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HomeMy WebLinkAbout2021-03-16 Meeting AgendaCommission Meeting Agenda Virtual/Teleconference 3/16/2021 2:00 PM INVOCATION: PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA. RECOGNITION(S) Employee of the Month for February 2021 A. Congratulations! Ms. Patricia Brown as Augusta, Georgia’s Employee of the Month for February 2021.Attachments Five (5) minute time limit per delegation DELEGATIONS B.Mr. Ingram S. Carr regarding refund of school tax payments for the last four years.Attachments CONSENT AGENDA (Items 1-24) PLANNING 1. Z-21-14 - A request for concurrence with the Augusta Planning Commission to approve with the conditions listed below a petition by Hull Barrett PC, on behalf of Walton Plaza Properties LLC, requesting a change of zoning from Zone B-1 (Neighborhood Business) with conditions to Zone B-2 (General Business) affecting property containing 5.42 acres and known as 3637 Walton Way Extension. Tax Map 023-0-261-00-0 Continued from February meeting. DISTRICT 7 1. The general footprint of the self-storage facility shall substantially confirm to the concept plan filed with this application. 2. Maintain a Attachments minimum 166 foot wide natural buffer along the rear of the property. 3. Allow B-2 uses on the property with the exclusion of outdoor or open-air amplified entertainment. 4. No outdoor storage containers or equipment allowed on the property. 5. Meet all applicable regulations set forth in Section 22-1 (9) (2) (b) of the Comprehensive Zoning Ordinance. 6. Compliance with regulations at the time of site plan / development start. 2. Z-21-16 – A request for concurrence with the Augusta Planning Commission to approve with the conditions listed below a petition by COEL Development Co., Inc., requesting a Special Exception to establish an Amenity Area for Haynes Station Subdivision Section 12 per Section 26-1(i) of the Comprehensive Zoning Ordinance for Augusta Georgia affecting property containing approximately 5 acres and known as 790 Goodale Drive. Tax Map 079-0-204-00-0 DISTRICT 3 1. The property shall have a sign posted on nearby lots on Goodale Drive stating “Future Home of Pool/Amenity Area” before any additional lots are sold and until the amenity area is built and a Certificate of Occupancy (CO) is issued. 2. A fence and solid vegetative screen (trees and shrubs) per the requirements of the Augusta Tree Ordinance for side buffers shall be required along the western and southern property lines of the amenity area, adjacent to residential lots. 3. A streetyard meeting the requirements of the Augusta Tree Ordinance will be required along Goodale Drive to reduce noise for nearby residential lots and screen the pool, as well. 4. The pool area must meet all State of Georgia and Richmond County Health Dept. codes for safety and ADA compliance. Hours of operation for the pool shall be clearly posted and all outdoor activities must cease at 11:00 pm. 5. Signage for the amenity area must meet Richmond County Health Dept., City of Augusta code and Comprehensive Zoning Ordinance regulations. 6. Lighting shall be designed to be directed away from adjacent residentially zoned/developed properties. There shall be no “light trespass” for any after-hours security lighting utilized by the amenity area. Light levels at the property lines, adjoining residential properties, should not exceed 0.1 footcandles (fc). 7. There shall be no parking signs posted along Goodale Drive within 150 feet of the subject property in all directions to discourage parking from the amenity area in front of adjacent residential lots. 8. Due to the vast number of lots in Hayne’s Station Subdivision, golf cart parking, at a rate to be set by the Director of Planning and Development, must be provided onsite adjacent to the proposed onsite parking area. This area may be grassed, but parking spaces must be clearly delineated with wheel stops and the riding surface in this area must be sufficient to support the weight of a golf cart, either by use of Attachments grass mats, porous grass pavers, grass protection mesh, or some other mechanism sufficient to keep the area from rutting and / or prevent degradation of the golf cart parking area due to weather or frequent use. Signage must denote the requirement for golf carts to park in the golf cart parking area. 9. The amenity area (pool house, pavilion, the pool structure/deck and parking) shall meet all applicable City codes and regulations at the time of plan submittal, especially those that relate to size, height, lot coverage and setbacks from property lines. 3. Z-21-18 – A request for concurrence with the Augusta Planning Commission to approve with the conditions listed below a petition by PLM of Augusta Properties LLC, on behalf of Vivian H. Rhodes, requesting a change of zoning from Zone R-1A (One-family Residential) and Zone B-1 (Neighborhood Business) to Zone LI (Light Industry) affecting property containing approximately 11 acres and known as part of 2910 Milledgeville Road. Part of Tax Map 070-4- 001-00-0 DISTRICT 2 1. A Concept Plan, with all required information, be submitted for review by the Development Review Committee (DRC) prior to formal submission of a Site Plan. 2. This project shall comply with all development standards and regulations set forth by the City of Augusta, GA at the time of development. 3. Tree Ordinance compliance will be required, including the requirement for a 6’ solid board fence, large trees 45’ on center and shrubs against any residentially zoned or residentially used properties. A breakaway fence may have to be used, at the discretion of the Planning Director, to adhere to Flood Ordinance requirements in the floodplain, and no fence may be allowed in the floodway, therefore, vegetative measures alone will have to be used for screening purposes to meet the intent of the Tree Ordinance. 4. The project will be oriented such that the proposed warehouse and the related parking areas and drive aisles are not in the mapped Special Flood Hazard Area (floodplain) and a No Rise Certification will have to be submitted to ascertain that the proposed development will not negatively impact the existing floodway / floodplain in that area. 5. No fill, including woody debris, may be brought in from offsite onto the subject property. 6. A wetlands survey may need to be performed to ascertain the extent of “present day” wetlands on the property. No wetlands impact will be allowed unless the wetlands are mitigated “one for one”. A Corp of Engineers Permit will be required prior to issuance of a Land Disturbance Permit / any disturbance of the wetlands. 7. The use of the subject property is limited to a landscape company and no storage of landscape-related materials may be located within the limits of the Special Flood Hazard Area (floodplain) or floodway. Any outside storage of landscape-related materials, outside of Attachments the Special Flood Hazard Area (floodplain) must be secured to prevent floatation or lateral movement, including the parking of vehicles related to the landscape business. No storage of soil, mulch, pine bark (chips or nuggets), pine straw, or other similar materials, may be located anywhere on the property due to the potential of being washed off of the property by the impacts of floodwaters. 4. Z-21-19 – A request for concurrence with the Augusta Planning Commission to approve with the conditions listed below a petition by Nicole Bentley, on behalf of Arthur and Nicole Bentley, requesting a change of zoning from Zone LI (Light Industry) to Zone B-1 (Neighborhood Business) affecting property containing 1.38 acres and known as 2529 Milledgeville Road. Tax Map 071-4-009-00-0 DISTRICT 2 1. This development shall substantially confirm to the concept plan filed with this application. 2. Outdoor lighting must be directed away from nearby residences. 3. Maintain a minimum 200 foot natural landscape buffer at the rear of the property. 4. Compliance with regulations at the time of site plan / development start. Attachments 5. Z-21-20 – A request for concurrence with the Augusta Planning Commission to approve with the conditions listed below a petition by Estes Express Lines requesting a change of zoning from Zone HI (Heavy Industry) and Zone A (Agriculture) to Zone LI (Light Industry) affecting property containing 0.73 acres and known as 1606, 1608 and 1610 Nixon Road. Tax Map 099-0-066-00-0, 099-0-065-00-0 and 099-0- 067-00-0 DISTRICT 1 1. The Concept Plan, supplied with the Zoning Application, is for illustrative purposes only and does not indicate approval of a Site Plan in the future. 2. This project shall comply with all development standards and regulations set forth by the City of Augusta, GA at the time of development. A streetyard is required on all road frontages of the Estes Express Lines property, for both the future expansion on the subject property and the existing frontage along Doug Barnard Parkway, when the site is developed, along with all other components of Tree Ordinance Attachments 6. Z-21-22 - A request for concurrence with the Augusta Planning Commission to APPROVE with the conditions listed below a petition by Great Southern Homes, on behalf of James Edward Lee, requesting a change of zoning from Zone A (Agriculture) and Zone R-MH (Manufactured Home Residential) to Zone R-1D (One-family Attachments Residential) affecting property containing 37.59 acres and known as 3810 Peach Orchard Road. Tax Map 181-1-001-00-0 DISTRICT 6 1. This development shall conform to the concept plan filed with this application, following changes made to comply with Augusta Engineering and Georgia Department of Transportation (GDOT) standards. 2. Sidewalks must be provided on at least one side of the street within the development and comply with ADA standards. 3. A traffic impact study meeting the criteria of the Augusta Engineering department is required prior to site plan submission to aid in resolving potential access issues such as acceleration / deceleration lanes. 4. All new streets must meet the minimum specifications of Augusta Engineering and Fire Departments. 5. A minimum 10 foot street yard buffer is required within the site along Peach Orchard Road. 6. This project shall comply with all development standards and regulations set forth by the City of Augusta, GA at the time of development. 7. Street Lights will need to be installed and operating (or bonded) prior to Final Plat approval. 8. Water Quality will be required and should include one-inch runoff reduction. Any existing ponds shall not be used for Water Quality Stormwater Maintenance Agreement. The project shall substantially comply with all development standards and regulations set forth by the City of Augusta, Georgia at the time of development. PUBLIC SERVICES 7.Motion to approve New Ownership: A.N. 21-08: A request by Lisa Fehrenbach for a retail package Beer & Wine License to be used in connection with Food Lion #2860 located at 2803 Wrightsboro Rd. District 3. Super District 10. (Approved by Public Services Committee March 9, 2021) Attachments 8.Motion to approve Alcohol Ordinance amendments to the Augusta, Georgia Code Title 6, Chapter 2, Article 1, Alcoholic Beverages, to include a definition of premises, hours of sale on Sunday, brown bagging revisions for clarity, regulations for tasting events at package stores, and single event license revisions for clarity. (Approved by the Commission March 2, 2021 - second reading) Attachments 9.Motion to approve the Colonial Oil Industries Gasoline Contract for the Augusta Regional Airport. (Approved by Public Services Committee March 9, 2021) Attachments 10.Motion to approve allowing the Planning & Development Department prepare an Alcohol Ordinance amendment and bring back to the Commission as a proposal for approval to include Indoor Amusement and Recreational Gaming as an additional business type to be included as eligible for an Incidental Alcohol License’….. Incidental Alcohol License regulations: no more than 25% annual sales can be from the selling of alcohol; cannot sell alcohol on Sunday; Alcohol sales stop at 10PM (Approved by Public Services Committee March 9, 2021) Attachments 11.Motion to approve the Contract Extension with Sterling Restaurant Group as approved by the Augusta Aviation Commission on February 12, 2021. (Approved by Public Services Committee March 9, 2021) Attachments 12.Motion to approve the Hangar Lease with Textron Specialized Vehicles with a term of three years as approved by the Augusta Aviation Commission on December 10, 2020. (Approved by Public Services Committee March 9, 2021) Attachments ADMINISTRATIVE SERVICES 13.Motion to approve bid award of contract to furnish and install roller shelving in the Records Retention Annex, in the amount of $81,644.50, to the Clyde Castleberry Company of Covington, GA (Bid #20-283). (Approved by Administrative Services Committee March 9, 2021) Attachments 14.Motion to approve the purchase of two pickup trucks, at a total cost of $44,490, to Allan Vigil Ford for the Augusta Regional Airport (Bid 20- 265). (Approved by Administrative Services Committee March 9, 2021) Attachments 15.Motion to approve the purchase of two Heavy Duty Shredders at a total of $38,365.98 to Whitaker Brothers Business Machines Inc. of Rockville, MD for the Central Services Department-Records Retention Division (Bid 21-135). (Approved by Administrative Services Committee March 9, 2021) Attachments 16.Motion to accept FY 2020 GDOT Transportation Alternatives Planning Funding Grant Award to Study the Intersection of Wrightsboro Rd. at McCauley St. RFQ 20-232.(Approved by Administrative Services Committee March 9, 2021) Attachments 17.Motion to accept HCDs Motion to: a) approve the Georgia Department of Public Health (GDPH) Intergovernmental Agreement, b) accept $2,675,029.44 in HUD Program funds for program implementation, c) allow HCD to create/administer an Augusta, GA Lead Grant Hazard Reduction Program (LGHR) ~ in partnership with the Georgia Department of Public Health, d) allow HCD to hire two (2) FT staff persons to provide program implementation, and e ) instruct finance department to add available funding to HCDs budget (upon receipt) for immediate use and implementation. (Approved by Administrative Services Committee March 9, 2021) Attachments PUBLIC SAFETY 18.Motion to approve creating a committee composed of. Ben Hasan as Chairman, Sammie Sias, Dennis Williams Brandon Garrett, and John Clark along with the Administrator and Attorney to further continue discussions of the MOU with Gold Cross. (Approved by Public Safety Committee March 9, 2021) Attachments 19.Motion to approve the renewal of the Mutual Aid Agreement with the Savannah River Site Fire Department and to authorize the Mayor to execute the appropriate documents.(Approved by Public Safety Committee March 9, 2021) Attachments FINANCE 20.Motion to approve funding for the January 5, 2021 General and Special Election Runoff and remaining 2021 elections. (Approved by Finance Committee March 9, 2021) Attachments ENGINEERING SERVICES 21.Motion to approve an agreement with the Phinizy Center for Water Sciences to manage public access and educational activities related to the constructed wetland treatment system at the James B Messerly Water Pollution Control Plant. (Approved by Engineering Services Committee March 9, 2021) Attachments 22.Motion to approve change order for the Cityworks/enQuesta integration project currently in progress in the amount of $41,000.00 for the Augusta Utilities Metering and Customer Service Division and integrate with enQuesta CIS software (ITB 12-221).(Approved by Engineering Services Committee March 9, 2021) Attachments 23.Motion to approve Bid Recommendation for Instruments for Water Plants (Bid Item 20-210). (Approved by Engineering Service Committee March 9, 2021) Attachments PETITIONS AND COMMUNICATIONS 24.Motion to approve the minutes of the Regular Meeting of the Commission held on March 2, 2021 and the Special Called Meeting on March 9, 2021. Attachments ****END CONSENT AGENDA**** AUGUSTA COMMISSION 3/16/2021 AUGUSTA COMMISSION REGULAR AGENDA 3/16/2021 (Items 25-30) ENGINEERING SERVICES 25.Motion to approve Amendment No. 9 to Agreement with ESG Operations, Inc. to establish the final budget amount for 2021. (No Attachments recommendation from Engineering Services Committee March 9, 2021) 26.Motion to authorize the execution of a Joint Funding Agreement with the U. S. Department of the Interior U. S. Geological Survey (USGS) for the operation, modeling and analyzing of monitoring wells to investigate water levels and water quality for Augusta's groundwater production facilities. (No recommendation from Engineering Service Committee March 9, 2021) Attachments APPOINTMENT(S) 27.Motion to approve the appointment of Brandon Dial to the Urban Redevelopment Agency (URA) replacing Brad Owens. (Requested by Commissioner Brandon Garrett) Attachments OTHER BUSINESS 28.Discuss resuming in-person meeting in the Commission Chamber on May 1, 2021. (Requested by Commissioner Catherine S, McKnight)Attachments 29.Motion to approve the rescheduling of the Commission's Wednesday, March 31, 2021 regular meeting to Thursday, April 1, 2021 .Attachments LEGAL MEETING A. Pending and Potential Litigation. B. Real Estate. C. Personnel. 30.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 3/16/2021 2:00 PM Employee of the Month for February 2021 Department:Human Resources Department:Human Resources Caption: Congratulations! Ms. Patricia Brown as Augusta, Georgia’s Employee of the Month for February 2021. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo AUGUSTA, GEORGIA EMPLOYEE RECOGNITION COMMITTEE March 10, 2021 Mayor Davis: The Employee Recognition Committee has selected Patricia Brown as the February 2021 Employee of the Month for Augusta, Georgia. Mrs. Brown works with the Augusta Environmental Services Department where she has been employed for nearly 5 years. She was nominated by Keith Daniels, Accounting Manager. Mrs. Patricia Brown is the most pleasant person I have met in my life. I feel privileged to work with her. She is a no nonsense kind of person. She takes pride in her work. You can rely on her to do a good job. Patricia exemplifies dedication and commitment to her job and fellow employees. She is an asset to the Environmental Service Department and to Augusta. As a Parts Clerk, Patricia Brown has been an indispensable member of the Department for five years. She is very reliable and dependable. She provides an outstanding level of quality control for the daily routine. Patricia is extremely conscientious and personable. She is at the center of employee gatherings. She is also first to provide comfort and understanding to fellow employees in need. You can ask anyone in Environmental Services, I can guarantee you they all enjoy working with her. Based on this nomination and Patricia’s’ outstanding service, The Employee Recognition Committee would appreciate you joining us in recognizing Patricia Brown as the February 2021 Employee of the Month. Thank you, The Employee Recognition Committee: Pamela Griffin, Committee Chairperson Felicia Cretella, Employee Relations Kelli Walker, Central Services Edeltraud Coleman, Finance Linda Jones, Utilities Carla S. Moore, Tax Assessor’s Office Lt. Robert Silas, Sheriff’s Office Commission Meeting Agenda 3/16/2021 2:00 PM Mr. Ingram S. Carr Department: Department: Caption:Mr. Ingram S. Carr regarding refund of school tax payments for the last four years. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 3/16/2021 2:00 PM Z-21-14 Department:Planning and Development Department:Planning and Development Caption: Z-21-14 - A request for concurrence with the Augusta Planning Commission to approve with the conditions listed below a petition by Hull Barrett PC, on behalf of Walton Plaza Properties LLC, requesting a change of zoning from Zone B-1 (Neighborhood Business) with conditions to Zone B-2 (General Business) affecting property containing 5.42 acres and known as 3637 Walton Way Extension. Tax Map 023-0-261- 00-0 Continued from February meeting. DISTRICT 7 1. The general footprint of the self-storage facility shall substantially confirm to the concept plan filed with this application. 2. Maintain a minimum 166 foot wide natural buffer along the rear of the property. 3. Allow B-2 uses on the property with the exclusion of outdoor or open-air amplified entertainment. 4. No outdoor storage containers or equipment allowed on the property. 5. Meet all applicable regulations set forth in Section 22-1 (9) (2) (b) of the Comprehensive Zoning Ordinance. 6. Compliance with regulations at the time of site plan / development start. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Cover Memo Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Commission Meeting Agenda 3/16/2021 2:00 PM Z-21-16 Department:Planning and Development Department:Planning and Development Caption: Z-21-16 – A request for concurrence with the Augusta Planning Commission to approve with the conditions listed below a petition by COEL Development Co., Inc., requesting a Special Exception to establish an Amenity Area for Haynes Station Subdivision Section 12 per Section 26-1(i) of the Comprehensive Zoning Ordinance for Augusta Georgia affecting property containing approximately 5 acres and known as 790 Goodale Drive. Tax Map 079-0-204-00-0 DISTRICT 3 1. The property shall have a sign posted on nearby lots on Goodale Drive stating “Future Home of Pool/Amenity Area” before any additional lots are sold and until the amenity area is built and a Certificate of Occupancy (CO) is issued. 