANGE RCSO-ADMINISTRATION RCSO-CIVIL & FUGITIVE 1/20/2021 CSD Fleet Management Division Low (<5k) Mileage Utilization Report 210274 2011 Ford Crown Victoria MILES 10039 3620 210275 2011 Ford Crown Victoria MILES 12296 4624 211209 2011 Ford Crown Victoria MILES 8863 3413 F02325 2003 Ford Crown Victoria MILES 8425 3437 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 204153 2005 Ford Crown Victoria MILES 2119 913 205094 2006 Ford Crown Victoria MILES 8194 2786 207034 2007 Ford Crown Victoria MILES 4509 1993 208083 2008 Ford Crown Victoria MILES 4923 2285 212018 2012 Ford E350 MILES 8214 4912 212189 2013 Ford E350 MILES 16671 4821 216005 2016 Ford Transit 350 MILES 15548 4327 219204 2019 Ford Transit 350 MILES 4699 994141 1999 Ford E350 MILES 9807 2976 994146 1999 Ford E350 MILES 11498 3931 994470 2001 Ford Pacer II MILES 311 567 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 204258 2005 Ford/Altec F550/AT-35G MILES 11 2511 984142 1998 Ford Ranger MILES 6094 2942 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 205004 2005 Ford Ranger MILES 1520 2112 205005 2005 Ford Ranger MILES 2522 937 207002 2007 Ford Ranger MILES 607 933 207232 2008 Ford Explorer MILES 3860 2843 209097 2009 Ford Explorer MILES 1130 952 214217 2014 Ford F150 MILES 4752 3596 216007 2016 Ford Explorer MILES 1589 1109 218203 2018 Ford Escape MILES 1774 1664 F02092 2002 Ford Ranger MILES 1192 1769 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 206059 2006 Ford Ranger MILES 3631 1842 208146 2008 Ford Ranger MILES 9175 4620 208149 2008 Ford Ranger MILES 6672 4715 219186 2019 Ford F150 MILES 1580 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE ENGINEERING-STREET LIGHTS UTILITIES-ADMINSTRATION RCSO-JAIL UTILITIES-CUSTOMER SERVICE 1/20/2021 CSD Fleet Management Division Low (<5k) Mileage Utilization Report 203116 2003 Ford F250 MILES 7246 3855 203183 2003 Ford Explorer MILES 2614 3409 203186 2003 Ford Ranger MILES 7073 4760 203187 2003 Ford F250 MILES 5700 4251 204200 2004 GMC C7500 MILES 3555 3342 204231 2005 Sreco F450 MILES 3525 2802 205219 2005 Ford E450 MILES 0 465 205262 2006 Ford F450 MILES 3547 4366 205264 2006 Ford Ranger MILES 6118 87 208036 2008 Ford F450 MILES 6078 2204 208153 2008 Ford F450 MILES 3855 4578 208154 2008 Ford F450 MILES 3682 3836 208161 2008 Ford F150 MILES 13404 4144 209099 2009 Ford Ranger MILES 3701 33 210127 2011 Ford F750 MILES 3285 3851 210135 2011 Ford F550 MILES 11615 4831 210161 2010 Ford F150 MILES 10237 2041 211074 2012 Sreco F550 MILES 5691 4933 218277 2018 Ford F150 MILES 5407 4033 218325 2018 Ford E450 MILES 6457 3880 984158 1998 Ford Ranger MILES 2861 4438 F00090 2001 Ford Ranger MILES 4608 290 F02130 2003 International 4200 MILES 792 529 F02293 2002 Ford / Terex F750XL/BT3063 MILES 0 268 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 207239 2008 Ford F150 MILES 5169 1866 208185 2008 Ford E350 MILES 290 515 209093 2009 Ford F150 MILES 1320 506 209112 2009 Ford F350 MILES 6267 4881 211077 2011 Ford F350 MILES 4817 2940 214173 2015 Ford F350 MILES 5155 3133 214174 2015 Ford F350 MILES 6577 4018 217163 2017 Ford Explorer MILES 5782 4060 218215 2018 Ford F150 MILES 3074 2230 218232 2019 Ford Transit 350 MILES 699 0 F02131 2003 International 4200 MILES 789 569 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 205170 2005 Ford Ranger MILES 3845 2589 UTILITIES-FORT GORDON UTILITIES-CONSTRUCTION UTILITIES-RWPS 1/20/2021 CSD Fleet Management Division Low (<5k) Mileage Utilization Report 208205 2008 Ford Ranger MILES 3993 2762 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 203192 2003 Ford Ranger MILES 402 50 209098 2009 Ford Ranger MILES 1573 2055 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 203006 2003 Ford F250 MILES 2482 1011 204043 2004 Ford Ranger MILES 2165 1281 212140 2012 Ford F150 MILES 4396 4759 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 208158 2008 Ford E350 MILES 3787 3959 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 203189 2003 Ford F150 MILES 4602 2534 203191 2003 Ford F250 MILES 6201 3892 203193 2003 Ford F250 MILES 4308 2221 204232 2005 Ford/Altec F550/AT-35G MILES 8572 399 208157 2008 Ford Ranger MILES 1556 4067 208159 2008 Ford F150 MILES 6573 1379 208160 2008 Ford F150 MILES 5298 4328 209114 2009 Ford F250 MILES 5133 2267 213141 2013 Ford F150 MILES 5889 4138 214226 2015 Ford F350 MILES 11854 3098 216015 2016 Isuzu NPR HD MILES 9891 0 219192 2019 Ford F150 MILES 447 2546 F02134 2003 International 4200 MILES 568 181 f02319 2003 Ford Ranger MILES 5952 2840 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 043076 1995 International 4900 MILES 3278 1865 053048 1992 International 8200 MILES 50 74 203246 2004 Ford E350 MILES 458 708 204325 2005 GMC C7500 MILES 100 71 204343 2005 Ford E350 MILES 2415 221 210149 2010 Ford Explorer MILES 9855 4349 212116 2012 Ford E350 MILES 3388 4089 212120 2012 Ford E350 MILES 3306 1929 212121 2012 Ford E350 MILES 7523 3636 UTILITIES-FACILITIES MAINTENANCE UTILITIES-CANAL MAINTENANCE UTILITIES-MAX HICKS PLANT UTILITIES-FILTER PLANT 1/20/2021 CSD Fleet Management Division Low (<5k) Mileage Utilization Report 212122 2012 Ford E350 MILES 3957 2138 213006 2013 International 4300 SBA MILES 8553 4772 213232 2014 Ford E350 MILES 6905 3771 213233 2014 Ford E350 MILES 10725 3708 214250 2015 Ford Transit 350 MILES 6371 4076 994131 1999 Ford E350 MILES 2590 388 994219 2000 International 4700 MILES 754 3271 994223 2000 International 2554 MILES 5271 3969 994449 2001 International 4700 MILES 3800 2357 995201 2001 International 4700 MILES 606 600 F00331 2002 International 4700 MILES 699 556 F02285 2003 International 4200 MILES 8069 2108 F02313 2003 Ford E350 MILES 2671 1488 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 214168 2015 Chevrolet Impala MILES 3262 3231 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 215013 2015 Ford Transit 350 MILES 7921 2722 219017 2019 ELKHART EC II MILES 4565 219116 2019 Ford F250 MILES 1950 994421 2000 Ford Explorer MILES 1991 1571 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 994436 2001 Dodge 2500 MILES 1693 2316 994476 2000 Ford F250 MILES 437 310 ASSET NUMBER YEAR MAKE MODEL MODEL 2019 USAGE 2020 USAGE 994211 2000 Ford F250 MILES 3555 3466 994477 2000 Ford F250 MILES 2280 1962 f02314 2003 Ford F250 MILES 3436 3380 FLEET SHOP 2 FLEET SHOP 1 FLEET MANAGEMENT RISK MANAGEMENT STORMWATER UTILITY 1/20/2021 Summary Table - High Mileage 1/20/2021 Department 125,000 to 149,999 150,000 to 174,999 175,000 to 199,999 200,000 or More Total Animal Services 1 1 2 Central Services 5 1 6 District Attorney 1 1 2 Engineering 14 10 3 1 28 Juvenile Court 1 1 Marshal 2 1 3 Planning and Development 1 1 RCSO 70 59 29 16 174 Recreation and Parks 6 1 7 Utilities 18 4 22 Total 118 77 34 17 246 1997 FLEET MANAGEMENT OPERATIONS AND MAINTENANCE POLICY RON CROWDEN 1 INDEX PARAGRAPH DESCRIPTION PAGE A Policy Statement 2 B Responsibilities 2 Administrator 2 Department Heads 2 Fleet Manager 3 Director Purchasing 3 Risk Management 4 Supervisors 4 Drivers 5 C Use of Augusta-Richmond County Vehicles 6 D Authorization to Drive Home 8 E Out of County Use 8 F Vehicle Markings 9 G Vehicle Coloring 9 H Tags 10 I Fuel Cards 10 J New Vehicles 10 K Vehicle Transfers 11 L Excess and Salvage Vehicle Auctions 12 M