2. A fence and solid vegetative screen (trees and shrubs) per the requirements of the Augusta Tree Ordinance for side buffers shall be required along the western and southern property lines of the amenity area, adjacent to residential lots. 3. A streetyard meeting the requirements of the Augusta Tree Ordinance will be required along Goodale Drive to reduce noise for nearby residential lots and screen the pool, as well. 4. The pool area must meet all State of Georgia and Richmond County Health Dept. codes for safety and ADA compliance. Hours of operation for the pool shall be clearly posted and all outdoor activities must cease at 11:00 pm. 5. Signage for the amenity area must meet Richmond County Health Dept., City of Augusta code and Comprehensive Zoning Ordinance regulations. 6. Lighting shall be designed to be directed away from adjacent residentially zoned/developed properties. There shall be no “light trespass” for any after-hours security lighting utilized by the amenity area. Light levels at the property lines, adjoining residential properties, should not exceed 0.1 footcandles (fc). 7. There shall be no parking signs posted along Goodale Drive within 150 feet of the subject property in all directions to discourage parking from the amenity area in front of adjacent residential lots. 8. Due to the vast number of lots in Hayne’s Cover Memo Station Subdivision, golf cart parking, at a rate to be set by the Director of Planning and Development, must be provided onsite adjacent to the proposed onsite parking area. This area may be grassed, but parking spaces must be clearly delineated with wheel stops and the riding surface in this area must be sufficient to support the weight of a golf cart, either by use of grass mats, porous grass pavers, grass protection mesh, or some other mechanism sufficient to keep the area from rutting and / or prevent degradation of the golf cart parking area due to weather or frequent use. Signage must denote the requirement for golf carts to park in the golf cart parking area. 9. The amenity area (pool house, pavilion, the pool structure/deck and parking) shall meet all applicable City codes and regulations at the time of plan submittal, especially those that relate to size, height, lot coverage and setbacks from property lines. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Commission Meeting Agenda 3/16/2021 2:00 PM Z-21-18 Department:Planning and Development Department:Planning and Development Caption: Z-21-18 – A request for concurrence with the Augusta Planning Commission to approve with the conditions listed below a petition by PLM of Augusta Properties LLC, on behalf of Vivian H. Rhodes, requesting a change of zoning from Zone R-1A (One-family Residential) and Zone B-1 (Neighborhood Business) to Zone LI (Light Industry) affecting property containing approximately 11 acres and known as part of 2910 Milledgeville Road. Part of Tax Map 070-4-001-00-0 DISTRICT 2 1. A Concept Plan, with all required information, be submitted for review by the Development Review Committee (DRC) prior to formal submission of a Site Plan. 2. This project shall comply with all development standards and regulations set forth by the City of Augusta, GA at the time of development. 3. Tree Ordinance compliance will be required, including the requirement for a 6’ solid board fence, large trees 45’ on center and shrubs against any residentially zoned or residentially used properties. A breakaway fence may have to be used, at the discretion of the Planning Director, to adhere to Flood Ordinance requirements in the floodplain, and no fence may be allowed in the floodway, therefore, vegetative measures alone will have to be used for screening purposes to meet the intent of the Tree Ordinance. 4. The project will be oriented such that the proposed warehouse and the related parking areas and drive aisles are not in the mapped Special Flood Hazard Area (floodplain) and a No Rise Certification will have to be submitted to ascertain that the proposed development will not negatively impact the existing floodway / floodplain in that area. 5. No fill, including woody debris, may be brought in from offsite onto the subject property. 6. A wetlands survey may need to be performed to ascertain the extent of “present day” wetlands on the property. No wetlands impact will be allowed unless the wetlands are mitigated “one for one”. A Corp of Engineers Permit will be required prior to issuance of a Land Disturbance Permit / any disturbance of the wetlands. 7. Cover Memo The use of the subject property is limited to a landscape company and no storage of landscape-related materials may be located within the limits of the Special Flood Hazard Area (floodplain) or floodway. Any outside storage of landscape- related materials, outside of the Special Flood Hazard Area (floodplain) must be secured to prevent floatation or lateral movement, including the parking of vehicles related to the landscape business. No storage of soil, mulch, pine bark (chips or nuggets), pine straw, or other similar materials, may be located anywhere on the property due to the potential of being washed off of the property by the impacts of floodwaters. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Commission Meeting Agenda 3/16/2021 2:00 PM Z-21-19 Department:Planning and Development Department:Planning and Development Caption: Z-21-19 – A request for concurrence with the Augusta Planning Commission to approve with the conditions listed below a petition by Nicole Bentley, on behalf of Arthur and Nicole Bentley, requesting a change of zoning from Zone LI (Light Industry) to Zone B-1 (Neighborhood Business) affecting property containing 1.38 acres and known as 2529 Milledgeville Road. Tax Map 071-4-009-00-0 DISTRICT 2 1. This development shall substantially confirm to the concept plan filed with this application. 2. Outdoor lighting must be directed away from nearby residences. 3. Maintain a minimum 200 foot natural landscape buffer at the rear of the property. 4. Compliance with regulations at the time of site plan / development start. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Clerk of Commission Cover Memo Commission Meeting Agenda 3/16/2021 2:00 PM Z-21-20 Department:Planning and Development Department:Planning and Development Caption: Z-21-20 – A request for concurrence with the Augusta Planning Commission to approve with the conditions listed below a petition by Estes Express Lines requesting a change of zoning from Zone HI (Heavy Industry) and Zone A (Agriculture) to Zone LI (Light Industry) affecting property containing 0.73 acres and known as 1606, 1608 and 1610 Nixon Road. Tax Map 099-0-066-00-0, 099-0-065-00-0 and 099-0-067-00-0 DISTRICT 1 1. The Concept Plan, supplied with the Zoning Application, is for illustrative purposes only and does not indicate approval of a Site Plan in the future. 2. This project shall comply with all development standards and regulations set forth by the City of Augusta, GA at the time of development. A streetyard is required on all road frontages of the Estes Express Lines property, for both the future expansion on the subject property and the existing frontage along Doug Barnard Parkway, when the site is developed, along with all other components of Tree Ordinance Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: Cover Memo REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Commission Meeting Agenda 3/16/2021 2:00 PM Z-21-22 Department:Planning and Development Department:Planning and Development Caption: Z-21-22 - A request for concurrence with the Augusta Planning Commission to APPROVE with the conditions listed below a petition by Great Southern Homes, on behalf of James Edward Lee, requesting a change of zoning from Zone A (Agriculture) and Zone R-MH (Manufactured Home Residential) to Zone R-1D (One-family Residential) affecting property containing 37.59 acres and known as 3810 Peach Orchard Road. Tax Map 181-1-001-00-0 DISTRICT 6 1. This development shall conform to the concept plan filed with this application, following changes made to comply with Augusta Engineering and Georgia Department of Transportation (GDOT) standards. 2. Sidewalks must be provided on at least one side of the street within the development and comply with ADA standards. 3. A traffic impact study meeting the criteria of the Augusta Engineering department is required prior to site plan submission to aid in resolving potential access issues such as acceleration / deceleration lanes. 4. All new streets must meet the minimum specifications of Augusta Engineering and Fire Departments. 5. A minimum 10 foot street yard buffer is required within the site along Peach Orchard Road. 6. This project shall comply with all development standards and regulations set forth by the City of Augusta, GA at the time of development. 7. Street Lights will need to be installed and operating (or bonded) prior to Final Plat approval. 8. Water Quality will be required and should include one-inch runoff reduction. Any existing ponds shall not be used for Water Quality Stormwater Maintenance Agreement. The project shall substantially comply with all development standards and regulations set forth by the City of Augusta, Georgia at the time of development. Background: Analysis: Cover Memo Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Commission Meeting Agenda 3/16/2021 2:00 PM Alcohol Application Department:Planning & Development Department:Planning & Development Caption:Motion to approve New Ownership: A.N. 21-08: A request by Lisa Fehrenbach for a retail package Beer & Wine License to be used in connection with Food Lion #2860 located at 2803 Wrightsboro Rd. District 3. Super District 10. (Approved by Public Services Committee March 9, 2021) Background:This is a New Ownership Application. Formerly in the name of Kenneth Jones. Analysis:The applicant meets the requirements of the City of Augusta's Alcohol Ordinance. Financial Impact:The applicant will pay a fee of $1,330.00. Alternatives: Recommendation:The Planning & Development 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 Law Administrator Clerk of Commission Cover Memo Commission Meeting Agenda 3/16/2021 2:00 PM Alcohol Ordinance Amendments Department:Planning & Development Department:Planning & Development Caption:Motion to approve Alcohol Ordinance amendments to the Augusta, Georgia Code Title 6, Chapter 2, Article 1, Alcoholic Beverages, to include a definition of premises, hours of sale on Sunday, brown bagging revisions for clarity, regulations for tasting events at package stores, and single event license revisions for clarity. (Approved by the Commission March 2, 2021 - second reading) Background:Last year Governor Kemp signed HB 879 into law. The legislation amends the state laws governing five categories of alcohol regulation: centralized permitting, Sunday sales of alcohol, home delivery of alcohol, local control of distance requirements, and pouring events at package stores…. The proposed amendments do not include centralized permitting or home delivery of alcohol; proposed amendments for these regulations will be presented once the Department of Revenue provides additional guidance for implementation….Included in this agenda item are amendments for the definition of premises, Sunday hours of sale, regulations for pouring events at package stores, and revisions for clarity to the brown bagging regulations and single event license regulations. Analysis:The proposed amendments will keep the Augusta Alcohol ordinance current with the State alcohol codes, and provide clarity where needed. 1. Sec. 6-2-2. Premises. The Department of Revenue amended the definition of premises to mean ‘one physically identifiable Place of Business operated by the same ownership and overall management with only one address registered as a single Place of Business with the local licensing authority and the State of Georgia’. 2. Sec. 6-2-14. Hours of sale (Sunday) Consider amending alcohol ordinance to allow retail alcohol licensees to begin selling on Sunday at 11 a.m. ….Currently restaurants with on-premise consumption alcohol licenses may sell beer, wine, and distilled spirits beginning at Cover Memo 11:00 a.m. The Augusta Commission at the July 17, 2018 Commission meeting, approved an amendment to the alcohol ordinance that would allow restaurants to begin selling at 11:00 a.m., rather than 12:30 p.m., upon approval of a referendum to provide for the sale of alcohol on Sundays beginning at 11:00 a.m., in accordance with Senate Bill 117. The voters approved the referendum in the November 6, 2018, General and Special Election…. HB 879 provides that municipalities where retail package sales of malt beverages, wine, as well as distilled spirits have been authorized on Sunday’s from 12:30 p.m. to 11:30 p.m., pursuant to a referendum, and where sales of alcoholic beverages by the pour (on-premise) on Sundays begins at 11:00 a.m. authorized pursuant to a subsequent referendum, the local governing authority may allow, by adoption of a resolution or ordinance, for package sales by retailers of malt beverages, wine and distilled spirits on Sundays from 11:00 a.m. until 12:00 midnight. 3. Sec. 6-2-56. Brown bagging, etc. (a) No individual shall be allowed to consume alcoholic beverages in a business with an occupation tax certificate from Augusta-Richmond County that does not have a license for on-premises consumption of alcoholic beverages under this ordinance. The occupation tax licensee for a business in Augusta-Richmond County shall not allow any individual to consume alcoholic beverages on their premises when such alcoholic beverages were not purchased from the business. 4. Sec. 6-2-77. License for single event; occasional license. (a) Application may be made for an occasional, single event license for on-premises consumption of alcoholic beverages as follows: (4) Advertisement. All persons, firms or corporations desiring to engage in the sale of alcoholic beverages for a single event shall give notice of their intention to make such application by advertisement in form prescribed by Augusta-Richmond County Director of Planning & Development. Advertising, as referred to in this section, means there shall be a sign posted thirty (30) days prior to the hearing of the application in a prominent position on the property (e.g., front window where it can be read from the road); also, all new license applicants (for events at new locations) shall be required to advertise three (3) times in the legal gazette (Augusta Chronicle) before applications are heard by the Commission. Advertising in the legal gazette shall be during the thirty-day period prior to the hearing of the application by the Commission. Before the application is presented to the Commission, the applicant shall furnish proof that the advertisement has been completed as required hereinabove. The above provisions regarding advertisement shall not apply to an application to sell alcoholic beverages in or on any museum, cultural center or facility, public park, playground, or building owned or operated by Augusta- Richmond County, Georgia Port Authority, or at a location on Riverwalk which has been designated as An Alcohol Beverage Location by Riverwalk Augusta (see Section 6-2-5), nor shall the above provisions regarding advertisement apply to events Cover Memo held by non-profit organizations or restaurants or bars applying for a single event Sunday sales license. (10) Procedures. b. For such applications from Non-Profit organizations, Sunday Sales Single Event Restaurant, Bar applicants, and other eligible single license events that do not require advertising per section 6-2-77 (a) (4), the Director of Planning & Development Department with a written approval report from the Sheriff, and Recreation Department if applicable, shall grant the license. The Director of Planning & Development shall issue the license. The license shall be valid for the location, date(s) and time(s) specified therein only. 5. Sec. 6-2-78. Tasting Events at Package Stores. The Legislation provides for tastings of beer, wine, and distilled spirits to take place on the premises of a retail package liquor store, or a retail dealer. The legislation allows for tastings of small samples of beers, wines, and distilled spirits provided that the samples are of alcoholic products that are available for sale on the premises and that the samples are consumed in the presence of a representative of the store. Financial Impact:N/A Alternatives:Do not Approve Recommendation:Approve Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Cover Memo ORDINANCE NO. ___________ AN ORDINANCE TO AMEND THE AUGUSTA, GEORGIA CODE, TITLE 6, CHAPTER 2, ARTICLE 1, ALCOHOLIC BEVERAGES, SECTION 6-2-2, SECTION 6-2-14, SECTION 6-2-56, SECTION 6-2-77, AND NEW SECTION 6-2-78; SO AS TO PROVIDE CURRENT DFINITION, HOURS OF SALE, CLARIFYING BROWN BAGGING REGULATIOS AND LICENSE FOR SINGLE EVENTS APPROVAL PROCEDURE, ADDING A NEW SECITON FOR TASTING EVENTS AT PACKAGE STORES; TO REPEAL ALL CODE SECTIONS AND ORDINANCES AND PARTS OF CODE SECTIONS AND ORDINANCES IN CONFLICT HEREWITH; TO PROVIDE AN EFFECTIVE DATE AND FOR OTHER PURPOSES. NOW, BE IT ORDAINED BY THE AUGUSTA, GEORGIA COMMISSION AND IT IS HEREBY ORDAINED BY THE AUTHORITY OF SAME THAT ALL ALCOHOL LICENSEES WITHIN THE JURISDICTION SHALL COMPLY WITH THE PROVISIONS OF THE AUGUSTA, GEORGIA CODE, AS FOLLOWS: SECTION 1. Title 6, Chapter 2, Article 1, ALCOHOLIC BEVERAGES, Section 6-2-2 (ff), is hereby amended by deleting this section in its entirety, AND new Section 6-2-2 (ff) is hereby inserted to replace the repealed section as set forth in “Exhibit A” hereto. SECTION 2. Title 6, Chapter 2, Article 1, ALCOHOLIC BEVERAGES, Sections 6-2-14 (a) (2) and (3) are hereby amended by deleting these sections in its entirety, AND new Section 6-2-14 (a) (2) and (3) are hereby inserted to replace the repealed sections as set forth in “Exhibit A” hereto. SECTION 3. Title 6, Chapter 2, Article 1, ALCOHOLIC BEVERAGES, Section 6-2-56 (a) is hereby amended by deleting this section in its entirety, AND new Section 6-2-56 (a) is hereby inserted to replace the repealed section as set forth in “Exhibit A” hereto. SECTION 4. Title 6, Chapter 2, Article 1, ALCOHOLIC BEVERAGES, Sections 6-2-77 (a) (4) and (10) (b), are hereby amended by deleting these sections in its entirety, AND new Sections 6-2-77 (a) (4) and (10) (b) are hereby inserted to replace the repealed sections as set forth in “Exhibit A” hereto. SECTION 5. Title 6, Chapter 2, Article 1, ALCOHOLIC BEVERAGES, and New Section 6-2-78 is hereby inserted as set forth in “Exhibit A” hereto. SECTION 10. This ordinance shall become effective upon adoption. SECTION 11. All ordinances or parts of ordinances in conflict herewith are hereby repealed. Adopted this ___ day of ___________, 2021. __________________________ Hardie Davis, Jr. As its Mayor Attest: __________________________ Lena J. Bonner, Clerk of Commission Seal: CERTIFICATION The undersigned Clerk of Commission, Lena J. Bonner, hereby certifies that the foregoing Ordinance was duly adopted by the Augusta, Georgia Commission on ________________, 2021 and that such Ordinance has not been modified or rescinded as of the date hereof and the undersigned further certifies that attached hereto is a true copy of the Ordinance which was approved and adopted in the foregoing meeting(s). ______________________________ Lena J. Bonner, Clerk of Commission Published in the Augusta Chronicle. Date: _________________________ “EXHIBIT A” (Amended sections are underlined) Chapter 2 ALCOHOLIC BEVERAGES ARTICLE 1 IN GENERAL 1. Title 6, Chapter 2, Article 1, ALCOHOLIC BEVERAGES, Section 6-2-2 (ff), is hereby amended by deleting this section in its entirety, AND new Section 6-2-2 (ff) is hereby inserted to replace the repealed section as set forth in “Exhibit A” hereto. Definitions Sec. 6-2-2. Definitions. The following are definitions of terms as used in this Chapter: (ff) Premises. One physical identifiable place of business consisting of one room, or two or more contiguous rooms operating under the same trade name where distilled spirits by the drink are sold. On premises outlets which cannot be determine as one identifiable place of business shall require additional licenses regardless of such establishments having the same trade name, ownership, or management; provided nothing herein shall require additional licenses for service bars, or portable bars used exclusively for the purpose of mixing or preparing such drinks when such bars are accessible only to employees of the licensed establishment and from which drinks are prepared to be served in the licensed premises. Premises shall not include common facilities located in a shopping center area. (ff) "Premises" means one physically identifiable Place of Business operated by the same ownership and overall management with only one address registered as a single Place of Business with the local licensing authority and the State of Georgia. (Premises shall not include common facilities located in a shopping center area.) 2. Title 6, Chapter 2, Article 1, ALCOHOLIC BEVERAGES, Sections 6-2-14 (a) (2) and (3) are hereby amended by deleting these sections in its entirety, AND new Section 6-2-14 (a) (2) and (3) are hereby inserted to replace the repealed sections as set forth in “Exhibit A” hereto. Sec. 6-2-14. Hours of sale. (a) Generally. Any and all holders of licenses under the authority of this Ordinance shall observe the following schedule of hours of operation, which shall be determined by Eastern Standard Time or daylight savings time, whichever is in effect: (2) Holders of a Class F license (off-premises consumption of liquor) shall not open for business earlier than 8:00 a.m. Monday through Saturday and may remain open for business until 11:45 p.m. Monday through Saturday. Holders of a Class F license (off-premises consumption of liquor) shall not open for business earlier than 12:30 p.m. on Sunday and may remain open for business until 11:30 p.m. on Sunday. (2) Holders of a Class F license (off-premises consumption of liquor) shall not open for business earlier than 8:00 a.m. Monday through Saturday and may remain open for business until 11:45 p.m. Monday through Saturday. Holders of a Class F license (off-premises consumption of liquor) shall not open for business earlier than 11:00 a.m. on Sunday and may remain open for business until 12:00 midnight on Sunday. (3) Holders of Class B and D licenses (off-premises consumption of beer and wine) who are not licensed to sell liquor shall be prohibited from selling beer and/or wine only between the hours of 11:45 p.m. Saturday and 12:30 p.m. on Sunday and between 11:30 p.m. on Sunday and 6:00 a.m. on the Monday next following. (3) Holders of Class B and D licenses (off-premises consumption of beer and wine) who are not licensed to sell liquor shall be prohibited from selling beer and/or wine only between the hours of 11:45 p.m. Saturday and 11:00 a.m. on Sunday and between 12:00 midnight on Sunday and 6:00 a.m. on the Monday next following. 