Vehicle Abuse 14 N Damaged Vehicles 15 O Automobile Allowances 15 P Mileage Reimbursement 15 The proponent agency for this policy is the Finance Office (Attention: Fleet Manager). Any comments, questions or recommendations should be referred to: Augusta – Richmond County Fleet Manager. The provisions of this policy applies to g0overnemtn owned or leased vehicles and equipment; it does not apply to privately owned vehicles and equipment owned by employees 2 FLEET MANAGENT, OPERATONS AND MAINTENANCE A. POLICY: Vehicles belonging to the Augusta-Richmond County Commission will be maintained and operated in a legal, safe and prudent manner, consistent with all Federal, State and local laws and ordinance. The proper management of vehicles is the responsibility of all supervisors, managers, and directors. Every effort will be made to eliminate misuse, misappropriation and abuse of vehicles and/or equipment belonging to the government. Employees responsible for driving vehicles will ensure the vehicle is available for maintenance consistent with the appropriate maintenance schedule(s). It is the responsibility of every employee of Augusta-Richmond County, regardless of position, to support a cost effective operation. Vehicles and/or allowances, associated with private vehicle use for official business, will not be used for salary compensation. B. RESPONSIBILITIES: 1. Administrator: a. Has authority for the management, operations and maintenance of all Augusta- Richmond County (A-RC) motor vehicles and equipment, as provided by the powers entrusted to the position of Administrator by the Commission. b. Establish department vehicle allowances and approves annually department motor vehicle authorization for vehicles to be driven home. c. Recommend surplus vehicles for auction/salvage sales to the Commission (See Fixed Asset Policy: proponent agency is Comptroller’s Office). 2. Department Heads: a. Responsible for the safe, economical and efficient management, operations and maintenance of A-RC motor vehicles assigned to their departments. b. Ensure all vehicles receive scheduled service/maintenance with no more than a 10% variance in miles/hours as recommended by the manufactures maintenance schedule. c. Implement a system of departmental inspections to ensure drivers compliance with daily vehicle and/or equipment inspections. d. Implement procedures to insure vehicle and driver accountability (dispatch). 3 e. Insure departmental vehicles are clean (interior and exterior) and reflects a professional appearance. As a minimum, vehicles will be cleaned once each week. f. Periodically review justification for vehicles being driven hoe to insure the need exists. Annual justification will be submitted to the Administrator once each year, in June, using the form at Appendix 1. g. Implement procedures for reporting of vehicle damage/accidents to Risk Management within 24 hours of the damage occurring or being noticed. h. Submit requests for “Out of County” use at least one working day prior to the trip. Requests will be sent to Risk Management, Appendix 3. i. Insure all vehicles are properly marked, see paragraph F, below. j. May approve non-employees riding in government vehicles, when necessary to conduct official business. In these cases, the vehicle will be driven by an employee. 3. Fleet Manager: a. Responsible for the management functions of fleet operations and maintenance. Serves as the central point of contact between Department Heads and contract services in support of the fleet and operational equipment belonging to Augusta- Richmond County. b. Develop or review all equipment specifications (prior to bidding process by Purchasing) for practicality, economy, standards and need. Recommends standard classes and specifications as policy. c. Maintain an active fleet list and records associated with proper management of vehicles and operational equipment. d. Conduct vehicle and equipment assessments to ensure cost effectiveness and has the authority to designate vehicles and equipment as uneconomically repairable. e. Monitor contract service operations and costs to ensure efficient and effective operations. f. Recommend policy and procedures on fleet maintenance, operations and management. 4 g. Provided status reports as appropriate. h. Provide administrative support to the Administrator in “annual vehicle justification” for vehicles being driven home. i. Establish procedures to conform to policy. 4. Director, Purchasing: a. Coordinate/conduct vehicle auctions of excess vehicles belonging to Augusta- Richmond County. b. When publishing bid specifications for the purchase of vehicles, ensures vehicle specifications are in line with Augusta-Richmond County Policy; specifically as it relates to the color of the vehicles. (See paragraph G, below) 5. Risk Management: a. Provide administrative support to the Administrator in: (1) “Out of County Use of county vehicles. (2) Claims investigation/administration for vehicles involved in accidents. (3) Investigate complaints of misappropriation, misuse and abuse of vehicles and equipment. \ b. Conduct periodic safety inspections of vehicles to ensure compliance with driver inspection requirements. c. Coordinate vehicle repair incident to accidents/incidents resulting in vehicle damage. d. Upon initial hire and annually, thereafter, review driving records of employees authorized to drive government vehicles (Appendix 4). 6. SUPERVISORS: a. Ensure drivers inspect their vehicles at the beginning of each driving day and as required by law. 5 b. Ensure vehicles are clean. c. Ensure vehicles receive scheduled maintenance according to manufacturer’s recommendations for maintenance/service. d. Enforce the policies of their respective departments and this manual. e. Ensure vehicles, which are unsafe, are not driven on public highways. f. Conduct, as a minimum, weekly driver license checks of all drivers to insure proper license and presence of license. g. Ensure each driver is qualified to operate the vehicle to which assigned. 7. Drivers: a. When driving, have a valid driver’s license in his/her possession. Employees will not drive A-RC vehicles on public highways without a proper license in their possession. b. Inspect their vehicle before each driving day to ensure the items in Section III, Appendix 1 or 2 of the Safety /Risk Management Manual are in proper order. c. If carrying a trailer, inspect the trailer for safety and proper load security. d. Keep the vehicle clean inside and out. e. Immediately report damage or maintenance deficiencies to the vehicle to the supervisor. f. If driving a vehicle, which he or she is not permanently assigned to the driver, will make a visual inspection of the exterior and interior and note the condition of the vehicle. Any damage should be reported to the supervisor prior to the vehicles operation. Failure to report the damage could result in the driver being held responsible. Damages will be reported using the Augusta-Richmond County Incident Report (See Safety/Risk Management Manual). Vandalism shall be reported to the Sheriff’s Office. g. Operate the vehicle in a safe, legal and prudent manner. h. Ensure the vehicle is secured (locked) when not being driven. 