3. Title 6, Chapter 2, Article 1, ALCOHOLIC BEVERAGES, Section 6-2-56 (a) is hereby amended by deleting this section in its entirety, AND new Section 6-2-56 (a) is hereby inserted to replace the repealed section as set forth in “Exhibit A” hereto. Sec. 6-2-56. Brown bagging, etc. (a) No individual shall be allowed to consume alcoholic beverages in any restaurant, lounge, or bar with an occupation tax certificate from Augusta-Richmond County that does not have a license for on- premises consumption of alcoholic beverages under this ordinance. The occupation tax licensee for any restaurant, lounge or bar in Augusta-Richmond County shall not allow any individual to consume alcoholic beverages on their premises when such alcoholic beverages were not purchased from the restaurant, lounge or bar. (a) No individual shall be allowed to consume alcoholic beverages in a business with an occupation tax certificate from Augusta-Richmond County that does not have a license for on-premises consumption of alcoholic beverages under this ordinance. The occupation tax licensee for any business in Augusta- Richmond County shall not allow any individual to consume alcoholic beverages on their premises when such alcoholic beverages were not purchased from the business. 4. Title 6, Chapter 2, Article 1, ALCOHOLIC BEVERAGES, Sections 6-2-77 (a) (4) and (10) (b), are hereby amended by deleting these sections in its entirety, AND new Sections 6-2-77 (a) (4) and (10) (b) are hereby inserted to replace the repealed sections as set forth in “Exhibit A” hereto. Sec. 6-2-77. License for single event; occasional license. (a) Application may be made for an occasional, single event license for on-premises consumption of alcoholic beverages as follows: (4) Advertisement. All persons, firms or corporations desiring to engage in the sale of alcoholic beverages for a single event shall give notice of their intention to make such application by advertisement in form prescribed by Augusta-Richmond County Director of Planning & Development. Advertising, as referred to in this section, means there shall be a sign posted thirty (30) days prior to the hearing of the application in a prominent position on the property (e.g., front window where it can be read from the road); also, all new license applicants shall be required to advertise three (3) times in the legal gazette (Augusta Chronicle) before applications are heard by the Commission. Advertising in the legal gazette shall be during the thirty-day period prior to the hearing of the application by the Commission. Before the application is presented to the Commission, the applicant shall furnish proof that the advertisement has been completed as required hereinabove. The above provisions regarding advertisement shall not apply to an application to sell alcoholic beverages in or on any museum, cultural center or facility, public park, playground, or building owned or operated by Augusta-Richmond County, Georgia Port Authority, or at a location on Riverwalk which has been designated as An Alcohol Beverage Location by Riverwalk Augusta (see Section 6-2-5), nor shall the above provisions regarding advertisement apply to events held by non-profit organizations or restaurants or bars applying for a single event Sunday sales license. (4) Advertisement. All persons, firms or corporations desiring to engage in the sale of alcoholic beverages for a single event shall give notice of their intention to make such application by advertisement in form prescribed by Augusta-Richmond County Director of Planning & Development. Advertising, as referred to in this section, means there shall be a sign posted thirty (30) days prior to the hearing of the application in a prominent position on the property (e.g., front window where it can be read from the road); also, all new license applicants shall be required to advertise three (3) times in the legal gazette (Augusta Chronicle) if the location is considered a new location, before applications are heard by the Commission. Advertising in the legal gazette shall be during the thirty-day period prior to the hearing of the application by the Commission. Before the application is presented to the Commission, the applicant shall furnish proof that the advertisement has been completed as required hereinabove. The above provisions regarding advertisement shall not apply to an application to sell alcoholic beverages in or on any museum, cultural center or facility, public park, playground, or building owned or operated by Augusta-Richmond County, Georgia Port Authority, or at a location on Riverwalk which has been designated as An Alcohol Beverage Location by Riverwalk Augusta (see Section 6-2-5), nor shall the above provisions regarding advertisement apply to events held by non-profit organizations or restaurants or bars applying for a single event Sunday sales license. (10) Procedures. b. For such applications from Non-Profit organizations and Sunday Sales Single Event Restaurant and Bar applicants, the Director of Planning & Development Department with a written approval report from the Sheriff, and Recreation Department if applicable, shall grant the license. The Director of Planning & Development shall issue the license. The license shall be valid for the location, date(s) and time(s) specified therein only. b. For such applications from Non-Profit organizations, Sunday Sales Single Event Restaurant, Bar applicants and other license applications not considered a new location, the Director of Planning & Development Department with a written approval report from the Sheriff, and Recreation Department if applicable, shall grant the license. The Director of Planning & Development shall issue the license. The license shall be valid for the location, date(s) and time(s) specified therein only. 5. Title 6, Chapter 2, Article 1, ALCOHOLIC BEVERAGES, New Section 6-2-78 is hereby inserted as set forth in “Exhibit A” hereto. Sec. 6-2-78. Alcoholic Beverages Tasting Events for Retail Package Store Customers (a) A tasting event shall be held on the premises of the retail package store and must comply with the following requirements: 1. The licensee is not required to obtain any additional license or permit from the Department of Revenue. However, prior to hosting the tasting event, the licensee must notify Augusta, Georgia Planning & Development Department, Business License / Alcohol License Division on the form provided, where the premises is located, the date and time of the tasting event, and pay a twenty-five dollar fee ($25) per tasting event. 2. Retail package stores may host one tasting event per day (not to exceed 52 tasting events per calendar year) and the tasting event shall not exceed four hours. 3. Tasting events shall only be held during times when alcoholic beverages may be lawfully sold. 4. Alcoholic beverages shall only be served to consumers 21 years of age or older. 5. Representatives and salespersons of manufacturers or wholesalers may attend the event, but may not: a. Host the event b. Pour any alcoholic beverages; or c. Provide anything of value to the consumer, licensee or its employees. 6. Only one of the following types of alcoholic beverages may be served at a tasting event: a. Malt beverage b. Wine, or c. Distilled Spirits. 7. The package store may offer more than one brand of the chosen type of alcoholic beverage, but no more than 4 bottles or cans may be open at one time. For example, a package store hosts a wine tasting event and opens Brand A, Brand B, Brand C and Brand D for tasting. Brand E cannot be opened until one of the prior four brands is closed or discarded. Likewise, a brand of distilled spirits or beer may not be opened or offered at a wine tasting event. 8. Tasting event quantity limits are as follows: a. Malt Beverage – 8 ounces per person b. Wine – 5 ounces per person c. Distilled Spirits - 1.5 ounces per person 9. Only alcoholic beverages the licensee is authorized to sell on the licensed premises may be offered as part of a tasting event, and such alcoholic beverages must be a part of the licensee’s inventory. 10. Any broken packages shall be kept locked in a secure room or cabinet, except when in use during a tasting event. 11. Only food that is lawful to sell on the licensed premises may be offered as part of the tasting event. There shall be no cost to the consumer for such permitted food items. a. Permitted food items are single-serving snack items, pre-packaged by the manufacturer, that do not require any preparation for consumption. (Please review Ga.Comp.R. &Regs.r560-2-3-.04 for detailed information.) Commission Meeting Agenda 3/16/2021 2:00 PM Colonial Oil Industries Contract Department:Augusta Regional Airport Department:Augusta Regional Airport Caption:Motion to approve the Colonial Oil Industries Gasoline Contract for the Augusta Regional Airport. (Approved by Public Services Committee March 9, 2021) Background:The Airport’s fuel farm not only supplies Jet-A Fuel and Avgas for aircraft operators but also supports fuel requirements for airline ground support equipment as well as Airport department vehicles and equipment. Additionally, the Airport supports Enterprise Rental Cars (Airport Location) supply requirements for their rotating fleet of vehicles. Analysis:The Airport purchases approximately 90,000 gallons of gasoline and 18,000 gallons of diesel fuel annually. This annual supply agreement was established to obtain a better discount on fuel and facilitate the ordering process when it became necessary to replenish our supply. In collaboration with the Procurement Department, an Invitation to Bid for a supply of gas and diesel was issued. The solicitation was mailed out to multiple vendors but Procurement only received two (2) responsive bids. Colonial Oil Industries was the lowest responsive bidder. Financial Impact:Fund allocated in 2021 budget $230,000 Alternatives:To Deny Recommendation:Augusta Aviation Commission recommends approval. Funds are Available in the Following Accounts: 551081106-5315122 and 5315123 Cover Memo REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Invitation To Bid Sealed bids will be received at this office until Monday, November 23, 2020 @ 11:00 a.m. via ZOOM – Meeting ID: 960 9380 4689; Password: 778065 for furnishing: 21-010 Supply of Gasoline and Diesel for Augusta Regional Airport Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, November 6, 2020, @ 5:00 P.M. No bid will be accepted by fax or email; all must be received by mail or hand delivered. No bids may be withdrawn for a period of ninety (90) days after bids have been opened. 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 15, 22, 29, 2020, November 5, 2020 Metro Courier October 15, 2020 OFFICIAL 21-010 OFFICIAL TAB SHEET 1 of 1 Vendors Abbott Oil Company 2834 Walden Drive Augusta, GA 30904-5518 Colonial Oil Ind 101 N. Lathrop Ave. Savannah, GA 31415 Lykins Companies 5163 Wolfpen Pleasant Hill Rd Milford, OH 45150 M. B. Jones Oil 402 East Broad Street Wrens, GA 30833 Attachment B Yes Yes Yes Yes Addendum 1 No Yes Yes No E-Verify Number 604944 214681 571783 707061 SAVE Form Yea Yes Yes Yes Specifications Net Mark-Up ( $ per Gallon) Net Mark-Up ($ per Gallon) Net Mark-Up ($ per Gallon) Net Mark-Up ($ per Gallon) Unleaded Regular (min. 87 Octane) -$0.0301 -$0.0352 -$0.0230 -$0.071 Ultra Low Sulfur Diesel (Clear) -$0.0151 -$0.0057 $0.0115 -$0.015 NON-COMPLAINT - DID NOT ACKNOWLEDGE THE ADDENDUM NON-COMPLAINT - DID NOT ACKNOWLEDGE THE ADDENDUM Bid Opening Bid Item #21-010 Supply of Gasoline and Diesel-Annual Contract For Augusta, GA – Augusta Regional Airport Monday, November 23, 2020 @ 11:00 a.m. via Zoom Total Number Specifications Mailed Out: 14 Total packages submitted: 5 Total Noncompliant: 3 ****Non-Compliant - Late Submittal - James River Solutions (JRS); 10487 Lakeridge Parkway, Ste. 100 ; Ashland, VA 23005 Commission Meeting Agenda 3/16/2021 2:00 PM Incidental Alcohol License Department:Planning & Developmment Department Department:Planning & Developmment Department Caption:Motion to approve allowing the Planning & Development Department prepare an Alcohol Ordinance amendment and bring back to the Commission as a proposal for approval to include Indoor Amusement and Recreational Gaming as an additional business type to be included as eligible for an Incidental Alcohol License’….. Incidental Alcohol License regulations: no more than 25% annual sales can be from the selling of alcohol; cannot sell alcohol on Sunday; Alcohol sales stop at 10PM (Approved by Public Services Committee March 9, 2021) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Cover Memo Commission Meeting Agenda 3/16/2021 2:00 PM Sterling Restaurant- Contract Extension Department:Augusta Regional Airport Department:Augusta Regional Airport Caption:Motion to approve the Contract Extension with Sterling Restaurant Group as approved by the Augusta Aviation Commission on February 12, 2021. (Approved by Public Services Committee March 9, 2021) Background:The Augusta Regional Airport (AGS) is requesting a 24-month contract extension for the Airport’s concessionaire, Sterling Restaurant & Retail Group, LLC. Sterling provides two small restaurants and a merchandise shop at AGS. Their current agreement is set to expire on June 2, 2021. Airport concessionaire agreements are typically based on percentage of gross revenue and/or minimum annual guarantee (MAG). The global pandemic has been particularly devastating on the travel/transportation and food service industries. In the current environment, Airport concessionaires have experienced massive losses. A significant number of US Airports have extended rent reliefs, payment abatements, and various other forms of assistance to keep Airport concessionaires afloat. Moreover, it is literally impossible for both current and new entrants to project near term revenue and business activity. This significant downturn and uncertainty (when recovery will occur) has precipitated moratoriums on new concession contracts at many US Airports (e.g., Atlanta, Houston, Anchorage, etc.). Analysis:These challenges are further exacerbated at small Airports such as AGS. Unlike larger Airports that typically have master concessionaire agreements managed by national corporations, smaller Airports such as AGS are typically dependent on smaller organizations or sole proprietorships for these services. These small businesses generally are even more financially fragile. AGS strongly supports competitive processes for these types of services. However, management assesses it would be extremely difficult, if not impossible, to solicit another Airport concessionaire at this point. Moreover, AGS staff is unaware of Cover Memo any US Airports that have initiated new concessionaire agreements since the onset of the Pandemic. The Airport is requesting the Augusta Commission extend our current concessionaire, Sterling Restaurant & Retail Group, LLC, for a period of 24 months to June 2023. We are hopeful this extended period would provide a bit more clarity in terms Airport/aviation sector recovery and stabilization. Financial Impact:2021 budgeted revenue - $90,000 Alternatives:To Deny Recommendation:Augusta Aviation Commission recommends approval. Funds are Available in the Following Accounts: 551000000-3492304 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo 1 FOURTH AMENDMENT TO THE LEASE AGREEMENT FOR THE OPERATION OF RETAIL, FOOD AND BEVERAGE CONCESSIONS This FOURTH AMENDMENT TO THE LEASE AGREEMENT FOR THE OPERATION OF RETAIL, FOOD AND BEVERAGE CONCESSIONS (this “Amendment”) is made and entered into this ______day of ________, 2021, between Augusta, Georgia, a political subdivision of the State of Georgia, by and through its Augusta Aviation Commission, and Sterling Restaurant & Retail Group, LLC, a Georgia Limited Liability Corporation, formerly known as Tailwind Augusta, LLC (hereinafter referred to as “Concessionaire”). WHEREAS, Augusta and Sterling Restaurant & Retail Group, LLC entered into a five (5) year Concessions Agreement (“Agreement”) commencing on June 3, 2011 and terminating on June 2, 2016, for the Concessionaire to manage the Retail, Food, and Beverage Concessions located at Augusta Regional Airport; and WHEREAS, on or about June 3, 2016 Augusta and Sterling Restaurant & Retail Group, LLC entered into a five (5) year renewal term of the Agreement; and WHEREAS, in light of recent global events, airline travel across the United Stated remains at extremely low levels due to the Covid-19 Pandemic; and WHEREAS, the term of said Agreement shall expire on June 2, 2021 with no further renewal terms available; and WHEREAS, Concessionaire desires economic relief and Augusta desires to provide economic relief to its tenants due to the decrease in business due to the Covid-19 Pandemic; and WHEREAS, Concessionaire and Augusta now desire to amend the Agreement for two (2) additional years beyond the current expiration date due to as set forth below. NOW, THEREFORE, the Parties, upon good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, hereby agree as follows: 1. Full Force; Ratification. Except as modified by this Amendment, the Agreement remains unchanged and in full force and effect. The Parties hereby ratify and confirm the terms and conditions of the Agreement. 2. Capitalized Terms. All capitalized terms not otherwise defined in this Amendment shall have the meanings assigned in the Agreement. 3. Subsection 2.1, is hereby amended to include the following section 2.1.1: 2.1.1 In light of the Covid-19 Pandemic, Augusta and Concessionaire agree to extend this Agreement for two (2) additional years, and shall be titled “Covid-19 Concessionaire 2 Extension.” Such extension shall commence on June 3, 2021 and expire on June 2, 2023. 