6 i. Ensure the vehicle is maintained in accordance with established vehicle policies and maintenance schedules. j. Operate the vehicle only when ALL passengers are secured with seat belts. k. Ensure that no one other than Augusta-Richmond County employees ride in A- RC vehicles. Exceptions apply to law enforcement vehicles and transit vehicles and Recreation Department vans, when in the execution of required duties or for other non-law enforcement vehicles as approved by the Administrator or as indicated in Paragraph B, 2, j above. l. Report ANY traffic citations, which were issued vehicle driving an Augusta- Richmond County vehicle to their supervisor. Drivers with Class A or B licenses will report any and all citations to the supervisor as soon as possible regardless of when or the type vehicle being driven at the time cited. C. USE OF AUGUSTA-RICHOND COUNTY VEHICLES: 1. Augusta-Richmond County Motor Vehicles will be operated by employees “For Official Business” only. They are to be operated in a safe, legal and prudent manner. The operation of Augusta-Richmond County owned vehicles will be for the convenience of the government, not the employee. Driving an Augusta-Richmond County vehicle is a privilege granted by the government; as such any other use other than covered in this policy is interpreted as misappropriation and subject to disciplinary action up to and including discharge. a. The Administrator may withdraw government vehicle driving privileges of any employee for cause. Should driving a government vehicle be a job qualification, the employee may be terminated for loss of a job qualification (See Personnel Policy). b. Department Heads may withdraw government vehicle driving privileges of any employee under his/her charge, FOR CAUSE. This must be documented in writing and filed in the employees personnel file. Should driving a government vehicle be a job qualification, the employee may be terminated for loss of a job qualification. 2. Department Heads must request, in writing approval of “Summer Hire” personnel to operate A-RC vehicles. The request will include the results of a Motor Vehicle Records check through the Augusta-Richmond County Sheriff’s Department. Department Heads will provide Risk Management with a copy of the approved request along with a copy of the individual driver’s license. 7 3. Employees working at temporary sites may use their assigned government vehicle for transportation during eating periods when on duty if: a. It is more advantageous to Augusta-Richmond County for the vehicle not to return to the primary job site (headquarters). b. When the driver’s duties are such that returning to the primary site would result in more miles being put on the vehicle. c. If the employee is approved to drive the vehicle home. 4. When the vehicle is to be parked in a commercial parking lot the driver should take every precaution to park the vehicle in a protected location. This may mean passing up a parking spot next to or near the entrance and parking the vehicle away from congestion. 5. Only Certified Law Enforcement Officers, Arson Investigators, and designated personnel for the District Attorney’s Office will be authorized to carry weapons in Augusta-Richmond County vehicles. 6. Employees authorized to driver Augusta-Richmond County vehicles home may make “quick stops” at commercial establishments as long as the establishment is along the route of travel to the employee’s residence. Diversions of over a quarter mile from the route of travel are excessive and not authorized. Augusta -Richmond County vehicles will not be used during non-duty hours for travel at the convenience of the employee (personal use is not authorized). The following items are prohibited from being carried in Augusta-Richmond County vehicles: a. Any item classified as contraband or illegal substance (Exception: Public Safety Officers when in the execution of their legal and expected duties. b. Firearms or weapons of any type except by Public Safety Officers who are certified and hold a position of employment as a Public Safety Officer. c. Alcoholic beverages. 7. Smoking of tobacco products in Augusta-Richmond County vehicles is prohibited; however, the Sheriff shall establish the policy for Sheriff’s Department vehicles. 8. Seat belts will be worn by the driver and all passengers when the vehicle is moving; see Section III, paragraph E, “Vehicle Safety”, Risk Management Manual (approved February 20, 1996). 8 9. Family members may not be transported in A-RC vehicles. Family members who are employees of Augusta-Richmond County may not be given rides to and from work, on a daily/routine basis, by an employee authorized to drive an AR-C vehicle home. The exception to this policy is that both employees are required at the same location or written permission is granted by the Administrator. 10. Any exceptions to the above listed restrictions must be made in writing and approved by the Administrator. DISCLAIMER OF LIABILITY Employees who are in violation of this policy by transporting family members or using Augusta-Richmond County vehicles for personal use and involved in a vehicle accident resulting in physical damage and/or bodily injury may: (1) be personally responsible for any and all damages to property resulting from the accident and/or (2) be personally responsible for any and all medical related costs resulting from the accident and/or (3) be subject to disciplinary action up to and including termination of employment. D. AUTHORIZATION TO DRIVE HOME: (Deleted April 2010-Adminstrator) 1. Authorization to drive assigned vehicles home must be approved, in writing, by the Administrator (Appendix 1). Requests will be reviewed every year. 2. Approvals will be granted only when allowing the employee to drive the vehicle home is for the convenience of the government. 3. Department heads must enclose a full justification in the “Comments” portion of the “Vehicle Identification/Utilization” form. Additional justification may be put on the back or on a separate piece of paper. 4. The following condition(s) must exist for consideration of “home” driving privileges: a. A real need exists and the need is for the convenience of the government and the employee must meet one of the four test criteria listed at Appendix 2. b. The vehicle is a law enforcement/public safety vehicle (Sheriff Marshal, Fire Department) and/or c. The employee resides in Richmond County (employees living outside Richmond County will not be authorized to drive their vehicles to their residents). Sheriff’s Department employees authorized to take Department vehicles home may exceed Richmond County boundaries up to seven (7) miles; however, no vehicles are to be taken home out of state. 9 E. OUT OF COUNTY USE: 1. Drivers of government vehicles may drive out of the County boundaries when the department mission requires. This would be in the course of routine requirement of the respective department. The “out of County Travel Notification” form is not required. These requirements will be controlled at the department level. 