4. Subsection 2.2, Renewals, is hereby amended to include the following section 2.2.2 below: 2.2.2 Upon the expiration of the Covid-19 Concessionaire Extension period, this Lease Agreement shall cease in its entirety and be of no more effect on the Parties. [EXECUTION ON FOLLOWING PAGE] 3 IN WITNESS WHEREOF, the Parties hereto deem this Amendment to be executed on the date that this Agreement was entered into as provided herein above. AUGUSTA: By:______________________________________ Hardie Davis, Jr. Mayor Attest: ___________________________________ Lena J. Bonner, Clerk of Commission STERLING RESTAURANT & RETAIL GROUP, LLC: By: _____________________________________ ____________ Managing Member Approved at the Legal Form: _______________________ Rachel N. Mack, Esq. Commission Meeting Agenda 3/16/2021 2:00 PM Textron Hangar Lease Department:Augusta Regional Airport Department:Augusta Regional Airport Caption:Motion to approve the Hangar Lease with Textron Specialized Vehicles with a term of three years as approved by the Augusta Aviation Commission on December 10, 2020. (Approved by Public Services Committee March 9, 2021) Background:Headquartered in Augusta, Georgia, Textron Specialized Vehicles has become a world leader in transportation and a leading global manufacturer of golf cars, utility vehicles and personal transportation vehicles. Textron Specialized Vehicles own and operates a Cessna Citation X (N515CX). Textron (TSV) is requesting hangar storage for their aircraft in Hangar Two.The term of the lease agreement is for 36 months, April 1, 2021 through March 31, 2024 Analysis:The monthly fees are: $164.00 Office rent $175.00 Utilities $1756.00 Aircraft Storage $2095.00 Total Monthly Payment As an airport tenant, this entity will receive a $1.00 discount on fuel. Financial Impact:The monthly fees are: $164.00 Office rent $175.00 Utilities $1756.00 Aircraft Storage $2095.00 Total Monthly Payment As an airport tenant, this entity will receive a $1.00 discount on fuel. Alternatives:To Deny Recommendation:Augusta Aviation Commission Recommends approval. Funds are Available in the Following Accounts: Fund 552 Cover Memo REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Commission Meeting Agenda 3/16/2021 2:00 PM 20-283 Award Contract for Records Retention Deed Docket Storage Department:Central Services - Facilities Department:Central Services - Facilities Caption:Motion to approve bid award of contract to furnish and install roller shelving in the Records Retention Annex, in the amount of $81,644.50, to the Clyde Castleberry Company of Covington, GA (Bid #20-283). (Approved by Administrative Services Committee March 9, 2021) Background:Space is available in the recently completed Records Retention Annex on Marvin Griffin Road to archive bound documents, including court dockets, deed books and other records Augusta is required to house in perpetuity. These records are accessed periodically by citizens doing various types of research. Storing them on roller shelving allows for easier access, is less damaging to the bindings of historical deed books and ensures the documents are preserved in a manner recommended by the Society of Georgia Archivists. Currently the books are stacked on top of each other and have suffered damage over the years, as the pages are old and fragile. ITB #20-283 for providing appropriate storage was issued and bids were received on November 18, 2020 in accordance with the Augusta Procurement guidelines. Analysis:The lowest responsive bid to furnish and install the shelving was submitted by the Clyde Castleberry Company, of Covington, GA, in the amount of $77,292.00. The bid award is past the 90 day to hold pricing. The vendor has requested due to Covid-19 and an increase cost of steel and freight a revised bid price of $81,644.50. Financial Impact:The contract amount is $81,644.50. Alternatives:1. Award the contract to furnish and install roller shelving in the Records Retention Annex, in the amount of $81,644.50, to the Cover Memo Clyde Castleberry Company of Covington, GA (Bid #20-283). 2. Do not award Recommendation:Award the contract to furnish and install roller shelving in the Records Retention Annex, in the amount of $81,644.50, to the Clyde Castleberry Company of Covington, GA (Bid #20-283). Funds are Available in the Following Accounts: Funds are available for this project in SPLOST VII: GL 329-05- 1120 JL 216-05-7904 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Invitation to Bid Sealed bids will be received at this office until Wednesday, November 18, 2020 @ 2:00 p.m. via ZOOM Meeting ID: Meeting ID: 969 2341 9311 Passcode: 877785 furnishing for: Bid Item #20-283 Records Retention Deed Docket Storage System – Central Services Department – Facilities Maintenance Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Bid documents may be 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). A Pre-Bid Conference will be held on Wednesday, November 4, 2020 @ 2:00 p.m. via ZOOM – ID: 918 8500 5839 Password: 830748 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, November 5, 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 8, 15, 22, 29, 2020 Metro Courier October 8, 2020 OFFICIAL VENDORS CLYDE CASTERBERRY COMPANY INC. 2129 PACE STREET COVINGTON, GA 30014 MODERN BUSINESS WORKPLACE SOLUTIONS 1018 TELFAIR STREET AUGUSTA, GA 30901 PATTERSON POPE, INC. 1859-C BEAVER RIDGE CIRCLE NORCROSS, GA 30071 Attachment "B"Yes Yes Yes E-Verify Number 348644 1545902 284490 SAVE Form Yes Yes Yes 1) Base Bid: Metal Storage Unit $77,292.00 $256,311.95 $69,164.70 Alternate One No Charge No Bid $67,907.16 Unit Rates: SSG-S-113 $1,390.06 $4,487.49 $1,257.54 Unit Rates: SSG-S-117 $2,034.01 $4,737.49 $1,257.54 Anticipated Time of Delivery 60 Days ARO 70 Days 120 Days 2) Base Bid: Custom Casework System No Bid No Bid No Bid Exceptions Noted Total Number Specifications Mailed Out: 29 Total Number Specifications Download (Demandstar): 2 Total Electronic Notifications (Demandstar): 75 Georgia Registry: 109 Pre-Proposal Conference Attendees: Total packages submitted: 3 Total Noncompliant: 0 Bid Opening - Item #20-283 Records Retention Deed Docket Storage System For Central Services Department – Facilities Maintenance ITB Due: Wednesday, November 18, 2020 @ 2:00 p.m. PRICING Page 1 of 1 Bid Item #20-283 Records Retention Deed Docket Storage System – Central Services Department – Facilities Maintenance Name (Original Name)User Email Join Time Shill@augustaga.gov shill@augustaga.gov 11/4/2020 13:49 Phyllis Johnson shill@augustaga.gov 11/4/2020 13:50 Yolanda Jackson yljackson25@gmail.com 11/4/2020 13:53 Rick Acree 11/4/2020 14:00 Yolanda Jackson yljackson25@gmail.com 11/4/2020 14:00 Rick Acree 11/4/2020 14:00 Darrell White 11/4/2020 14:01 Darrell White 11/4/2020 14:01 Swannette Jones sjones2@augustaga.gov 11/4/2020 14:01 Swannette Jones sjones2@augustaga.gov 11/4/2020 14:01 Bid Item #20-283 Records Retention Deed Docket Storage System – Central Services Department – Facilities Maintenance Leave Time Duration (Minutes)Guest 11/4/2020 14:13 24 No 11/4/2020 14:13 23 No 11/4/2020 14:00 8 Yes 11/4/2020 14:00 1 Yes 11/4/2020 14:13 13 Yes 11/4/2020 14:13 13 Yes 11/4/2020 14:01 1 Yes 11/4/2020 14:08 7 Yes 11/4/2020 14:01 1 No 11/4/2020 14:13 12 No Commission Meeting Agenda 3/16/2021 2:00 PM 2021 Airport Maintenance F150s - ITB 20-265 Department:Central Services - Fleet Management Department:Central Services - Fleet Management Caption:Motion to approve the purchase of two pickup trucks, at a total cost of $44,490, to Allan Vigil Ford for the Augusta Regional Airport (Bid 20-265). (Approved by Administrative Services Committee March 9, 2021) Background:The Augusta Regional Airport is requesting the acquisition of two 2021 Ford F150s for the Airport Maintenance Division. The Augusta Aviation Commission has approved this purchase per the attached memorandum. The trucks will be purchased utilizing the GMA Lease program. Analysis:The Procurement Department published a competitive bid using the Demand Star application for 6300GVWR Pickup Truck (Bid #20-265). Invitations to Bid were sent to 21 vendors with two compliant vendors responding. Bid tab sheets are attached for your review. Bid #20-265 – 2021 Ford F150: Allan Vigil Ford - $22,245; Wade Ford – $22,789 Financial Impact:2 - 2021 Ford F150 @ $22,245 each. The total purchase amount is $44,490. (GMA LEASE ACCT# 631-10-1110/54-99631) Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Motion to approve the purchase of two pickup trucks, at a total cost of $44,490 to Allan Vigil Ford for the Augusta Regional Airport (Bid 20-265). Funds are Available in the Following Accounts: (GMA LEASE ACCT# 631-10-1110/54-99631)Cover Memo REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Department: Augsuta Regional Airport Funds: Department Funds BID 20-265 Year 2021 2021 Non-Compliant Brand Ford Ford Non-Compliant Model F150 F150 Non-Compliant Delivery Date 90-120 DAYS 12-14 Weeks Non-Compliant Base Price 5.01 20,794.00$ 20,919.00$ Non-Compliant 6.18 Class IV Hitch 189.00$ 205.00$ 6.34 Tailgate Step 355.00$ 430.00$ 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$ 7.13 LED Top Mount light 682.00$ 690.00$ OPTIONS TOTAL 1,451.00$ 1,870.00$ BASE PRICE: 20,794.00$ 20,919.00$ TOTAL FOR OPTIONS AND BASE PRICE 22,245.00$ 22,789.00$ 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 5.01 FOR ALL DEPARTMENTS- Pickup Truck 6300 GVWR-BIDS OPENED 10/21/2020 @ 3:00 Master Buick GMC Allan Vigil Ford Wade Ford Invitation to Bid Sealed bids will be received at this office until Wednesday, October 21, 2020 @ 3:00 p.m. via ZOOM Meeting ID: 994 6797 8765 Password: 008026 for furnishing for: Bid Item #20-265 6300GVWR Pickup Truck – Augusta, GA - Central Services Department – Fleet Maintenance Bid Item #20-266 2021 Midsize SUV 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, October 9, 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 September 17, 24, October 1, 8, 2020 Metro Courier September 17, 2020 OFFICIAL 0 Vendors MASTER BUICK GMC INC. 3710 WASHINGTON ROAD AUGUSTA, GA 30907 ALLAN VIGIL FORD LINCOLN 6790 MT ZION BLVD MORROW, GA. 30260 WADE FORD 3860 SOUTH COBB DRIVE SMYRNA, GA 30080 Attachment B YES NO Business License Non-Compliant Yes Yes E-Verify Number 665555 94460 314470 SAVE Form Yes Yes Yes 5.01 2020 Pickup Truck, (1/2 Ton) 6300 GVWR, Regular Crew Cab, 6 Cyl $24,974.00 $20,794.00 $20,919.00 5.01 2020 Pickup Truck, (1/2 Ton) 6300 GVWR, Crew Cab, 6 Cyl $31,054.00 $24,440.00 $25,600.00 6.01 5.0L V8 Flex Fuel Engine $1,495.00 $1,836.00 $1,995.00 6.02 3.5L V6 EcoBoost NB $2,388.00 $2,595.00 6.03 2.7L V6 EcoBoost NB $1,125.00 $1,195.00 6.04 Long Bed (8ft)NC $295.00 $300.00 6.05 Extended range fuel tank NA $410.00 $445.00 6.06 Super Cab (6.5ft Bed)$34,654.00 $2,525.00 $22,365.00 6.07 Super Cab (8ft Bed)NA $3,600.00 $22,765.00 6.08 4x4 Option Regular Cab $29,574.00 $3,495.00 $3,400.00 6.09 4x4 Option Crew Cab $34,354.00 $3,045.00 $2,700.00 6.09 Skid Plates (4x4 Only)$150.00 $155.00 $160.00 6.10 Crew Cab XL SWB NA See 5.1B $25,600.00 6.11 Crew Cab XL LWB NA $24,440.00 plus $975.00 $26,000.00 6.12 Limited Slip Axle $395.00 $525.00 $570.00 6.14 Cab Steps $850.00 $262.00 $250.00 6.15 Daytime Running Lights NC $42.00 $45.00 6.16 Power Windows/Locks/Mirrors $1,444.00 $1,088.00 $1,170.00 6.17 Power Seat $290.00 $345.00 $350.00 6.18 Class IV Hitch (w/o tow pkg)NB $189.00 $205.00 6.19 Trailer Tow Pkg $395.00 $897.00 $1,090.00 6.20 Trailer Tow Pkg (w/101A pkg)NB NA $1,090.00 6.21 Tow Mirrors w/spolights $490.00 $495.00 $395.00 5.00 Vehicle/Options Required 6.00 Manufacturer Options: Total Number Specifications Mailed Out: 21 Total Number Specifications Download (Demandstar): 1 Total Electronic Notifications (Demandstar): 15 Georgia Procurment Registry: 0 Total packages submitted: 2 Total Noncompliant: 1 Bid Item #20-265 6300GVWR Pickup Truck Augusta, GA Central Services Department Fleet Maintenance Bid Opening Date: Wednesday, October 21, 2020 @ 3:00 p.m. Page 1 of 3 OFFICIAL 0 Vendors MASTER BUICK GMC INC. 3710 WASHINGTON ROAD AUGUSTA, GA 30907 ALLAN VIGIL FORD LINCOLN 6790 MT ZION BLVD MORROW, GA. 30260 WADE FORD 3860 SOUTH COBB DRIVE SMYRNA, GA 30080 Total Number Specifications Mailed Out: 21 Total Number Specifications Download (Demandstar): 1 Total Electronic Notifications (Demandstar): 15 Georgia Procurment Registry: 0 Total packages submitted: 2 Total Noncompliant: 1 Bid Item #20-265 6300GVWR Pickup Truck Augusta, GA Central Services Department Fleet Maintenance Bid Opening Date: Wednesday, October 21, 2020 @ 3:00 p.m. 6.22 XL w/Power W-L-M, SYNC AM/FM/CD Cruise Control NB $2,070.00 $2,280.00 6.23 Cruise Control &SYNC $225.00 $215.00 $225.00 6.24 40-20-40 Cloth Split Bench NC NC $75.00 6.25 Cloth Buckets w/Console NB $275.00 $295.00 6.26 Electric Brake Controller $275.00 $265.00 $275.00 6.27 Fog Lighhts NB $135.00 $140.00 6.28 Carpet w/Mats $300.00 $140.00 $145.00 6.29 XL SSV Package NB $46.00 $50.00 6.30 XLT Package NB $5,110.00 $3,660.00 6.31 Rear Window Defroster & Bumpers NB $305.00 $220.00 6.32 Aluminum Wheels & Bumpers $350.00 $740.00 $706.00 6.33 Box Side Steps NB NA Not availble 2021 6.34 Tailgate Step NC $355.00 $430.00 6.35 Reverse Sensing $295.00 $255.00 $275.00 6.36 Spray-In $545.00 $395.00 $595.00 6.37 Exterior Color Not Included in Base Price Color:_____________NB $660.00 $650.00 6.38 Exterior Color Not Included in Base Price Color:_____________NB $660.00 $650.00 6.39 Exterior Color Not Included in Base Price Color:_____________NB $660.00 $650.00 6.40 Interior Color Not Included in Base Price Color:_____________NB $660.00 $650.00 6.41 Interior Color Not Included in Base Price Color:_____________NB $660.00 $650.00 6.42 Interior Color Not Included in Base Price Color:_____________NB 6.43 Delivery Fee Per Vehicle NC $150.00 $200.00 7.01 Fire Extinguisher NB $65.00 $65.00 7.02 Outlet receptacle NB $75.00 $75.00 7.03 Toolbox $600.00 $475.00 $575.00 7.04 Trailer hitch NB $45.00 $295.00 7.00 Outfitter's Specialty Items: Page 2 of 3 OFFICIAL 0 Vendors MASTER BUICK GMC INC. 3710 WASHINGTON ROAD AUGUSTA, GA 30907 ALLAN VIGIL FORD LINCOLN 6790 MT ZION BLVD MORROW, GA. 30260 WADE FORD 3860 SOUTH COBB DRIVE SMYRNA, GA 30080 Total Number Specifications Mailed Out: 21 Total Number Specifications Download (Demandstar): 1 Total Electronic Notifications (Demandstar): 15 Georgia Procurment Registry: 0 Total packages submitted: 2 Total Noncompliant: 1 Bid Item #20-265 6300GVWR Pickup Truck Augusta, GA Central Services Department Fleet Maintenance Bid Opening Date: Wednesday, October 21, 2020 @ 3:00 p.m. 7.05 Trailer wiring $200.00 Included 6.18 or 6.19 Comes with hitch 7.04 7.06 Trailer ball NB $30.00 $50.00 7.07 Window Tint Reg Cab $120.00 $180.00 $185.00 7.08 Window Tint Extended Cab $120.00 $195.00 $195.00 7.09 Window Tint Crew Cab $120.00 $215.00 $205.00 7.10 Add on step NB $275.00 $780.00 7.11 Backup larm NB $85.00 $75.00 7.12 Drill Free Light Bar Cab Mt NB $797.00 $805.00 7.13 Led top mount light NB $682.00 $690.00 7.14 County Emergency Equip Pk NB $957.00 $975.00 7.15 Fire Emergency Equipment Pkg.NB $2,084.00 $2,105.00 Year 2021 2021 2021 Make GMC Ford Ford Model Sierra F150 F150 Approximate Delivery Time:12-16 Weeks 90-120 days 12-14 Wks +3 Wks for equipment Exceptions Noted Yes Yes 3rd key w/remote $225.00 Yes 2021 6300GVWR Pickup Truck: Page 3 of 3 Commission Meeting Agenda 3/16/2021 2:00 PM 2021 Commercial Shredder ITB #21-135 Department:Central Services - Fleet Management Department:Central Services - Fleet Management Caption:Motion to approve the purchase of two Heavy Duty Shredders at a total of $38,365.98 to Whitaker Brothers Business Machines Inc. of Rockville, MD for the Central Services Department- Records Retention Division (Bid 21-135). (Approved by Administrative Services Committee March 9, 2021) Background:The Central Services Department-Records Retention Division is requesting the purchase of two new Heavy Duty Shredders; one asset will replace the failing shredder located at the main Records Retention facility and one asset will be housed at the recently built Records Retention Annex. The Records Retention Division maintains a large amount of documents and files and requires the capability for mass destruction. These Heavy Duty Shredders will be utilized for periodic destruction of files beyond the Georgia Archives records retention period and files no longer needed by various departments for operation. The acquisition of the shredders will greatly diminish the need for contracted shredding services, currently used for destruction purposes. Analysis:The Procurement Department published a competitive bid using the Demand Star application for two Heavy Duty Shredders. Invitations to bid were sent to 21 vendors and received a total of five qualified responses. Whitaker Brothers Business Machines offered the lowest cost and provided all the necessary specifications for the requested equipment. Bid 21-135: Heavy Duty Shredders: 2020 HSM SP 4040V – Whitaker Brothers: $19,182.99 (Rockville, MD) 2021 Intimus 14.87 – Pugh Services Inc: $23,545.00 (Orchard Hill, GA) 2020 HSM SP 4040V – Total Office Products: $27,689.00 (Martinez, GA) 2020 HMS Powerline– Scaletics Inc: $21,899.00 (Harlem, GA) 2021 HSM SP 4040V – Augusta Office Solutions: $24,652.60 (Augusta, GA) Cover Memo Financial Impact:Two 2021 Heavy Duty Shredders at $19,182.99 each, for a total of $38,365.98, utilizing SPLOST 7 account; 329-05-1120/21- 6057904 Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of two Heavy Duty Shredders at a total of $38,365.98 to Whitaker Brothers Business Machines Inc. of Rockville, MD for the Central Services Department-Records Retention Division (Bid 21-135). Funds are Available in the Following Accounts: 329-05-1120/21-6057904 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo 21-135 Year: 2020 2020 2020/2021 2021 2020 Make: HSM HMS Powerline Intimus HSM HSM Model: SP 4040V SP4040V $14.87 SP 4040 SP 4040V DELIVERY:8-10 WEEKS ARO 4 days ARO 1 Month ARO 15 Weeks ARO 18 Weeks ARO Base Price Including all options $18,129.00 $21,899.00 $23,500.00 $24,596.00 $27,642.00 SPECIALTY ITEMS: 6.01 Shredder Oil (1 Gal)$54.99 N/C $45.00 $56.60 $47.00 6.02 Parts/Service Manual N/C N/C No Bid N/C No Bid 6.03 Two-Wheeled Dolley $999.00 N/C No Bid N/C No Bid TOTALS:$19,182.99 $21,899.00 $23,545.00 $24,652.60 $27,689.00 FOR ALL DEPARTMENTS-COMMERCIAL SHREDDERS - BID OPENING 1/11/21 @ 11:00am Whitaker Brothers (Rockville, MD) Scaletics, Inc. (Harlem, GA) Total Office Products (Martinez, GA) Pugh Services, Inc. (Orchard Hill, GA) Augusta Office Solutions (Augusta, GA) Co p y r i g h t © 2 0 1 6 b y H S M ® o f A m e r i c a All technical specifications are approximate values.Technical and design modifications reserved. Shredder Baler Combination HSM Powerline SP 4040 HSM of America, LLC 419 Boot Road Downingtown, PA 19335 www.hsmofamerica.com Customer Service: 800.613.2110 HSM part #HSM3513 HSM3514 Cutting type Strip cut Cross cut Cutting size 1/4"1/4" x 2" Security level DIN 32757-1 2 3 Security level DIN 66399 P-2 / O-2 / T-2 / E-2 P-3 / O-2 / T-3 / E-2 Cutting capacity per run in sheets 130 120 Cutting speed 41 ft / min 42 ft / min Throat opening 17"17" Voltage 3 x 208 V / 60 Hz 3 x 208 V / 60 Hz Output per hour 6 - 8 bales 6 - 8 bales Pressing power 44 kN 44 kN Dimensions (H x W x D)77.5" x 42.9" x 79.9"77.5" x 42.9" x 79.9" Weight 1,624 lbs 1,624 lbs Maximum bale size 23.6" x 15.7” x 19.6”23.6” x 15.7” x 19.6” Cutting capabilities • Automatic reverse prevents paper jams • Material intake via loading table and electronic converyer belt • Keypad control for constant operation and reverse function • Integrated, manual oiler for cutting unit (cross cut version only) • Baler - state-of-the-art controller; removable trolley for box or waste bag • Display indicates finished bales • Maximum bale size 23.6” x 15.7” x 19.6” • Anti-Jam Technology designed to easily and quickly reverse out paper in the event the machine is overloaded SOLID STEEL CUTTING HEADS Q U ALITY PRECISION CUTTING GERMA N Y M A DE IN CONTINUOUSDUTY MOTOR Invitation to Re-Bid Sealed re-bids will be received at this office until Monday, January 11, 2021 @ 11:00 a.m. via ZOOM Meeting ID: 988 2423 1346 Passcode: 896162 for furnishing for: Re-Bid Item #21-135 2020/2021 Commercial Shredder – Augusta, GA - 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 Monday, December 28, 2020 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference an eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project. No bids may be withdrawn for a period of ninety (90) days after bids have been opened, pending the execution of contract with the successful bidder. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle December 3, 11, 17, 24, 2020 Metro Courier December 3, 2020 Commission Meeting Agenda 3/16/2021 2:00 PM Award GDOT Transportation Alternatives Program Funds to Study the Intersection of Wrightsboro Rd. at R.A. Dent RFQ 20-232 Department:Planning & Development Department:Planning & Development Caption:Motion to accept FY 2020 GDOT Transportation Alternatives Planning Funding Grant Award to Study the Intersection of Wrightsboro Rd. at McCauley St. RFQ 20-232.