2. Department Heads must receive authorization for the Administrator when the vehicle is to be driven out of the County boundaries (appendix 3). For such travel to seminars, training activities, civic support requirements, etc. Authority is delegated to Risk Management Manager in the event the Administrator is not available. Law Enforcement vehicles (including the District Attorney’s Office) are exempt from this provision when executing official duties (i.e.: prisoner transport, investigations, etc.) 3. Risk Management will be sent the original request and obtain a decision from the Administrator. 4. Requests must be on file with Risk Management. 5. Only the approved driver(s) will be authorized to operate the vehicle. F. VEHICLE MARKINGS: 1. All regular department, service type vehicle will bear as least an 8 inch circular decal affixed to the driver and front passenger doors of vehicles; i.e.: pick-up trucks, vans, utility dump trucks. Construction equipment will be decaled as appropriate to the type ad shape of the equipment. Vehicles assigned to Bush Field Airport may use the Bush Field logo decal. 2. Vehicles will also have a 12 inch by 3-inch decal designating the department (the length of the decal will be between 12” to 18 “depending on the length of the department name). This decal will be affixed below the circular decal. 3. All vehicle, other than public safety vehicle, will have the appropriate departmental vehicle number displayed in at least 3” letters/numbers on the left rear trunk area, readily visible from the rear and right and left fender, 4 inches forward of the leading edge of the front door. Abbreviations for each department for stenciling is included as appendix 5. 4. Exceptions to vehicle markings are not authorized without the expressed written permission of the administrator. G. VEHICLE COLORING: A-RC vehicles will bear the following colors. 10 1. Department Heads and regular department (non-public safety) vehicles including: automobiles, pickup trucks, vans, utility body (service) and dump trucks (cab and hood) will be white in color; construction equipment excluded. 2. Fire Department: as prescribed by the Fire Department Chief but will be only a single color. 3. Sheriff’s Department: As prescribed by the Sheriff. 4. Marshal’s Department: Dark Blue. 5. Vehicles transferred from the Sheriff’s Department to another A-RC Department will be painted white prior to putting the vehicle in service at the gaining department. H. TAGS: 1. All vehicles will display the proper State government tag in the proper manner. 2. Tags will be removed from vehicles only by Risk Management, Shop 1 or Shop 2 personnel and processed/coordinated with Central Services. 3. No tag will be transferred from one vehicle to another. Coordination with Central Services is required. 4. Temporary tags will be used on new vehicles until permanent tags are received. Tags removed from other vehicles (excess/salvage) will NOT be placed on new vehicles, in lieu of “paper” tags. 5. Exceptions to paragraph H, 1-4 above, are granted only to Sheriff’s Department undercover cars; however, Sheriff’s Department must notify Central Services of the transfer. I. FUEL CARDS: Fuel cards are accountable items and should be periodically checked/inspected by supervisors. Fuel cards are issued by Finance. Department Heads should request fuel cards for drivers and vehicles/equipment from Finance. Any lost card should be immediately reported as missing. Vehicles turned in as excess will have the fuel card removed from the vehicle and turned in to Finance. J. NEW VEHICLES: 1. Under normal circumstances, A-RC vehicles will be replaced on a basis of need or economic reasons. Administrative requirements associated with turn in and request for replacement vehicles can be found in the “Fixed Asset Policy” 11 2. New vehicle will be delivered by the vendor to the appropriate repair shop by the v3endor for distribution to the departments. The respective shop will notify the fleet Manager who will coordinate with Purchasing and Central Services. Departments will be notified that the vehicle is ready for issue by the fleet Manager. Prior to being issued, the following will be completed: a. An asset number has been applied (Purchasing); b. The vehicle is properly stenciled (Shop); c. Special equipment (other than bid specification items) mounted and operational (Department); d. A vehicle safety inspection is performed (Shop); e. The vehicle has been added to the Fleet List (Finance-See Fixed Asset Policy); f. Finance has been contacted and a vehicle fuel card ordered. 3. The gaining department must turn in the old vehicle before the time of pickup (if the vehicle was purchased as a replacement), unless a turn in has already been made. 4. Any vehicle which is non-operational and non-repairable will be turned in to the appropriate shop of disposal. Vehicles in the above mechanical status will NOT be stored at the respective department pending the arrival of a new/replacement vehicle. A completed Fixed Asset Tracking Form serves as a valid turn in document. The tracking form will be sent to the Fleet Manager for processing. K. VEHICLE TRANSFERS: 1. Department Heads desiring to receive vehicles from another department must request, in writing, authorization to transfer the vehicle from the Administrator. Requests will be submitted to the Fleet Manager for staffing and sent to the Administrator for final decision. 2. Vehicle transfers will be made to replace vehicles NOT add to a department’s inventory of vehicles. Refer to FIXED ASSET POLICY; dated February 8, 1995 for administrative procedures required prior to tr4ansfer (proponent agency of Fixed Asset Policy is Comptroller). 3. If approved the Fleet Manager will notify the gaining department and; 12 a. Provider copies of the approved request to: (1) Finance: Attention Fixed Assets, (2) Central Services, (3) General Manager of the Contract Maintenance provider, (4) Department Head of the loosing vehicle. b. The gaining department has financial responsibility for: (1) Repainting, if necessary (2) Maintenance (3) Re-stenciling c. The gaining department will ensure: (1) The vehicle meets the criteria for department operations as set forth in this policy, i.e.: coloring, stenciling, etc. (2) Coordination with Central Services for tag transfer, (3) Coordination with Finance for Asset transfer. L. EXCESS and SALVAGE VEHICLE AUCTIONS: 1. Vehicles which are excess to the department needs, uneconomically repairable or damaged beyond repair will be turned in to the appropriate Shop for auction or salvage sales. Departments are responsible for completing the requirements of the “Fixed Asset Tracking Form”. a. The Fleet Manager will prepare a list of vehicles by asset number, year, make, model and vehicle identification number. b. The list will be coordinated with those departments, which the vehicles came from to ensure all vehicles are no longer needed. c. The list will be sent to the Administrator to declare the vehicles excess/surplus. 13 d. Once approved a signed copy of the approval along with the vehicle list will be provided to: (1) Risk Management (2) Finance – Asset accountability (3) Central Services – title check. (4) Purchasing – auction announcement, sale coordination and execution. e. Coordination will be made between all departments listed in paragraph K, d (1) – (3) above, to establish a sale date and appropriate advertising. 