(Approved by Administrative Services Committee March 9, 2021) Background:The Federal Highway Administration (FHWA) and GDOT provide funding on a fiscal basis to allow for projects related to transportation alternatives programs that enhance: 1) Pedestrian and Bicycle Facilities, 2) Streetscape Improvements and 3) Safe Routes to School Programs. The Wrightsboro Rd. at McCauley St. project has progressed through the Augusta Procurement Department RFQ/RFP process and negotiations have been completed and Planning would like to award the contract to Atlas Technical. Proposals are solicited via the newspaper and website then reviewed/approved by the Citizens Advisory Committee, Technical Advisory Committee and Policy Committee. In FY 2020, $64,000.00 of TAP funds were assigned to the study of the 5-point intersection “At-Grade- Crossing of Wrightsboro Rd. at McCauley St.” by the MPO’s Policy Committee. The funds for this project are available for 3-years. The Augusta Procurement department conducted an RFQ (FY2021) and RFP (FY2020) process and contract negotiations concluded February 2021. Analysis:The staggered nature of the Wrightsboro Rd/McCauley St intersection has created a unique traffic environment compounded by the slightly elevated at-grade railroad crossing. With the opening of the Beacon Station Apartment Complex in June 2019 and the associated increase in motorized and non- motorized traffic there is the possibility of degradation in safety at this intersection. The purpose of the project will identify safety/access/mobility challenges, quantify impacts and recommend solutions for the rehabilitation of this intersection. Cover Memo Financial Impact:Project Cost: Federal Funds: $64,000.00 Local Match: $16,000.00 (Included in the 2021 Planning and Development budget) Extra Project Costs: $865.00 (Provided by Planning and Development) Total Project Cost: $80,865.00 Alternatives:Forfeiture of the funds and the intersection will remain unstudied for now. Recommendation:Approval of the award for RFQ 20-232 to Atlas Technical Consultants to Conduct a Study of the Wrightsboro Rd. at McCauley st. At-Grade-Crossing. Funds are Available in the Following Accounts: Project Cost in Org key 220016309 Federal Funds: $64,000.00 Local Match: $16,000.00 (Included in the 2021 Planning and Development budget) Extra Project Costs: $865.00 (Provided by Planning and Development) Total Project Cost: $80,865.00 REVIEWED AND APPROVED BY: Cover Memo Scope of Services For The Augusta Regional Transportation Study Wrightsboro Rd/McCaulay St At-Grade Highway/Railroad Crossing Safety Improvements Appraisal REQUEST FOR PROPOSAL Prepared by Augusta Regional Transportation Study Metropolitan Planning Organization 535 Telfair Street, Suite 300 Augusta, GA 30901 December 2019 1 1. SCOPE OF PROPOSAL Augusta Regional Transportation Study (ARTS) is requesting proposals to determine highway and pedestrian safety improvements for the Wrightsboro Rd/McCaulay St at-grade Highway/Railroad Crossing. All proposals submitted must be complete and convey all of the information requested. If the proposal fails to conform to the essential requirements of this Request for Proposal (RFP), ARTS and ARTS alone will be the judge as to whether that variance is significant enough to consider the RFP non-responsive and therefore not considered for award. 2. REQUEST FOR PROPOSAL PURPOSE This RFP provides interested offerors with sufficient information to enable them to prepare and submit written proposals for consideration by ARTS to determine highway and pedestrian safety improvement options for the Wrightsboro Rd/McCaulay St at-grade Highway/Railroad Crossing. This project is funded by Surface Transportation Block Grant (STBG) Urban Attributable (Z230) funds. You are asked to provide a written description of how your firm proposes to complete the requested project. The proposed scope of work shall not exceed 10 (ten) double-sided pages in length, including any illustrations (but excluding cover letter, required forms, appendices, Team Qualifications and Project Team Member Resumes). The scope should outline the project tasks or elements and a time schedule for completion of each task and the entire project. The successful bidder shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary for the project as per the scope of services outlined below. 3. ABOUT ARTS ARTS is a bi-state Metropolitan Planning Organization (MPO) covering the Augusta-Richmond County, GA; and, Aiken County, SC urbanized areas. ARTS planning area covers an approximate land area of 793 square miles with population of 511,686 (US Census 2010). The ARTS planning area includes: Richmond County, and the Cities of Hephzibah and Blythe in Georgia; the Fort Gordon Military Reservation; parts of Columbia County, including the City of Grovetown; and, parts of Aiken and Edgefield Counties in South Carolina, including the Cities of Aiken, North Augusta, New Ellenton and Burnettown. 4. PROJECT BACKGROUND AND OVERVIEW ARTS issues this RFP to consulting firms (the CONSULTANT) interested in providing professional services to determine highway and pedestrian safety improvements for the Wrightsboro Rd/McCaulay St at-grade Highway/Railroad Crossing. The purpose of this project is promote the safe and efficient movement of motorized and non-motorized users at the Wrightsboro Rd/McCaulay St at-grade Highway/Railroad Crossing through an appraisal of recommended safety improvements. The Wrightsboro Rd/McCauley St at-grade highway/railroad intersection is located just south of downtown Augusta opposite the Dental College of Georgia at Augusta University. This staggered intersection has four (4) intersecting arms, namely: RA Dent Blvd (minor arterial), Wrightsboro Rd (major collector), McCauley St (local) and Wrightsboro Rd CR 2566 (minor arterial). Cutting across the intersection of Wrightsboro Rd/McCauley St is the at-grade CSX crossing #279429P. 2 The single track main line is slightly elevated resulting in a noticeable incline on either side of the Wrightsboro Rd approaches. The Wrightsboro Rd/McCauley St intersection is located in the Laney Walker/Bethlehem historic neighborhood. This neighborhood is within one of three Federal Opportunity Zones in Augusta. This designation has strengthened the Laney Walker/Bethlehem revitalization initiative, which seeks to reverse neighborhood blight and disinvestment. The emergence of several residential, employment and other mixed-use master plan developments in the Laney Walker/Bethlehem neighborhoods are the direct results of this initiative. Beacon Station Apartments (formerly Foundry Place) is the latest outcome. Situated at the intersection of Wrightsboro Rd/McCauley St; Beacon Station is a 7.6 acres, 221-unit market rate mixed use development project comprised of 1, 2 and 3 bedroom apartments and first floor space for retail/storefront franchises The staggered nature of the Wrightsboro Rd/McCauley St intersection has created a unique traffic environment compounded by the slightly elevated at-grade railroad crossing. With the opening of the Beacon Station Apartment Complex in June 2019 and the associated increase in motorized and non-motorized traffic there is the possibility of a degradation in safety at this intersection. Potential outcomes of a degraded safety environment are increased traffic conflicts, unsafe driving behavior and risk taking, and an escalation in pedestrian/bike crashes. 5. PROJECT OBJECTIVES The purpose of the project will aim to identify safety/access/mobility challenges, quantify impacts and recommend solutions for the rehabilitation of this intersection. Specific objectives include:  Description of existing conditions and projected traffic;  Conduct a traffic safety analysis (motorized and non-motorized users);  Execute an Intersection Control Evaluation (ICE) study;  Comparison of intersection alternatives; and,  Recommend a locally preferred intersection alternative. 6. TASK #1: PROJECT ADMINISTRATION The CONSULTANT will assign a single person to serve through the life of the contract as CONSULTANT Project Manager (CONSULTANT PM). ARTS will assign a Project Manager (PM) to work closely with the CONSULTANT PM. a) The CONSULTANT PM is responsible for overall project management necessary to ensure the satisfactory completion of the project, on-time and on-budget, and in accordance with the scope of services. The CONSULTANT PM will be responsible for developing and adhering to a schedule that allows the submission of a Draft Report no later than September 2020 and a Final Report no later than October 2020. b) The CONSULTANT will develop an operations plan for completing the MTP within two (2) weeks of the Notice to Proceed letter. The operations plan will include: 1) Detailed listing of the activities necessary to complete the project; 2) Schedule for each activity; 3) Identification of who will be responsible for the activity; and, 4) Total resources required to complete the activity. The operations plan developed will be reviewed by ARTS. Once approved the operations plan will then become the overall management control document for completing the project process. 3 Task #1 Deliverables:  Operations Plan/Project Schedule  Monthly Progress Reports and Figures  Monthly invoices with supportive information to account for the invoices 7. TASK #2: TRAFFIC ASSESSMENT AND FORECASTING The CONSULTANT will develop background information and identify the methodology for analyzing current conditions including operations, safety, and modal issues. The CONSULTANT shall search for, collect and review existing data (rail, motorized and non-motorized) and reports relevant to the project area and obtain new information as needed for all aspects of the project. The CONSULTANT will make traffic projections for 25 years (base year 2015) using existing traffic data (rail, motorized and non-motorized) to show forecasted traffic needs. Forecasted motorized traffic data may be obtained from the ARTS Travel Demand Model (TDM) maintained by GDOT. The CONSULTANT should identify its approach to this process as well as demonstrate knowledge of any analysis methods used. Task #2 Deliverables:  Existing traffic (rail, motorized and non-motorized) conditions  Projected traffic (rail, motorized and non-motorized) conditions  Brief on analysis method/s used to determine projections 8. TASK #3: TRAFFIC SAFETY ANALYSIS The CONSULTANT will utilize crash data to identify roadway segments at the Wrightsboro Rd/McCauley St intersection; that have a high potential for collisions, conduct an analysis that can produce predominant roadway crash types, and identify roadway features (e.g., infrastructures, roadways or traffic control devices) that may have caused collisions to occur or may present a risk for future collisions. The CONSULTANT will conduct the traffic safety analysis using acceptable analysis methods of the Federal Highways Administration (FHWA), Institute of Transportation Engineers (ITE) or Georgia Department of Transportation (GDOT). The CONSULTANT will prepare a summary of the results from the data analysis in addition to GIS shapefiles of the collision data. This will be followed by a meeting with ARTS and engineering staff from the City of Augusta (COA) to review the results and determine the safety issues associated with the existing and projected future conditions. Task #3 Deliverables:  Summary report of data analysis results  GIS Shapefiles of traffic collisions and incidents (rail, motorized and non-motorized)  Formal meeting with ARTS to present and discuss findings and safety issues 9. TASK #4: INTERSECTION CONTROL EVALUATION The CONSULTANT will review and summarize existing information, collect additional data and conduct field work as needed, to assess the Wrightsboro Rd/McCaulay St at-grade Highway/Railroad Crossing using the GDOT Intersection Control Evaluation (ICE) methodology. 4 The CONSULTANT must consider Highway/Railroad Crossing safety standards as determined by the Federal Railroad Administration (FRA) and the primary operating railroad, currently CSX Transportation, during the ICE. Details of GDOT ICE methodology and tools can be found here: http://www.dot.ga.gov/PS/DesignManuals/DesignGuides Details of the FRA Railway-Highway Crossings (Section 130) Program can be found here: https://safety.fhwa.dot.gov/hsip/xings/ It is important that the CONSULTANT incorporate any CSX standards or concerns during this process. It will be for the CONSULTANT to meet with CSX representatives to fulfill this requirement. Task #4 Deliverables:  Intersection Control Evaluation report 10. TASK #5: COMPARISON OF INTERSECTION ALTERNATIVES Based on the existing crashes and incidents identified, potential crashes and incidents projected, roadway design and conditions, and ICE results; the CONSULTANT will suggest appropriate countermeasures for improving safety performance at Wrightsboro Rd/McCaulay St at-grade Highway/Railroad Crossing. The CONSULTANT will recommend a set of appropriate countermeasures. The primary focus of this task is the development of a prioritized list of engineering countermeasures. This will involve preliminary evaluations of the Wrightsboro Rd/McCaulay St at-grade Highway/Railroad Crossing do-nothing and realignment alternatives. The CONSULTANT will perform preliminary engineering design of the selected remedial interventions based on the priority list of improvements identified by the CONSULTANT. The CONSULTANT will then prepare 30% engineering design level layout plans at a convenient scale, with aerial photos as background, showing the preliminary design of recommended improvements. During this phase, it may be necessary for the CONSULTANT to identify design and engineering restraints due to topography, utilities, flood, soils, other environmental factors, historic properties, and land use that have an impact on proposed remedial interventions. The CONSULTANT will generate total project cost estimates of the recommended improvements at 30% engineering design level for each selected project. Cost estimates will include: right-of- way acquisitions, environmental review, engineering design and construction and other costs as necessary that would enable a true cost estimate for each intervention. Layouts will be prepared for each alternative illustrating potential right-of-way impacts to adjacent properties, access modifications, and potential environmental impacts. The associated impacts for each alternative should be analyzed in a matrix format. Preliminary recommendations and cost estimates, and cost allocations will be developed for each of the alternatives with sufficient detail for evaluation by all stakeholders. The CONSULTANT will develop and lead a formal workshop to gather input from ARTS and COA Engineering staff regarding safety issues and what potential countermeasures should be considered for improvement. The workshop will be primarily focused on sharing information 5 about the process of the systemic approach, discussing and prioritizing safety countermeasures, and ascertaining any feasibility concerns regarding particular countermeasures. Task #5 Deliverables:  Summary report presenting a prioritized list of safety countermeasures and associated cost estimates. 11. TASK #6: RECOMMENDATION OF A LOCALLY PREFERRED INTERSEC- TION ALTERNATIVE The CONSULTANT will recommend one preferred intersection alternative and along with justification as to why the selected intervention is the preferred. Notwithstanding, other alternatives should be presented and ranked along with their advantages and disadvantages. A meeting with ARTS and COA Engineering staff to review the preferred alternative will be convened by the CONSULTANT. The objective of this meeting will be for the consultant to present the preferred alternative along with its justifications. This meeting will also give an opportunity to discuss the merits of competing alternatives to the preferred. Task #6 Project Administration Deliverables:  Draft Report with recommendation of one preferred intersection alternative along with justification  Presentation of alternative intersection designs along with justification  Meeting between Consultant and ARTS partners where intersection designs will be presented and discussed 12. TASK #7: DOCUMENT PREPARATION AND FINAL REPORT The documentation of this appraisal is a key part of the overall process. It is important that the entire work effort be well documented. This documentation not only provides the identification of the recommended intervention but outlines the analysis that lead to the development of each recommendation. a) The CONSULTANT shall provide to ARTS ten (10) clean, single-sided/loose-leaf, full color paper original and Adobe Portable Data File (.pdf), InDesign and Microsoft Word electronic versions of all materials presented. All deliveries will also be provided in an editable electronic format such as Microsoft Word, InDesign or approved equal. b) The CONSULTANT shall provide to ARTS ten (10) clean, single-sided/loose-leaf, full color paper copy of GIS maps, a .pdf copy of all maps and PowerPoint presentations. This is in addition to an electronic copy of GIS maps produced along with associated layers and/or shapefiles. c) Upon approval of the Draft Report, the CONSULTANT will prepare a Final Report document incorporating all revisions and comments from the Draft. Ten (10) copies shall be supplied to ARTS for distribution. This document should be a stand-alone document and provided in a three-ring binder. All GIS data and shapefiles, traffic data, accident/crash and intersection data, spatial schematics maps, visualization graphics, and all other related documents produced with federal funds under this Scope of Services shall be provided to ARTS in editable electronic versions at the conclusion 6 of this Project. Graphics, mapping, databases, etc., outside of Microsoft Office, ESRI GIS, Adobe Acrobat or equal will be provided in a software format agreed upon by the CONSULTANT and the Client. This Scope of Services only represents the minimum requirements. However, the expectation is that the selected CONSULTANT will adhere to standards of best practices or transportation planning and engineering and to exceed expectations by utilizing their expertise and transportation planning experience to expand upon the minimum requirements. 13. INDEMNIFICATION AND INSURANCE The offerer shall carry professional/public liability insurance coverage in the amount of One Million ($1,000,000), covering itself and all of its employees and agents, and shall indemnify and hold harmless the COA and their representatives and employees, from any claim, demands, actions, cause for actions, and liability arising from any act or non-act, or the commission or omission of any act of the offerer, its employees, agents and/or assigns while under the terms of the contract. Entry #:7 Date Submitted:2/17/2020 4:50 PM Project Name Agency GDOT ID (if applicable) STIP ID (if applicable) Project Description 1. Is this a phase project? If yes, how many? 2. What is the project timeline? 3. Has an enviornmental assesment been completed? County City PROJECT INFORMATION TAP Funds PE Match PE Total Costs PE TAP Funds Const Match Const Total Costs Const TAP Funds ROW Match ROW Total Costs ROW TAP Funds Other Match Other Total Costs Other PROJECT COSTS Status: Reviewed Augusta Regional Transportation Study Wrightsboro Rd/McCauley St At-Grade Highway/Railroad Crossing Safety Improvements Appraisal Local Government The staggered nature of the Wrightsboro Rd/McCauley St intersection has created a unique traffic environment compounded by the slightly elevated at-grade railroad crossing. With the opening of the Beacon Station Apartment Complex in June 2019 and the associated increase in motorized and non-motorized traffic there is the possibility of a degradation in safety at this intersection. The purpose of the project will identify safety/access/mobility challenges, quantify impacts and recommend solutions for the rehabilitation of this intersection. No Less than a year Not Required Richmond County Augusta Profession al Engineerin g 000.00 Constructio n 000.00 Right of Way 000.00 Other 64,000 16,000 80,000.00 Page 1 of 2 2/24/2020https://services.cognitoforms.com/forms/admin/view/1/entrydetails TAP Funds Utility Match PE Utility Total Costs Utility TAP Funds Total Match Total Total Costs Total Project Costs - Comments Project and Cost Files (if available) Primary Contact Contact Phone Contact - Title Contact - Email CONTACT INFORMATION Project Maps PROJECT LOCATION Utility Phase 000.00 TOTAL 64,000.00 16,000.00 80,000.00 Funds required to secure professional services of a engineering or planning consultancy to execute the project Beacon Station Scope of Work 021020.pdf 55.09 KB  Oliver Page 706.821.1804 Transportation Planner opage@augustaga.gov WrightsboroDent2.pdf 2.53 MB  Page 2 of 2 2/24/2020https://services.cognitoforms.com/forms/admin/view/1/entrydetails Spellman St Floyd St Roulette Ln McCauleySt WrightsboroRd R ailr o a d A v e R A D e n t B lv d 1 5 0 1 4 8 1 4 6 154 152 152 150 148 1 4 6 144 1 5 2 154 1 5 4 1 48 1 4 4 1 5 0 146 144 Augusta, GA, GIS Department, Pictometry 0 50 10025Feet Document Path: N:\GIS\ARTS\Documentation\Studies\WrightsboroDent.mxd 7/18/2019 Commission Meeting Agenda 3/16/2021 2:00 PM HCD _GA Department of Public Health Agreement __ Approval Request Department:Housing and Community Development Department Department:Housing and Community Development Department Caption:Motion to accept HCDs Motion to: a) approve the Georgia Department of Public Health (GDPH) Intergovernmental Agreement, b) accept $2,675,029.44 in HUD Program funds for program implementation, c) allow HCD to create/administer an Augusta, GA Lead Grant Hazard Reduction Program (LGHR) ~ in partnership with the Georgia Department of Public Health, d) allow HCD to hire two (2) FT staff persons to provide program implementation, and e ) instruct finance department to add available funding to HCDs budget (upon receipt) for immediate use and implementation. (Approved by Administrative Services Committee March 9, 2021) Background:On November 21, 2019 the U.S. Department of Housing and Urban Development (HUD) awarded $3.3 million to the State of Georgia as part of the record investment of $314 million nationwide to 77 state and local government agencies, that will help protect Augusta children and families from lead-based paint and home health hazards. The Augusta, GA LGHR grant include $3,000,000 in Lead Based Paint Hazard Reduction grant program funding and $300,000 in HUD’s Healthy Homes Supplemental funding. The Lead Based Paint Hazard Reduction Program grants include $30 million nationwide in HUD’s Healthy Homes Supplemental funding to help communities address housing-related health and safety hazards, in addition to lead-based paint hazards Approximately three-quarters of the nation’s housing stock built before 1978 (approximately 64 million