2. Vehicles which have been confiscated by the Sheriff’s Department and turned over to Augusta – Richmond County may be sold at public auction when all of the following requirements have been met: a. Purchasing notifies the Sheriff’s Department of an impending auction. b. The Sheriff’s Department representative provides a list of releasable/saleable vehicles to Purchasing. c. Purchasing provides a list of vehicles to Central Services for a title check. d. Central Services notifies Purchasing of vehicles on the list whose titles are clear. e. Coordination/confirmation of cleared vehicles, auction date and coordination to move confiscated vehicles to the auction site is made between Purchasing and the Sheriff’s Department. 3. Proceeds of the Sale are as follows: a. Revenue from the sale of Fleet vehicles deposited in the “Capital Replacement Fund”. (1) Proceeds from the sale of vehicles, originally purchased from enterprise funds will be deposited in enterprise fund accounts. (2) Proceeds from the sale of vehicles, originally purchased for grant funds will be deposited in grant fund accounts. 14 b. Revenue from the sale of Confiscated vehicles will be distrusted as prescribed by the appropriate judicial authority. 4. The proponent agency for vehicle auctions, for vehicles belonging to Augusta- Richmond County is the Purchasing Department. M. VEHICLE and/or EQUIPMENT ABUSE: 1. Employees driving or using A-RC vehicles or equipment is responsible for the overall upkeep of their vehicles and equipment. Failure to perform daily checks, keep their vehicle/equipment clean and serviced, make the vehicle available for servicing, or use their vehicle or equipment for other than its intended official use constitutes vehicle/equipment abuse (beyond normal wear and tear). Employees are subject to having their driving privileges revoked for A-RC vehicles. If damage is associated with misuse, abuse, and neglect or misappropriated, a damage assessment may be directed by the Safety Review Committee for review. Examples may include, but not limited to: a. Failure to perform daily vehicle safety checks (no oil or coolant). b. Excessively dirty vehicle. c. Failure to make the vehicle available for scheduled servicing. d. Driving the vehicle in a manner or at a location which: (1) Discredits the department or Augusta-Richmond County. (2) Driving the vehicle in a location not appropriate for the type of vehicle. (3) Using the vehicle for personal use. (4) Causing or exposing the vehicle or equipment to damage beyond normal “fair wear and tear”. 2. Employees having a conviction for Driving Under the influence or more than 15 points (within 24 consecutive month period) against their Georgia Driver’s license; or 15 administrative points by the Safety Review Committee for a 3 year period (consecutive years) will not be permitted to drive an Augusta-Richmond County Vehicle. Driving records will be reviewed annually by Risk Management. Employees falling in this category and whose primary job function requires they drive 15 an A-RC vehicle may be terminated for loss of job qualification (See Personnel Policy and Procedures Manual). A 3. The Safety Review Committee may recommend to the Risk Management Committee that the driver’s A-RC driving privileges be evoked and recommend a damage assessment, based on the estimated cost of repair. The Risk Management Committee has the authority to revoke any employee’s vehicle driving privileges of A-RC vehicles. 4. Department Heads have the same authority as the Risk Management Committee but will exercise this authority in writing and forward a copy to Risk Management and the Human Resources Department for inclusion into the employees file. N. DAMAGED VEHICLES: Any A-RC vehicle, which has been involved in an accident and must be towed to the appropriate shop, will be under “quarantine” until released by the Risk Management Manager. No one is authorized to touch, remove items, more or remove parts, or otherwise physically alter any part of the vehicle unless authorized to do so by the Risk Management Manager. The only exception would be the authorized law enforcement investigator or drive of the vehicle to remove personal property or criminal evidence being transported. This will ensure protection of physical evidence for potential liability. O. AUTOMOBILE ALLOWANCES: A bimonthly cash payment may be made to compensate an employee for the availability and use, for official purposes, of a privately owned vehicle. Automobile allowances will be authorized by the Administrator only. A full justification in writing, must be made by the Department Head of the employee concerned. The test criteria at appendix 6 must by bet by the employee and explained in the written request. Employees authorized automobile allowances must possess a valid driver’s license, current vehicle registration and must have insurance of a type and level required by State law. P. MILEAGE REIMBURSEMENT: Mileage reimbursement may be authorized by the department head for an employee who must utilize his/her personal vehicles to conduct official business and who receives no other form of allowance. 1. Claims for mileage reimbursement may be authorized by the department head for an employee who must utilize his/her personal vehicle to conduct official business and who receives no other form of allowance. 2. The standard rate of mileage reimbursement shall be set annually, by the Administrator, upon the recommendation of the Finance Director/Comptroller. 16 ADMINISTRATOR: _____Approved Disapproved__________ VEHICLE IDENTIFICATION/UTILIZATION V E H I C L E DEPARTMENT:________________________________SECTION:____________________________ YEAR: _________MAKE ________________MODEL:__________________ STYLE:____________ ASSET: _________TAG #______________VIN_____________________________________________ DEPT STENCIL #: ___________ Vehicle Mounted Radio: Yes___ No___ Car Phone: Yes___No___ D R I V E R ASSIGNED/PRIMARY DRIVER: _______________________________________________________ JOB TITLE: _________________________________________________________________________ DRIVER’S LICENSE #: _________________________STATE: ____________ EXPIRES:_________ P U R P O S E (X as appropriate) □ On call Vehicle □ Inspections □ Equipment Transport □ Law Enforcement □ Public Safety □ Work/Utility Vehicle (light) □ Work Veh (heavy) □ Crew transport (Crew Cab) □Coordination □ Public Support Program □ Transit V E H I C L E U S E Estimated miles driven per week: _______ Vehicle is driven to assigned drivers residence? Yes□ No □ □ This vehicle is driven home for emergency on call basis and the driver (is) (is not) rotated. If the vehicle is driven home by the assigned driver: Employees County of residence:_______________________ Number of miles to residence (1 way) __________________ Number of days driven home each week ________________ 17 Justification for approval to drive vehicle home will be placed on the rear of this form or attached as an enclosure. Department Heads will initial only when recommending approval for the vehicle to be driven home. Submitted by _______________________________Title: _____________________________ Department Head Initials _____________________ Date: _____________________________ Appendix 2 (Take Home Vehicle Guide Lines) GUIDELINES Government Vehicle Driven Home TEST 1: The employee is (1) subject to frequent after-hours emergency call back or other unscheduled work and (2) such unscheduled work involves the first response to a real or present threat to life or property requiring an immediate response and (3) specialized vehicle, tools or equipment are required for the performance of emergency duties. TEST 2: The Employee is (1) subject to frequent after-hours call back and (2) such call back arrangements are to locations other than the employee’s normal duty station and (3) a special vehicle, tools or equipment are required to perform after-hour assignments and (4) an unacceptable delay in the response would result from the employee’s return to the normal duty station to retrieve the needed equipment. This category is normally reserved for emergency maintenance response situations where a group of employees share formal on call responsibilities on a rotational basis, typically for a week at a time. In such cases, the use of the take-home vehicle is for the period of on-call assignment only. (On-call, rotational, duties are managed at department level). TEST 3. The employee is (1) subject to frequent before/after hours call back and (2) the nature of the job requirements are unique to the employee and (3) the location of the job requirements are routinely varied and (4) an unacceptable delay in response would jeopardize job requirements from being completed which could result in a loss to this government. TEST 4. Certified Law Enforcement personnel required to use an individually assigned vehicle during their normal tour of duty may use the vehicle for commuting purposes. While not on- duty during such commutes, officers are expected to take action on incidents they may encounter. 18 OUT OF COUNTYU TRAVEL NOTIFICATION TO: Risk Management DATE:__________________ NAME OF ORGANIZATION:______________________________________________ CONTACT:_____________________________________________________________ PHONE:________________________________________________________________ DRIVER: _______________________________________________________________ DRIVER’S LICENSE #______________________________ EXPIRES______________ VEHICLE ASSET NUMBER:________________________________________________ DATE OF DEPARTURE:____________________________________________________ DATE OF RETURN:________________________________________________________ DESTINATION:____________________________________________________________ REASON FOR TRAVEL:_____________________________________________________ ___________________________________________________________________________ Number of people to be transported: ________________ Are they Employees? □Yes □ No If not an employee, explain:____________________________________________________ 19 _______________________________ Signature _______________________________ Title This request must be received by Risk Management 24 working hours (3 days) prior to the requested travel. Date: January 27, 2021 To: Mayor Hardie Davis Mayor Pro Tem Bobby Williams Commissioner John Clarke Commissioner Sean Frantom Commissioner Brandon Garrett Commissioner Ben Hasan Commissioner Jordan Johnson Commissioner Catherine Smith Mcknight Commissioner Sammie Sais Commissioner Francine Scott Commissioner Dennis Williams From: Odie Donald II, Administrator Subject: Commission Fleet Data & Mileage Request Background On January 6, 2021 the Augusta Commission directed the administrator to review the organization’s policy on vehichle milage and make a recommendation on milage usage. The current Replacement Policy was approved by the Commission in 2004 with vehicle replacement at 125k miles dating as far back as 1998 for non patrol vehicles. Although several factors are considered, mileage may be considered the major indicator for replacement. An additional important note from the review is the pending expiration of the current maintenance contract, which expires on December 31, 2021. To ensure no lapse in service, the contract will come before the Commission for an extension or go out for bid within the next thrity days (or less). Overall, the review was based on the following actions, activities, and documents. · 1998 Commission approved fleet vehicle and equipment replacement criteria and the 2004 fleet Administrator approved replacement policy · 1997 Fleet Management Operations and Maintenance Policy · County Fleet Comparison Data · American Public Works Association Replacement Guide 2001 · American Public Works Association Replacement Guide 2012 (most recent) · Low Mileage Utilization report – vehicles less than 5k miles · High Mileage Summary Staff Recommendation After reviewing previous actions, current activities, and vehichle usage, staff recommends the following: Office of the Administrator Odie Donald II Administrator Ste. 910 - Municipal Building Jarvis R. Sims, Deputy Administrator 535 Telfair Street – Augusta, GA.30901 Tony McDonald, Deputy Administrator (706) 821-2400 – Fax (706) 821-2819 · Increase the mileage replacement from 125,000 to 175,000 for light vehicles, and 125,000 for patrol vehichles. · Combine the Fleet Management Policy and the Fleet Replacement policy since the two are redundant and outdated based upon Augusta’s current operating structure · Remove the year replacement criteria, since most vehicles will reach the year mark prior to the mileage mark · Reallocate under utilized assets at the Administrator level and restrict purchases based upon low utilized fleet under assigned department. If you are in need of additional information or a briefing on the subject please contact Central Services Director Takiyah A. Douse at TDouse@augustaga.gov. Commission Meeting Agenda 2/2/2021 2:00 PM Emergency Rental Assistance Program Department:Administration Department:Administration Caption:Motion to accept funds for the Emergency Rental Assistance Program upon receipt of disbursement from the US Treasury on behalf of Augusta, Georgia. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 2/2/2021 2:00 PM Meridian Waste Georgia LLC Department:Administration Department:Administration Caption:Motion to approve Meridian Waste Georgia LLC (Meridian Waste) preferential $28.00 Municipal Solid Waste (MSW) per ton disposal rate. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Date: January 21, 2021 To: Mayor Hardie Davis Mayor Pro Tem Bobby Williams Commissioner John Clarke Commissioner Sean Frantom Commissioner Brandon Garrett Commissioner Ben Hasan Commissioner Jordan Johnson Commissioner Catherine Smith Mcknight Commissioner Sammie Sais Commissioner Francine Scott Commissioner Dennis Williams From: Odie Donald II, Administrator Subject: Meridian Waste Disposal Rate Reqeust Background Staff has received a request from Meridian Waste Georgia LLC (Meridian Waste) for a preferential $28.00 Municipal Solid Waste (MSW) per ton disposal rate. A letter dated October 2, 2020, detailing this request is attached. Augusta has previously granted preferential disposal rates to large tonnage customers. These are in the form of a separate disposal agreement or amendment to current contracts. Currently, preferential rates are granted to Orion Waste Systems, Waste Management, Inc., and Advanced Disposal (Now Waste Management, Inc.). The gate rate in which Meridian now pays is $33.50 per ton based on its current monthly tonnage. A spreadsheet detailing Augusta’s current rates to customers under preferential rates is also attached. A review of the 2019 total tons of MSW delivered by the companies with preferential pricing and Meridian Waste are as follows: • Advanced Disposal – Commercial: 98,511 tons • Advanced Disposal – Residential Contract: 24,912 tons • Orion Waste Systems – Commercial: 16,381 tons • Orion Waste Systems – Residential Contract: 33,451 tons • Meridian: 6,521 tons Summary of Findings/Staff Recommendation Meridian Waste began service in 2019. The organization was founded by executives of the former Inland Waste Systems, which was consolidated into Orion Wastes Systems. Meridian is Office of the Administrator Odie Donald II Administrator Ste. 910 - Municipal Building Jarvis R. Sims, Deputy Administrator 535 Telfair Street – Augusta, GA.30901 Tony McDonald, Deputy Administrator (706) 821-2400 – Fax (706) 821-2819 rapidly expanding its customer base. Meridian is estimating 11,904 tons being delivered in 2021. Preferential rates are granted in order to keep large scale customers using Augusta facilities and services. However, these rates limit the ability of revenue growth often required to meet increasing operational costs. The gate rate at the Deans Bridge Road Landfill has not been increased in well over ten (10) years. Operating and overhead costs continue to increase annually. One option for the Commission to consider related to contractual and waste agreement rates is invoking a CPI increase. Augusta has that ability, but has never exercised it. To date, each of the existing waste disposal agreements and arrangements have been processed by the previous Environmental Services Directors. The Legal Department has indicated all separate waste disposal agreements and amendments to the contract must obtain Commission approval before being executed. As such, staff presents this item to the Commission and recommends approval of the request based on past practices. While staff recommends approval of the rate request, it is also recommended that consideration of a CPI increase potentially be implemented in the near future. If you have questions or desire a briefing on the subject, please contact Environmental Services Director Mark Mehall at MMehall@augustaga.gov. Commission Meeting Agenda 2/2/2021 2:00 PM Update from Administrator Donald on the COVID-19 Plan presented at the Jan. 19 Commission Meeting. Request approval for the Vaccine Priority List and Telework Policy. Department:Administrator Department:Administrator Caption:Update from Administrator Donald on the COVID-19 Augusta Forward Plan presented on January 19, 2021. Request approval for the Telework Policy. Background:Administrator Donald updated Commission on the plan for employees in the COVID-19 environment on January 19, 2021 and informed Commission of the intent to finalize a Telework Policy to bring back to Commission for approval and adoption. Analysis:N/A Financial Impact:N/A Alternatives:N/A Recommendation:Approve the Telework Policy. Funds are Available in the Following Accounts: None REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Cover Memo These policies do not create a contract of employment. Employment for non-classified employees remains “at will”. rev 010621 PERSONNEL POLICY SUBJECT: TELECOMMUTING I. Statement of the Policy Augusta, Georgia (“Augusta”) supports telecommuting as an alternative work arrangement and allows Department Directors to implement telecommuting arrangements, where appropriate, for eligible employees. Telecommuting may be instituted when it is reasonable and practical to do so and where operational needs will not be adversely affected. Telecommuting is a cooperative arrangement between Augusta and an employee, based on the needs of the job, work group, and Augusta. Telecommuting is a privilege and is neither an entitlement nor an organization-wide benefit. The Department Director has right to deny the telecommuting option to individual employees and to review, modify or terminate a telecommuting arrangement at any time, for any reason or no reason at all. The Augusta Human Resources Department must review and approve all telecommuting arrangements before they go into effect. II. Applicability To be eligible, an employee’s job duties must be of such a nature that neither the employee’s physical presence at the work site nor regular in-person, face-to-face interaction with staff, visitors or the general public is a requirement of the employee’s position. III. Telecommuting Defined Telecommuting (also referred to as “teleworking” or “working remotely”) is working from home or at other off-site locations rather than from a central office or principal place of employment. Telecommuting can be informal, such as working from home for a short-term project or on the road during business travel, or a formal, set schedule of working away from the office as described below. IV. Eligibility Guidelines Telecommuting may be appropriate for some employees and jobs but not for others. Department Directors will consider several criteria when determining if an employee will be permitted to telecommute, including the employee’s proven ability to perform, high job knowledge, ability to establish clear objectives, flexibility, ability to work independently, and dependability. These policies do not create a contract of employment. Employment for non-classified employees remains “at will”. rev 010621 Directors will also consider several criteria when determining if the nature of an employee’s work lends itself to telecommuting, such as whether the job entails working alone or with equipment that can be kept at the alternative job site, whether the job has clearly defined tasks and objectives, whether the job is flexible, and whether the job has measurable work activities. All requests should be treated equitably, regardless of the employee’s reason for making the request. The following guidelines are applicable: • In any work arrangement, employees will be expected to meet the same performance standards as otherwise required, and supervisor/managers will be expected to use the same performance review criteria that were previously applicable. • Employees who propose a telecommuting agreement should ensure a safe and suitable workspace that is appropriately confidential and free of distractions and interruptions that may interfere with work. Where applicable, telecommuters will need to find ways to maintain a distinct separation between work activities and personal activities. Telecommuting is not an alternative for child care or other personal issues that may arise. • All telecommuting work arrangements are subject to ongoing review and may be terminated at any time, by either party. • Employees are expected to maintain their agreed-upon work schedules while teleworking, including their normal meal and break periods. Use of annual leave, sick leave, and other forms of leave must be arranged in the same manner for