dwellings) contains some lead-based paint. When properly maintained and managed, this paint poses little risk. However, 1.7 million children have blood lead levels above safe limits, mostly due to exposure to lead-based paint hazards Augusta Georgia has three of the top 20 state ZIP Codes with high rates of kids with lead problems. Each ZIP Code in 2019 had at least 12 percent of children tested having blood lead levels at 5 micrograms per deciliter or higher, state data show. A Cover Memo federal HUD grant aims to reduce these Augusta numbers. The county will benefit from $3.3 million in funding to remediate 120 properties. Augusta, Georgia is required to publish a notice of availability for this funding for a 2-week review and comment period. Any comments received during the five (5) day Comment Period will be forwarded back to the Commission. Analysis:If approved by the Augusta, Georgia Commission, HCD, in partnership with the GDPH Health, HCD will be capable of providing lead abatement services to families that reside in the Augusta, Georgia-Richmond County area, who may be affected by lead-based paint hazards & other housing-related health issues; assist in the prevention of lead poisoning through education, training, and community outreach; offer technical and financial assistance while providing a safe and controlled means of lead hazard control & healthy homes remediation in residential dwelling units occupied by low-income households (annual household income cannot exceed 80% of the area median income (AMI) as determined by HUD). Financial Impact:If approved by the Augusta-Richmond County Commission, $2,675,029.44, in HUD Funding, via the Lead Grant Hazard Reduction Program will allow HCD to provide applicable lead abatement services and housing projects for low-moderate- income households throughout the City of Augusta, Georgia. Alternatives:Do not approve the Georgia Department of Public Health (GDPH) Intergovernmental Agreement for the administration of Augusta Georgia’s Lead Grant Hazard Reduction Program (LGHR). Recommendation:Accept HCDs Motion to: a) approve the Georgia Department of Public Health (GDPH) Intergovernmental Agreement, b) accept $2,675,029.44 in HUD Program funds for program implementation, c) allow HCD to create/administer an Augusta, GA Lead Grant Hazard Reduction Program (LGHR) ~ in partnership with the Georgia Department of Public Health, d) allow HCD to hire two (2) FT staff persons to provide program implementation, and e) instruct finance department to add available funding to HCDs budget (upon receipt) for immediate use and implementation. Funds are Available in the Following Accounts: US Department of Housing and Urban Development (HUD) Funds; Setup new Org Key # 221073227 REVIEWED AND APPROVED BY: Cover Memo Finance. Law. Administrator. Clerk of Commission Cover Memo Page 1 of 35 Georgia Department of Public Health Georgia Department of Public Health Intergovernmental Contract for Services Solicitation Title N/A Solicitation Number N/A Contract Number 40500-049-21213263 1. This Contract is entered into and between the Georgia Department of Public Health and the Contractor named below: Augusta Georgia c/o Housing and Community Development (hereafter called Contractor) 2. Contract to Begin: March 1, 2021 Date of Completion: February 28, 2022 Extensions: 3 3. Performance Bond, if any: N/A Other Bonds, if any: N/A 4. Maximum Amount of this Contract: $2,675,029.44 Total Financial Obligation of the Department for the First Fiscal Year: $2,675,029.44 IN WITNESS WHEREOF, this Contract has been executed by the parties hereto. 5. Augusta Georgia c/o Housing and Community Development (hereafter called “Contractor”) Contractor’s Name (If other than an individual, state whether a corporation, partnership, etc.) By (Authorized Signature) Date Signed Printed Name Title of Person Signing Address 6. Georgia Department of Public Health (hereafter called “DPH” or “Department”) By (Authorized Signature) Date Signed Printed Name Kathleen E. Toomey, M.D., M.P.H. Title of Person Signing Commissioner Address 2 Peachtree St., 15th Floor Atlanta, GA 30303 7. Authorized Person to Receive Contract Notices for Department: Business Owner: Christy Kuriatnyk 2 Peachtree St., Ste 13-462 Atlanta, GA 30303 Phone: (404) 656-2459 Email: Christy.Kuriatynk@dph.ga.gov Contract Administrator: Lisa McWhorter 2 Peachtree St – Ste. 9-211 Atlanta, GA 30303 Phone: (404) 232-1141 Email: lisa.mcwhorter@dph.ga.gov Authorized Person to Receive Contract Notices for Contractor: Authorized Person: Hardie Davis, Jr., Mayor Augusta, GA 30901 535 Telfair St., Suite 30901 Augusta, GA 30901 Phone Number: (706) 821-8131 Business Contact: Hawthorne E. Welcher Jr. Augusta Georgia Housing and Community Development 925 Laney Walker Boulevard Augusta, GA 30901 Phone: (706) 521-1797 Email: hwlecher@augusta.ga.gov Page 2 of 35 8. The parties agree to comply with the terms and conditions of the following attachments which are by this reference made a part of the Contract: Attachment 1: Department of Public Health Terms and Conditions for Intergovernmental Service Contracts Attachment 2: Vendor Lobbyist Disclosure (pursuant to Georgia Executive Order Number 10.01.03.01, 2003) Attachment 3: External Entities Audit Standards and Sanctions (pursuant to 2 CFR Part 200, 45 CFR Part 75.501, 7 CFR Part 277.17 Audit Requirements, O.C.G.A. 50-20-1 through 50-20-8 Attachment 4: Responsibilities. Deliverables and Payment Schedule Attachment 5: Insurance Forms Attachment 6: Business Associate Agreement Attachment 7: Contract Addendum for Contract Number: 40500-049-21213263 Page 3 of 35 Department of Public Health Attachment 1 Terms and Conditions for Intergovernmental Service Contracts A. DEFINITIONS AND GENERAL INFORMATION 1. Definitions. The following words shall be defined as set forth below: i. "Contractor" means the provider of the Services under the Contract as identified in paragraph 1 on page 1. ii. “Department” means the Georgia Department of Public Health. iii. "Services" means the responsibilities and deliverables as provided in the Scope of Work and as further described by the Contract. B. DURATION OF CONTRACT 1. Contract Term. The Contract shall begin and end on the dates specified in the Department Standard Contract Form unless terminated earlier in accordance with the applicable terms and conditions. 2. Contract Extension. If extensions are authorized on paragraph 2 on page 1, the Department shall have the option, in its sole discretion, to extend the Contract for additional one-year terms by giving the Contractor written notice of the extension decision. No additional funds will be added to the Contract Amount for extension years. C. COMPENSATION 1. Pricing and Payment. The Contractor will be paid for the Services in accordance with the maximum amount on the Standard Contract form and any budget documents attached to this Contract. 2. Billings. If applicable, the Contractor shall submit, on a regular basis, an invoice for the Services supplied electronically to the Department under the Contract at the billing address specified by the Department at the attention of Christina Newby. The Department shall pay all approved invoices in arrears. D. TERMINATION 1. Summary Termination. The Department may terminate the Contract for any one or more of the following reasons effective immediately without advance notice: i. Pursuant to O.C.G.A. Section 50-5-64, if the Department determines, in its sole discretion, that appropriated and otherwise unobligated funds are no longer available to satisfy the obligations of the Department under this contract. ii. The Contractor fails to deliver or has delivered nonconforming Services, or fails to perform, to the Department’s satisfaction, any material requirement of the Contract, or is in violation of a material provision of the Contract; Page 4 of 35 iii. The Contractor has failed to comply with applicable federal, state and local laws, rules, ordinances, regulations and orders; or iv. The Contractor has engaged in conduct that has or may expose the Department or the State to liability, as determined in the Department’s sole discretion. 2. Termination For Convenience. Following thirty days’ written notice, either party may terminate the Contract in whole or in part without the payment of any penalty or incurring any further obligation to the Contractor. E. CONFIDENTIAL INFORMATION 1. Access to Confidential Data. The Contractor’s employees, agents and subcontractors may have access to confidential data maintained by the Department to the extent necessary to carry out the Contractor's responsibilities under the Contract. All information received pursuant to the Contract is confidential and shall remain the property of the Department unless otherwise designated by the Department. i. The Contractor shall provide to the Department upon request a written description of the Contractor's policies and procedures to safeguard confidential information; ii. Policies of confidentiality shall address, as appropriate, information conveyed in verbal, written, and electronic formats; iii. The Contractor must designate one individual who shall remain the responsible authority in charge of all data collected, used, or disseminated by the Contractor in connection with the performance of the Contract; and iv. The Contractor shall provide adequate supervision and training to its agents, employees and subcontractors to ensure compliance with the terms of the Contract. The private or confidential data shall remain the property of the Department at all times. Some Services performed for the Department may require the Contractor to sign a nondisclosure agreement. Contractor understands and agrees that refusal or failure to sign such a nondisclosure agreement, if required, may result in termination of the Contract. 2. No Dissemination of Confidential Data. No confidential data collected, maintained, or used in the course of performance of the Contract shall be disseminated except as authorized by law and with the written consent of the Department, either during the period of the Contract or thereafter. Any data supplied to or created by the Contractor shall be considered the property of the Department. The Contractor must return any and all data collected, maintained, created or used in the course of the performance of the Contract, in whatever form it is maintained, promptly at the request of the Department. 3. Subpoena. In the event that a subpoena or other legal process is served upon the Contractor seeking records containing confidential information, the Contractor shall promptly notify the Department and cooperate with the Department in any lawful effort to protect the confidential information. 4. Reporting of Unauthorized Disclosure. The Contractor shall immediately report to the Department any unauthorized disclosure of confidential information. Page 5 of 35 5. Survives Termination. The Contractor’s confidentiality obligation under the Contract shall survive termination of the Contract. F. MISCELLANEOUS PROVISIONS 1. Compliance with the Law. The Contractor, its employees, agents, and subcontractors shall comply with all applicable federal, state, and local laws, rules, ordinances, regulations and orders now or hereafter in effect when performing under the Contract. Contractor and Contractor's personnel shall also comply with all State and Department policies and standards in effect during the performance of the Contract, including but not limited to the Department’s policies and standards relating to personnel conduct, security, safety, confidentiality, and ethics. 2. Drug-free Workplace. The Contractor hereby certifies as follows: i. 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 ii. If Contractor has more than one employee, including Contractor, Contractor shall provide for such employees a drug-free workplace, 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 iii. 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 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." 3. Amendments. The Contract may be amended only through a writing signed by both parties. 4. Sexual Harassment Prevention. The State of Georgia promotes respect and dignity and does not tolerate sexual harassment in the workplace. The State is committed to providing a workplace and environment free from sexual harassment for its employees and for all persons who interact with state government. All State of Georgia employees are expected and required to interact with all persons including other employees, contractors, and customers in a professional manner that contributes to a respectful work environment free from sexual harassment. Furthermore, the State of Georgia maintains an expectation that its contractors and their employees and subcontractors will interact with entities of the State of Georgia, their customers, and other contractors of the State in a professional manner that contributes to a respectful work environment free from sexual harassment. Pursuant to the State of Georgia’s Statewide Sexual Harassment Prevention Policy (the “Policy”), all contractors who are regularly on State premises or who regularly interact with State personnel must complete sexual harassment prevention training on an annual basis. If the Contractor, including its employees and subcontractors, violates the Policy, including but not limited to engaging in sexual harassment and/or retaliation, the Contractor may be subject to appropriate corrective action. Such action may include, but is not limited to, notification to Page 6 of 35 the employer, removal from State premises, restricted access to State premises and/or personnel, termination of contract, and/or other corrective action(s) deemed necessary by the State. (i) If Contractor is an individual who is regularly on State premises or who will regularly interact with State personnel, Contractor certifies that: (a) Contractor has received, reviewed, and agreed to comply with the State of Georgia’s Statewide Sexual Harassment Prevention Policy located at http://doas.ga.gov/human-resources-administration/board-rules-policy-and- compliance/jointly-issued-statewide-policies/sexual-harassment-prevention-policy; (b) Contractor has completed sexual harassment prevention training in the last year and will continue to do so on an annual basis; or will complete the Georgia Department of Administrative Services’ sexual harassment prevention training located at this direct link https://www.youtube.com/embed/NjVt0DDnc2s?rel=0 prior to accessing State premises and prior to interacting with State employees; and on an annual basis thereafter; and, (c) Upon request by the State, Contractor will provide documentation substantiating the completion of sexual harassment training. (ii) If Contractor has employees and subcontractors that are regularly on State premises or who will regularly interact with State personnel, Contractor certifies that: (a) Contractor will ensure that such employees and subcontractors have received, reviewed, and agreed to comply with the State of Georgia’s Statewide Sexual Harassment Prevention Policy located at http://doas.ga.gov/human-resources- administration/board-rules-policy-and-compliance/jointly-issued-statewide- policies/sexual-harassment-prevention-policy; (b) Contractor has provided sexual harassment prevention training in the last year to such employees and subcontractors and will continue to do so on an annual basis; or Contractor will ensure that such employees and subcontractors complete the Georgia Department of Administrative Services’ sexual harassment prevention training located at this direct link https://www.youtube.com/embed/NjVt0DDnc2s?rel=0 prior to accessing State premises and prior to interacting with State employees; and on an annual basis thereafter; and (c) Upon request of the State, Contractor will provide documentation substantiating such employees and subcontractors’ acknowledgment of the State of Georgia’s Statewide Sexual Harassment Prevention Policy and annual completion of sexual harassment prevention training. 5. Third Party Beneficiaries. There are no third-party beneficiaries to the Contract. The Contract is intended only to benefit the Department and the Contractor. 6. Assignment and Delegation. The Contract may not be assigned, transferred or conveyed in whole or in part without the prior written consent of the Department. Page 7 of 35 7. Integration. The Contract, together with its attachments, exhibits, and all other documents incorporated by reference, represents the entire agreement between the parties. No other understanding, oral or written regarding the subject matter of this Contract, may be deemed to exist or to bind the parties at the time of execution. Unless otherwise specified in the Contract, this Contract supersedes all prior contracts or agreements between the Department and the Contractor for the Services provided in connection with the Contract. 8. Not a Joint Venture. Nothing in the Contract shall be construed as creating or constituting the relationship of a partnership, joint venture, or principal and agency relationship between the parties. Neither Contractor nor any of Contractor's agents, servants, employees, subcontractors or contractors shall become or be deemed to become agents, servants, or employees of the Department. 9. Waiver. Except as specifically provided for in a waiver signed by duly authorized representatives of the Department and the Contractor, failure by either party at any time to require performance by the other party or to claim a breach of any provision of the Contract shall not be construed as affecting any subsequent right to require performance or to claim a breach. 10. Severability. If any provision of the Contract is determined to be invalid or unenforceable, such determination shall not affect the validity or enforceability of any other part or provision of the Contract. Further, if any provision of the Contract is determined to be unenforceable by virtue of its scope, but may be made enforceable by a limitation of the provision, the provision shall be deemed to be amended to the minimum extent necessary to render it enforceable under the applicable law. 11. Time is of the Essence. Time is of the essence with respect to the performance of the terms of the Contract. 12. Use of Name or Intellectual Property. Contractor agrees it will not use the name of the Georgia Department of Public Health or any intellectual property owned by the Department, including but not limited to Department trademarks or logos, in any manner, including commercial advertising or as a business reference, without the express prior written consent of the Department. 13. Obligations Beyond Contract Term. All obligations of the Contractor incurred or existing under the Contract as of the date of expiration, termination or cancellation will survive the termination, expiration or conclusion of the Contract. Page 8 of 35 ATTACHMENT 2 VENDOR LOBBYIST DISCLOSURE AND REGISTRATION CERTIFICATION FORM Pursuant to Executive Order Number 10.01.03.01 (the “Order”), which was signed by Governor Sonny Perdue on October 1, 2003, Contractors with the state are required to complete this form. The Order requires “Vendor Lobbyists,” defined as those who lobby state officials on behalf of businesses that seek a contract to sell goods or services to the state or those who oppose such a contract, to certify that they have registered with the State Ethics Commission and filed the disclosures required by Article 4 of Chapter 5 of Title 21 of the Official Code of Georgia Annotated. Consequently, every vendor desiring to enter into a contract with the state must complete this certification form. False, incomplete, or untimely registration, disclosure, or certification shall be grounds for termination of the award and contract and may cause recoupment or refund actions against Contractor. In order to be in compliance with Executive Order Number 10.01.03.01, please complete this Certification Form by designating only one of the following: ❑ Contractor does not have any lobbyist employed, retained, or affiliated with the Contractor who is seeking or opposing contracts for it or its clients. Consequently, Contractor has not registered anyone with the State Ethics Commission as required by Executive Order Number 10.01.03.01 and any of its related rules, regulations, policies, or laws. ❑ Contractor does have lobbyist(s) employed, retained, or affiliated with the Contractor who are seeking or opposing contracts for it or its clients. The lobbyists are: ___________________________________________________________________________ ___________________________________________________________________________ ____________________________________________________________ Contractor states, represents, warrants, and certifies that it has registered the above named lobbyists with the State Ethics Commission as required by Executive Order Number 10.01.03.01 and any of its related rules, regulations, policies, or laws. ❑ Contractor is a Georgia state agency. CONTRACTOR NAME (print): _______________________________________ BY: __________________________________________ SIGNATURE DATE Page 9 of 35 Attachment 3 Page 10 of 35 Page 11 of 35 Page 12 of 35 Page 13 of 35 Page 14 of 35 Page 15 of 35 Page 16 of 35 Page 17 of 35 ATTACHMENT 4 CONTRACT SCOPE, RESPONSIBILITIES, DELIVERABLES, PAYMENT SCHEDULE 1. SCOPE OF WORK This is a project to implement lead hazard reduction activities as part of the Department of Public Health (DPH) Georgia Lead Hazard Reduction Program (GLHR Program). The GLHR Program seeks to make 120 eligible housing units lead safe using professionally trained and certified contractors, firms, and workers. The GLHR Program will market this project to low income families in the Augusta/Richmond County area. Funds for this project are provided through grant by the U.S. Department of Housing and Urban Development (HUD). Activities in this Contract must comply with the HUD grant requirements, Georgia Environmental Protection Division (EPD)’s rules, and all other relevant laws and regulations. Augusta Georgia c/o Housing and Community Development (HCD or Contractor) is the designated sub-grantee for the remediation of housing related and safety hazards identified and documented in each eligible unit receiving lead hazard reduction work. HCD will oversee the remediation work while a certified Healthy Homes Assessor will conduct the initial and follow up assessments to ensure the hazard has been remediated. 2. SPECIFIC CONTRACTOR RESPONSIBILITIES Contractor shall: i. Assist DPH with revising the workplan that describes how Contractor intends to complete its responsibilities in this Contract. The following schedule must be adhered to, subject to extensions of this Contract, unless otherwise approved by DPH: Deadline Activity 3/1/21 Establish Program: Create Protocols and assist with project workplan 4/1/21 Purchase XRF 3/1/23 Enroll 120 eligible units 3/1/24 Conduct lead-based paint inspections/risk assessments and prepare reports 3/1/24 Make healthy homes referrals to the Program Manager 3/1/24 Manage relocation of family during construction activities 3/1/24 Conduct clearance exams and post-construction abatement assessments 3/1/24 Conduct post-construction healthy homes visual assessments 9/1/24 Closeout and Final Report If Contractor fails to meet timeframes, benchmarks and/or data reporting requests as required by the workplan, this Contract, or DPH, DPH reserves the right to terminate this Contract and transfer funding for these GLHR Program services to another local housing provider. ii. Assist the DPH Program Manager with the selection, prioritization, and enrollment of eligible housing units into the GLHR Program. a. DPH will market the GLHR Program to low-income families in the Augusta/Richmond County area. Page 18 of 35 b. Contractor shall accept applications to the GLHR Program from homeowners and landlords and evaluate income eligibility according to the HUD grant requirements. c. Eligible housing units must contain a child resident under six (6) years of age (or a child that visits regularly) or, if vacant, must rent to low income families with children under six (6) years of age. Rental housing that is vacant is eligible for lead hazard reduction funds if the landlord agrees to rent to families with children under six (6) years of age who qualify as low income and live within the targeted area. No more than 10% of the units selected for lead hazard remediation work can be vacant housing units. d. If income eligible, Contractor shall schedule and visit the housing unit to evaluate and assess for the existence, severity and risk level of lead-based paint in the unit. 1. Contractor shall complete a risk assessment report signed by the certified lead inspector or risk assessor with lead hazard reduction recommendations and provide a copy to DPH and the applicant(s). Staff who complete the assessment must be certified lead inspectors and risk assessors uniformly trained by EPD certified lead trainers in the proper procedures to write lead hazard reduction recommendations. 2. The assessment must adhere to the HUD risk assessment model to determine the lead content of paint, location, and degree of deterioration of lead-based threat to the applicant’s health and signed by the certified lead inspector or risk assessor. 3. Lead hazards from interior dust and exterior soil will also be evaluated. Contractor shall obtain dust wipes and send to an accredited National Lead Laboratory Accreditation Program (NLLAP) lab to be analyzed. 4. The risk assessment determination for lead hazards are: Risk Assessment determination for Hazards: Dust-Lead Action Levels (Wipe Sampling) ≥ 10 μg/ft2 floors ≥ 100 μg/ft2 windowsills e. All children (less than 18 years of age) who reside in the housing unit must be tested by the Augusta/Richmond County Health District using a portable Blood Lead Analyzer, unless the child’s parent or guardian signs a valid contraindication form. Any elevated level >/= 3ug/dl will be confirmed by a venous test or two subsequent capillary tests. Results will be reported electronically to DPH’s Georgia Lead Poisoning Prevention Program (GCLPPP). f. Housing units must be prioritized, with highest priority given to households referred by GCLPPP that have a child less than six (6) years of age with an elevated blood level (EBL) of 5 microgram per deciliter or greater. iii. After an applicant is accepted to the GLHR Program: a. Write a scope of work with specifications for lead-based abatement or interim control measures. Lead Hazard Control Supervisor, who must possess knowledge of relevant local, state and federal regulations as well as building, housing code, and lead paint inspection procedures, will prepare the scope of work. The scope of work must be reviewed by DPH and Lead Hazard Control Supervisor on site at the unit prior to work being submitted for bid. 1. Contractor shall use a combination of interim controls and hazard abatement. If reasonable, interim controls must be used over more expensive abatement. Page 19 of 35 2. Interim control measures include paint stabilization, treatment of friction surfaces, repairing of reconstruction of rotted or defective surfaces, dust control or removal. 3. Hazard abatement measures include window and door replacement, vinyl siding for exterior surfaces, replacement or reconstruction of interior components. b. Obtain quotes from licensed and insured contractors who are certified, trained and overseen by Georgia’s Environmental Protection Division for lead remediation work. 1. Contractor shall develop and adhere to a bidding and selection process, to include a Request for Proposal (RFP) process that provides multiple quotes for each scope of work. 2. Contractor shall maintain a qualified pool of contractors. 3. Contractor’s Lead Hazard Environmental Control Specialist must coordinate the bid process including bid reviews, certification of contractor credentials, preparation of construction documentation including contracts, and review of all environmental issues to ensure compliance. 4. DPH will only pay up to $12,000 for costs and expenses of each housing unit’s lead remediation work, except as otherwise agreed to in writing by DPH. Contractor may request additional funds exceeding $12,000 by submitting a written request to the DPH Program Manager. 5. Contractor shall provide the selected quote to the DPH Program Manager for approval prior to performing any remediation of the units. c. Once a quote is selected, contract with the remediation contractor to begin the work. 1. Contractor shall ensure that the remediation contractor files a Notice of Commencement prior to beginning work. 2. Contractor shall manage the temporary relocation of the unit’s occupants during remediation. Contractor shall contract with one or more motels and use family member stipends where possible. Contractor shall advise landlords that temporarily displaced occupants have the right to return upon completion of the work. 3. The remediation contractor must develop an occupant protection plan that requires the remediation contractor to utilize certain work containment methods to protect the unit’s occupants from lead hazards during the remediation work, for example but not limited to, wet-scraping to control dust, poly-film taped to entrances to control the spread of dust and paint chips, or wearing disposable shoe coverings. The plan must be submitted for approval to Contractor. Contractor shall ensure that the plan is adhered to throughout the remediation work. 4. Contractor shall oversee the remediation contractor’s performance to ensure that the work is completed timely and in compliance with the scope of work and relevant rules. Contractor’s Lead Hazard Environmental Control Specialist will take photographs of projects before, during and after and oversee the project including approval of progress and financial draw requests. d. Upon completion of the work, (1) prepare and send environmental samples from the housing unit to a NLLAP lab for risk assessment and clearance testing, (2) conduct post-remediation visual assessments, and (3) ensure that EPD performs a clearance examination (cumulatively, “Approval Activities”). DPH will only reimburse Contractor for one clearance examination per unit; the remediation contractor must fund additional clearance examinations until the housing unit passes. Page 20 of 35 The following clearance values must be obtained: Clearance values will be as follows: Lead Clearance Action Levels (Wipe Sampling) < 10 μg/ ft2 interior floors < 40 μg/ ft2 porch floors < 100 μg/ ft2 window sills < 100 μg/ ft2 window troughs e. The remediation contractor must submit payment forms to Contractor and DPH upon completion of the work. Contractor must complete all Approval Activities before making payment to the remediation contractor. At the time of final payment, Contractor shall ensure that the remediation contractor signs a Final Affidavit of Payment in compliance with O.C.G.A. Section 44-14-361.2. f. Contractor shall pay the remediation contractor and then seek reimbursement from DPH within 30 days of payment to the remediation contractor. Reimbursement requires that Contractor submit to DPH a report of completion with such information and records regarding the work as required by DPH and an itemized list of expenses. iv. Evaluate whether the housing unit has other conditions that can cause health problems for occupants (“Healthy Homes work”). Through the Healthy Homes Program, DPH can approve Healthy Homes work in addition to the lead remediation work. a. If Contractor believes a condition qualifies for the Healthy Homes Program, Contractor shall refer the condition to the DPH Program Manager and Augusta Health District with a proposed scope of work. b. If approved by DPH, Contractor shall develop a scope of work with assistance from DPH Healthy Homes Specialists in the Augusta Health District, who will also conduct a Healthy Homes assessment of the unit, and obtain quotes from licensed and insured contractors according to its bidding and selection process. c. Contractor’s Lead Hazard Environmental Control Specialist will coordinate the bid process including bid reviews, certification of contractor credentials, preparation of construction documentation including contracts, and review of all environmental issues to ensure compliance. d. Contractor shall provide the selected quote to the DPH Program Manager for approval prior to performing any work on the unit. e. Contactor shall contract with the selected contractor (“Healthy Homes contractor”) and begin work. Contractor shall ensure that the Healthy Homes contractor files a Notice of Commencement prior to beginning work. Contractor shall oversee the Healthy Homes contractor to ensure that the work is completed timely and in compliance with the scope of work and relevant laws. Contractor’s Lead Hazard Environmental Control Specialist must take photographs of projects before, during and after and oversee the project including approval of progress and financial draw requests. The Healthy Homes work must be permitted by the local governmental entity if required by local ordinance. f. At the time of final payment, Contractor shall ensure that the Healthy Homes contractor executes a Final Affidavit of Payment in compliance with O.C.G.A. Section 44-14- 361.2. g. Reimbursement to Contractor for the Healthy Homes work is subject to DPH’s receipt of a post-remediation healthy homes assessment by the Healthy Homes Specialist in the Augusta Health District. v. Collect and manage data as required by HUD’s Healthy Homes Grant Management System. Page 21 of 35 vi. Attend monthly meetings and phone conferences with the DPH Program Manager. vii. Develop, implement, and maintain policies and procedures regarding Contractor’s responsibilities in this Contract. viii. Purchase and maintain a XRF lead detection analyzer. ix. Ensure that two of Contractor’s staff members attend HUD-sponsored training up to twice yearly. x. Ensure that Contractor’s financial office administers funding related to the services performed under this Contract, subject to oversight by the Contractor’s Director and Deputy Director. xi. Allow the EPD to administer quality assurance sampling protocols to ensure that inspections are uniform and complete and properly conducted. xii. Contractor’s Director and Deputy Director shall track and allocate 25% of their time to overseeing the intake and construction processes under this Contract. xiii. Contractor shall hire and maintain the following two positions, each of which must devote 100% of their time to this Contract, including but not limited to the duties listed below: a. Lead Hazard Control Supervisor (up to $60,000/yr. x 100% x 3.5 years) 1. Manages project oversight and performs physical assessments of housing sites, XRF lead based testing, reviews inspection reports, risks, assessments, develops scope of work and cost estimate , conducts inspections to monitor contractor compliance with plans, specifications, codes and workmanship standards. 2. Manages and Performs project management duties including site visits, inspection and contractor scheduling, determines project feasibility, develops scope of work, release bid packages to a qualified pool of contractors, and award contract to lowest responsive and responsible bidder. 3. Manages and provides oversight of the daily operations of the lead based paint hazard reduction program, certifies and approves contractor credentials, authorizes project feasibility , schedules, assigns and monitors the completion of the scope of work activities, client relocation, and partner activities. b. Lead Hazard Environmental Control Specialist: $147,000.00 ($42,000/yr. x 100% x 3.5 year) 1. Administers and implements all administrative , marketing & outreach, and planning duties associated with the day to day operations of the Lead-Based Paint Hazard Reduction Grant Program to include but not limited to: a) educating health care professionals, parents, Augusta, GA community and all the methods of reducing all sources of lead b) identifying and leading process of testing residences with lead-based paint hazards and providing lead hazard reduction and relocation for residents where applicable. 2. Conducts site visits/interviews, manages program funding, and administers environmental reviews, lead assessments, quality control monitoring during environmental and lead-based paint hazard work to ensure code of federal regulation compliance with all U.S. Department of Housing and Urban Development/Georgia Department of Health specifications rules, and with description of work. Inspects work and progress of projects and coordinates abatement, environmental record reviews, writing specifications, preparing/soliciting/procuring bids, tracking program budget and approving payment of invoice/draws. Monitors quality control environmental and lead hazard work to ensure compliance with description of work. 3. Develops, teaches and implements a lead-based paint hazard reduction strategic action plan, in support of the Lead-Based Paint Hazard Reduction Grant Program, that includes (but not limited to) programmatic elements such as primary prevention, customer service orientation, unit production, production tracking, Page 22 of 35 health and housing partnerships, flexibility and responsiveness, lead poisoning prevention, lead safe unit plan, HUD Compliancy, local support, etc. xiv. Report any issues or delays with projects to the DPH Program Manager promptly. xv. Return all equipment valued over $5000 to DPH that was purchased under this Contract, including but not limited to the lead detection analyzer, within 30 days of the conclusion of this project. 3. DPH RESPONSIBILITIES DPH will: i. Selection, prioritization, and enrollment of eligible housing units into the GLHR Program. a. DPH will market the GLHR Program to low-income families in the Augusta/Richmond County area, with the assistance of the contractor. b. DPH will provide training to the Contractor relating to assistance in the selection, prioritization and enrollment of eligible housing units. ii. After an applicant is accepted to the GLHR Program: a. DPH will review scope of work, along with a Lead Hazard Control Supervisor on site at the unit, prior to work submitted for bid. b. After obtaining quotes from certified, licensed and insured contractors, DPH will only pay up to $12,000 for costs and expenses of each housing unit’s lead remediation work, except as otherwise agreed to in writing by DPH. Contractor may request additional funds exceeding $12,000 by submitting a written request to the DPH Program Manager. c. Upon completion of the work, DPH will only reimburse Contractor for one clearance examination per unit; the remediation contractor must fund additional clearance examinations until the housing unit passes. iii. After evaluation of conditions that can cause health problems for occupants, through the Healthy Homes Program: a. DPH will approve Healthy Homes work, in addition to the lead remediation work. b. DPH will approve or disapprove after Contractor refers the condition to the DPH Program Manager and Augusta Health District with a proposed scope of work. c. If unit needs healthy homes work, DPH will review Contractor’s selected quote, prior to performing any work on the unit. 4. DELIVERABLES Payment of invoices is contingent on the timely remittance of the deliverables and the submission of programmatic/statistical reports and invoices. Reports must be submitted in a format approved by the Business Owner. Upon request by the Department, Contractor shall submit to the Department supporting documentation of services provided, which the Department considers to be acceptable in form and substance. Failure to submit reports, deliverables and supporting documentation as required by the Department may delay or negate payment of invoice. Contractor shall deliver the following reports or items to the Department: Quarterly Reports by the following dates each calendar year: April 10, July 10, October 10, and December 31. Each Quarterly Report must contain: Number of referrals to the Program Number of applications received Page 23 of 35 Number of units enrolled in the Program Number of Lead inspections/risk assessments conducted Number of Healthy Homes referrals Number of clearance exams conducted with pass/fail Number of units completed Page 24 of 35 RATE SCHEDULE BUDGET CONTRACTOR CONTRACT NUMBER Augusta Georgia Housing and Community Development 40500-049-21213263 CONTRACTOR CONTACT NAME CONTRACTOR CONTACT PHONE NUMBER Hawthorne E. Welcher Jr. (706) 821-1797 Electronic Funds Transfer? Yes (Authorization for EFT must be attached or on file) No Remit Invoices to: Georgia Department of Public Health Attn: Christina Newby, MPH Christine.Newby@dph.ga.gov DESCRIPTION OF SERVICES Dollar Amount per Unit of Measure Unit of Measure (i.e., each, month, lot) Number of Units (Quantity) Total Approved Budget Funds 1. Lead Hazard Control Supervisor - based on actual salary as incurred $60,000 (prorated to start date) year 3.5 $210,000.00 2. Lead Hazard Environmental Specialist – based on actual salary as incurred $42,000 (prorated to start date) year 3.5 $147,000.00 3. Fringe – Lead Hazard Control Supervisor – based on actual fringe expenses as incurred, estimated at 28.85% of salary $17,310.00 year 3.5 $60,585.00 4. Fringe – Lead Hazard Environmental Control Specialist – based on actual fringe expenses as incurred, estimated at 28.85% of salary $12,117.00 year 3.5 $42,409.50 5. Travel (in state) – reimbursed at $.405 per mile traveled $.405 mile 14,000 $5,670.00 6. Travel (out of state airfare) – reimbursed up to $500.00 per roundtrip flight taken Based on Actual Expenses Based on Actual Expenses Based on Actual Expenses $4,000.00 7. Travel (out of state per diem) – reimbursed at $200.00 per day staff are out of state $200.00 day 32 $6,400.00 8. XRF Lead Paint Analyzer Based on Actual Expenses Based on Actual Expenses Based on Actual Expenses $16,000.00 9. Office Supplies Based on Actual Expenses Based on Actual Expenses Based on Actual Expenses $6,965.34 10. Lead based Paint Remediation – Contractor will be reimbursed for each unit that receives lead paint remediation up to $12,000.00, based on actual expenses $12,000.00 Housing unit 120 $1,440,000.00 11. Healthy Home Rehab* - Contractor will be reimbursed for each unit that receives healthy home rehab work up to $3,766.66, based on actual expenses $3,766.66 Housing unit 60 $225,999.60 12. Additional funds for Lead