telecommuting employees as if they were working on site. Departments will establish timekeeping requirements for telecommuting employees. • All terms and conditions of employment with Augusta (e.g. duties, responsibilities, benefits, salary, etc.) remain unchanged as a result of the telecommuting arrangement. V. Telecommuting Arrangementgreement Any employee eligible for a telecommuting arrangement will be required to sign a Telecommuting Acknowledgement formgreement. A Telecommuting Acknowledgmentgreement is not a contract of employment. Either the employee or the County may terminate the employment relationship at any time with or without notice and/or cause. Any violation of Augusta, Georgia’s Augusta Ga, telecommuting policy or the individual Telecommuting Agreement may result in terminationr of the employee’s telecommuting arrangement emoval of the employee from the teleworking program and/or may result in other disciplinary action up to and including termination of employment. If a telecommuting arrangement isthe Telecommuting Agreement is terminated, employees are required to return promptly to their regular Augusta workplace and schedule within four (4) working days. Any employee who fails to return to work at his or her regular schedule If they elect not to return as requested, and do not report to work within four (4) working days, they will b may bee subject to disciplinary action and/or may be considered to have voluntarily terminated his or her their employment. Commented [JS1]: In accordance with policy, this is not necessarily true for employees who have appeal rights. They receive notice of their termination and have a right to appeal in accordance with policy. These policies do not create a contract of employment. Employment for non-classified employees remains “at will”. rev 010621 Augusta will not be held responsible for costs, damages, liabilities, or losses incurred by the teleworker employees due to a resulting from or arising out ofteleworking arrangement the Telecommuting Agreement. VI. Equipment and Workspace Although the need for specialized material or equipment in order to telecommute should be minimal, Augusta may provide equipment (hardware and/or software) if it is approved in advance by the Department Director. Equipment supplied by the organization is to be used for business purposes only. Employees who telecommute from home are subject to the same Augusta policies regarding the use of Augusta-provided equipment and services as that of employees at the regular Augusta workplace. Upon termination of employment, all Augusta property will be returned. Telecommuting employees may use their own personal computer equipment and are encouraged to do so when possible. Employees may consult with the IT Help Desk for work-related assistance for their computer at their own risk. Augusta will not be able to provide technical support for computer or telecommunications equipment that is not compatible with the equipment currently supported by Augusta. Employees will be responsible for the maintenance and repair of their own equipment. Augusta accepts no responsibility for damage or repairs to employee-owned equipment. Employees should follow the Information Technology Telecommuting Guidelines (Appendix A) in order to access Augusta electronic resources from their Augusta-provided or personal equipment. Remote access to the Augusta network may be provided to the employee at the discretion of the employee’s Department Director. Augusta will not purchase or reimburse employees for the cost of an Internet service provider or Internet use. Augusta will not be responsible for costs associated with the setup of the employee’s home office, such as remodeling, furniture or lighting, nor for repairs or modifications to the home office space. Employees are expected to maintain their home workspace in a safe manner,, which is free from safety hazards, to ensure the safety of Augusta-owned equipment.. V. Responsibilities A. Department Head/Manager or Supervisor: 1. Determine whether the employee is a good candidate for telecommuting. Consider factors such as, but not limited to, satisfactory performance and the ability to work independently. 2. Determine that the nature of work is suitable for performance from a remote site (e.g., need for confidentiality). 3. Evaluate and consider how the proposed arrangement will impact other employees or the department as a whole. Commented [JS2]: I advise against employees using personal devices for government-related work as much as possible. Given that most information/documents created by the government are public record and may be subject to Open Records Act requests, subpoenas, etc., I would advise encouraging the use of government-issued property/equipment for government work— particularly for teleworking purposes. Commented [JS3R2]: Formatted: Not Highlight These policies do not create a contract of employment. Employment for non-classified employees remains “at will”. rev 010621 4. Approve Augusta equipment and/or remote access for use at remote location, as needed. B. Employee: 1. Ensure that Augusta equipment and records in the off-site workspace are maintained in safe and secure conditions and are used only for Augusta business. 2. Ensure Augusta records are available to the department when requested. Employee should consult with department management to clarify any system back-up requirements if work is saved on a system other than the department’s server. 3. Non-exempt employees must log their actual hours worked according to the timekeeping procedures established by their departments. All employees must notify their supervisor (or designee) when leaving the telecommuting site during regular, scheduled working hours. 4. Non-exempt employees must obtain approval from supervisors in advance of working any overtime. 5. Alert the department head if external circumstances are likely to interfere with performance under the telecommuting arrangement. 6. Ensure that customer/organizational needs take precedence over the telecommuting schedule. C. Employee and Supervisor: 1. Provide time recording systems to record telecommuting hours. 2. Determine how work will be assigned and performance measured. 3. Determine the working hours on telecommuting days. 4. Prevent the arrangement from burdening the employee’s coworkers. 5. Ensure that the employee is readily available and has adequate means of communication during specific working hours. 6. Arrange for the employee to come to the primary work site when necessary, regardless of the telecommuting schedule. These policies do not create a contract of employment. Employment for non-classified employees remains “at will”. rev 010621 D. Human Resources Department: 1. Review and approve the telecommuting arrangement.agreement. Commission Meeting Agenda 2/2/2021 2:00 PM 2020 vacation pay for public safety workers Department: Department: Caption:Discuss 2020 vacation pay for public safety workers that are unable to use by the extended deadline due to work demands or staff shortage. (Deferred from the January 19, 2021 Commission Meeting) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 2/2/2021 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