based Paint Remediation – Upon DPH’s written approval in advance of remediation work starting on a unit, Contractor can receive reimbursement for expenses that exceed $12,000, based on actual expenses Based on Actual Expenses Based on Actual Expenses Based on Actual Expenses $510,000.00 TOTAL $2,675,029.44 Page 25 of 35 ATTACHMENT 5 INSURANCE or BOND FORMS Contractor shall, at a minimum, prior to the commencement of work, procure the insurance policies identified below at Contractor’s own cost and expense and shall furnish DPH with proof of coverage at least in the amounts indicated. Proof of insurance must be received by the DPH Contracts Administration within 10 days of execution of this contract. Proof of insurance on renewals must be received by DPH Contracts Administration prior to start date of renewal period. It shall be the responsibility of Contractor to require any subcontractor to secure the same insurance coverage as prescribed herein for Contractor, and to obtain a certificate evidencing that such insurance is in effect. Contractor shall indemnify, hold harmless and name the following as Additional Insured: DPH, the State of Georgia, its officers, employees and agents from any liability arising out of Contractor’s or subcontractor’s untimely failure in securing adequate insurance coverage as prescribed herein: A. Workers’ Compensation Insurance, the policies to insure the statutory limits established by the General Assembly of the State of Georgia. The Workers’ Compensation Policy must include Coverage B – Employer’s Liability Limits of: Bodily Injury by Accident $100,000.00 per employee Bodily Injury by Disease $100,000.00 per employee Bodily Injury by Disease $500,000.00 policy limit B. Commercial General Liability Policy(ies) as follows: General Aggregate Limit $2,000,000.00 Products & Completed Operations Limit $2,000,000.00 Each Occurrence $1,000,000.00 Personal & Advertising Injury Limit $1,000,000.00 C. Automobile Liability Combined Single Limit $1,000,000.00 D. Liability for property damage in the amount of $3,000,000.00, including contents coverage for all records maintained pursuant to this Contract. E. Failure to provide Proof of Insurance within the timeframe described above will result in the termination of this contract. F. All policies must be issued by an insurance company licensed to do business in the State of Georgia, with a minimum AM Best rating of A-, and signed by an authorized agent. G. As stated above, contractor shall procure and maintain insurance which shall protect the contractor and the state from any claims for bodily injury, property damage, or personal injury which may arise out of operations under the agreement. Contractor shall procure the insurance policies at the contractor's own expense. All coverage shall remain in full force and effect during the initial term of the agreement and any renewal or extension thereof. All policies shall contain a provision that coverage afforded under the policies shall not be canceled, changed, allowed to lapse, or allowed to expire until thirty (30) calendar days after written notice has been given to the state certificate holder on the certificate of insurance. Contractor shall furnish the state an insurance certificate listing the state as certificate holder. The insurance certificate must document that the liability insurance coverage purchased by the contractor Page 26 of 35 includes contractual liability coverage to protect the state. The certificate shall be furnished no later than ten (10) business days after notification of the State’s intent to award a contract. In addition, the insurance certificate must provide the following information: 1. Name and address of authorized agent 2. Name and address of insured 3. Name of insurance company (licensed to operate in Georgia) 4. Description of coverage in standard terminology 5. Policy period 6. Limits of liability 7. Name and address of certificate holder 8. Acknowledgment of notice of cancellation to the state 9. Signature of authorized agent 10. Telephone number of authorized agent 11. Details of policy exclusions in comments section of insurance certificate Page 27 of 35 Attachment 6 BUSINESS ASSOCIATE AGREEMENT WHEREAS, the Georgia Department of Public Health (“DPH”) and Augusta Georgia and Community Development (“Contractor”) have entered into the attached Contract, whereby Contractor will provide functions, activities, or services to DPH involving the use of Protected Health Information (“PHI”) as defined by Health Insurance Portability and Accountability Act of 1996 (“HIPAA”); WHEREAS, DPH is required by HIPAA to enter into a Business Associate Agreement with entities which provide functions, activities, or services on behalf of DPH involving the use of PHI; NOW, THEREFORE, in consideration of the mutual promises contained herein, DPH and Contractor agree as follows: 1. Terms used but not otherwise defined in this Agreement shall have the same meaning as those terms in HIPAA and Title XIII of the American Recovery and Reinvestment Act of 2009 (the Health Information Technology for Economic and Clinical Health Act, or “HITECH”), and in the implementing regulations of HIPAA and HITECH, now and as they may be amended in the future. Together HIPAA, HITECH, and their implementing regulations are referred to in this Agreement as the “Privacy Rule and the Security Rule.” 2. Subject to the limitations of this Agreement, Contractor may use or disclose PHI only to the extent necessary to meet its responsibilities as set forth in the Contract, provided that such use or disclosure would not violate the Privacy Rule or the Security Rule if done by DPH. 3. Contractor warrants that the individuals described on Attachment D-1 require access to PHI in order to perform services under the Contract. Contractor shall update Attachment D-1 as necessary. 4. Contractor warrants that the individuals described on Attachment D-2 require access to a DPH information system in order to perform services under the Contract. Contractor shall notify the DPH Project Leader no less than 24 hours in advance if any other individuals will need access to the DPH information system 5. Contractor warrants that only individuals designated by title or name on Attachments D-1 and D-2 will request or access PHI from DPH, that they will only do so in the performance of services under the Contract, and that these individuals will only request the minimum necessary amount of information in order to perform those services. 6. The parties agree that Contractor is a “Business Associate” to DPH within the meaning of the Privacy and Security Rule. Contractor shall comply with all obligations of the Privacy Rule and Security Rule that apply to DPH and shall comply with all Privacy Rule and Security Rule requirements that apply to Business Associates. Contractor further warrants that it maintains and follows written policies and procedures to achieve and maintain compliance with the Privacy and Security Rules that apply to Business Associates, and that it will update such policies and procedures as necessary in order to comply with the and changes to the Privacy and Security Page 28 of 35 Rules. These policies and procedures, and evidence of their implementation, shall be provided to DPH upon request. 7. All communications related to compliance with this Agreement will be forwarded to the following Privacy and Security Contacts: A. At DPH: Privacy Officer 2 Peachtree Street, NW, 15th Floor Atlanta, Georgia 30303 DPH.Privacy@dph.ga.gov 404-657-2700 Anthony McGaughey Interim Chief Information Security Officer, Office of Information Technology 2 Peachtree Street, NW, 12th Floor Atlanta, Georgia 30303 anthony.mcgaughey@dph.ga.gov 404-467-3105 B. At Contractor: Hawthorne E Welcher Jr. City of Augusta Housing and Community Development 510 Fenwick Street Augusta, GA 30901 706-821-1797 8. Contractor further agrees: A. Contractor will not request, create, receive, use or disclose PHI other than as permitted or required by this Agreement, the Contract, or law. B. Contractor will establish, maintain and use appropriate administrative, physical, and technical safeguards to prevent loss, use, or disclosure of the PHI other than as provided for by this Agreement, the Contract, or law. C. Contractor will implement and use administrative, physical, and technical safeguards that protect the confidentiality, integrity and availability of the electronic PHI that it creates, receives, maintains, or transmits on behalf of DPH. D. In addition to the safeguards described above, Contractor shall impose access controls that restrict access to PHI to the individuals listed on D-1 and D-2, as amended from time to time. E. Contractor will password-protect and encrypt all electronic PHI for transmission and for storage on portable computers and media devices. F. Contractor will mitigate, to the extent practicable, any harmful effect that result from a loss, use, or disclosure of PHI by Contractor in violation of the requirements of this Agreement, the Contract, or law. Contractor shall bear the costs of mitigation, which shall include the reasonable costs of credit monitoring or credit restoration when the use or disclosure Page 29 of 35 results in exposure of information commonly used in identity theft (including name, date of birth, and Social Security Number.) G. Contractor will maintain a written Business Associate Agreement with any agent or subcontractor that will create, receive, maintain, or transmit on Contractor’s behalf any PHI pertaining to DPH. Such Agreement shall provide that Contractor’s agent or subcontractor agrees to the same restrictions and conditions of this Agreement with respect to PHI that Contractor receives from DPH, and that Contractor’s agent or subcontractor assumes the same duties with regard to the PHI that Contractor has assumed under this Agreement. Contractor further agrees that if it becomes aware of a pattern of activity or practice of its agent or subcontractor that constitutes a material breach or violation of its agreement with Contractor, then Contractor shall take reasonable steps to cure the breach or end the violation, and if such steps are unsuccessful, terminate the agreement. H. Contractor will immediately report to DPH any “Breach” as defined by 45 CFR 164.402, and any known or suspected loss, use, or disclosure of PHI that is not authorized by this Agreement, the Contract, or law. I. Make an initial report to DPH in writing in such form as DPH may require within three business days after Contractor learns of a suspected unauthorized loss, use, or disclosure of PHI. This report will include the following: i. The nature of the loss, use, or disclosure, a brief description of what happened, the date it occurred, and the date Contractor discovered the incident; ii. The specific data points of PHI involved in the loss, use, or disclosure; iii. The names of all persons with knowledge of the loss, use, or disclosure, and the names or categories of persons who may have obtained access to the PHI as a result; iv. The corrective or investigative actions taken or to be taken in order to mitigate harmful effects, and to prevent further losses, uses, or disclosures; v. Recommended protective actions to be taken by individuals whose PHI may have been lost, used, or disclosed; and vi. Whether Contractor believes that the loss, use, or disclosure constitutes a Breach. J. Contractor will, upon request by the DPH Privacy Officer or the DPH Information Security Officer, provide a complete report of the Breach to DPH including a root cause analysis and a proposed corrective action plan. Upon request by DPH, Contractor shall implement the corrective action plan and provide proof of implementation. K. Contractor will report to the DPH Privacy Officer and the DPH Information Security Officer any successful unauthorized access, modification, or destruction of PHI or interference Page 30 of 35 with system operations in Contractor’s information systems as soon as practicable but in no event later than three business days of discovery. L. Contractor will cooperate with DPH and provide assistance necessary for DPH to determine whether a Breach has occurred, and whether notification of the Breach is legally required or otherwise appropriate. M. If DPH determines that a Breach has occurred as a result of Contractor’s loss, use, or disclosure of PHI or failure to comply with obligations set forth in this Agreement or in the Privacy or Security Rule, then Contractor will provide all required notices to affected individuals, the Secretary of the U. S. Department of Health and Human Services, and the media, at Contractor’s expense and in accordance with 45 C.F.R. Part 164 subpart D. Such notices shall be submitted in advance to the DPH Privacy Officer for approval. N. Contractor will honor requests by DPH or by an individual for access to the individual’s own PHI in accordance with 45 CFR 164.524; to make PHI available for amendment, and to incorporate such amendments into a designated record set in accordance with 45 CFR 164.526; to provide an accounting of all disclosures of the individual’s PHI in accordance with 45 CFR 164.528; to document any such requests and the Contractor’s response; and to notify DPH as soon as practicable of any such requests. O. Contractor will provide access to the Secretary of the U.S. Department of Health and Human Services to Contractor’s books and records and policies, practices, or procedures relating to the use and disclosure of PHI received from DPH, or created or received by Contractor on behalf of DPH. P. In addition to any indemnification provisions in the Contract, Contractor will indemnify DPH from any loss or liability resulting from any violation of the HIPAA Privacy and Security Rules or Breach that arises from the conduct or omission of Contractor or its employees, agents, or subcontractors. Such liability will include without limitation all actual and direct costs, settlement payments, damages awarded, civil penalties, litigation expenses, and attorneys’ fees incurred by DPH. 9. Unless otherwise provided by law, DPH agrees that it will: A. Notify Contractor of any new limitation in DPH’s Notice of Privacy Practices in accordance with the provisions of the Privacy Rule if such limitation will affect Contractor’s use or disclosure of PHI. B. Notify Contractor of any change in, or revocation of, permission by an individual for DPH to use or disclose PHI if such change or revocation will affect Contractor’s use or disclosure of PHI. C. Notify Contractor of any restriction regarding its use or disclosure of PHI that DPH has agreed to in accordance with the Privacy Rule if such restriction will affect Contractor’s use or disclosure of PHI. D. Before agreeing to any changes in or revocation of permission by an individual, or any restriction to use or disclose PHI, DPH will contact Contractor to determine feasibility of compliance. DPH agrees to assume all costs incurred by Contractor in compliance with such Page 31 of 35 special requests. 10. The effective date of this Agreement shall be the same as that of the Contract. Unless otherwise terminated, this Agreement shall continue until all of the PHI provided by DPH to Contractor or created or received by Contractor on behalf of DPH, is destroyed or returned to DPH. A. Termination for Cause. Upon violation of a material term of this Agreement by Contractor, DPH may provide an opportunity for Contractor to cure the breach and, if Contractor fails to cure the breach, terminate the contract upon 30 calendar days’ notice. B. Termination for Convenience. In the event that the Contract is terminated for any reason, then DPH may terminate this Agreement for convenience. C. Effect of Termination. i. Upon termination of this Agreement, DPH shall determine whether return or destruction of PHI is feasible. If so, then Contractor shall at the direction of DPH either destroy the PHI or to return it to DPH, keeping no copies. If DPH determines that return or destruction is not feasible, then Contractor shall continue to extend the protections of this Agreement to the PHI for as long as Contractor maintains the PHI, and shall limit the use and disclosure of the PHI to those purposes that make the return or destruction of the PHI infeasible. ii. The obligations imposed upon Contractor with respect to its care, use, and disclosure of PHI, and its duty to comply with the Privacy and Security Rule with regard to such PHI, shall survive the termination of this Agreement and the termination or completion of the Contract. 11. Nothing in this Agreement is intended to confer any rights, remedies, obligations, or liabilities upon anyone other than DPH and Contractor. 12. This Agreement is intended to supplement, and not to diminish or alter, the terms and conditions of the Contract. Augusta Georgia BY: __________________________________________ SIGNATURE __________________________________________ TITLE ______________________________ DATE Page 32 of 35 ATTACHMENT D-1 Individuals Permitted to Receive, Use, and Disclose DPH PHI The following individual, as employees or agents of Contractor, need access to DPH Protected Health Information in order for Contractor to perform the services described in the Contract: • ______________________________ Title: ___________________________ • • ______________________________ Title: ___________________________ • • ______________________________ Title: ___________________________ • • ______________________________ Title: ___________________________ • • ______________________________ Title: ___________________________ Approved methods of secure delivery of PHI between Contractor and DPH: • Secure FTP file transfer (preferred) • Encrypted email or email sent through “secure tunnel” approved by DPH Information Security Officer • Email of encrypted document (password must be sent by telephone only) • Encrypted portable media device and tracked delivery method Contractor must update this list as needed and provide the updated form to the DPH Project Leader. Use of DPH Protected Health Information by individuals who are not described on this Attachment D- 1, as amended from time to time, is a violation of the Agreement. DPH Project Leader Contact Information: __________________________________ __________________________________ __________________________________ Page 33 of 35 ATTACHMENT D-2 Part 1: Please initial beside the correct option. Please select only one option. _________ Contractor DOES NOT need any user accounts to access DPH Information Systems. Do not complete Part 2 of this form. _________ Contractor DOES need user accounts to access DPH Information Systems. Please complete Part 2 of this form. Part 2: Please complete the table below if you indicated that Contractor DOES need any user accounts to access DPH Information Systems. Please attach additional pages if needed. List of Individuals Authorized to Access a DPH Information System Containing PHI The following individuals, as employees or agents of Contractor, need access to DPH Information Systems containing DPH Protected Health Information in order for Contractor to perform the services described in the Contract: Full Name Employer DPH Information System Type of Access (Read only? Write?) The DPH Project Leader must submit a completed DPH Network Access Request Form for each individual listed above, and for anyone who might later be added to this list. Contractor must notify the Project Leader identified in the Contract immediately, but at least within 24 hours, after any individual on this list no longer needs the level of access described. Failure to provide this notification on time is a violation of the Agreement. Contractor must update this Attachment D-2 as needed and provide the updated form to the DPH Project Leader. [DPH Form GC-00901A (Rev. 08.24.2018)] Page 34 of 35 ATTACHMENT 7 Georgia Department of Public Health Contract Addendum for Contract Number: 40500-049-21213263 The following sections are amended as follows to included: b) Paragraph 12. of Section F, Miscellaneous Provision shall be deleted in its entirety and replaced with the following: 12. Use of Name or Intellectual Property. Contractor agrees it will not use the name of the Georgia Department of Public Health or any intellectual property owned by the Department, including but not limited to Department trademarks or logos, in any manner, including commercial advertising or as a business reference, without the express prior written consent of the Department. To avoid subsequent disallowance, the contractor shall obtain prior written authorization before marketing, branding, advertising, or other program components. DPH shall decide within forty-eight (48) hours of request submission. SIGNATURE PAGE TO FOLLOW Page 35 of 35 CONTRACTOR GEORGIA DEPARTMENT OF PUBLIC HEALTH ___________________________________ ________________ ______________________ By (Authorized Signature) By (Authorized Signature) __________________________________ Kathleen E. Toomey, M.D., M.P.H., Commissioner Printed Name and Title Printed Name and Title ___________________________________ ______________________________________ Date Date Commission Meeting Agenda 3/16/2021 2:00 PM Gold Cross EMS Proposed Ambulance MOU. Department: Department: Caption:Motion to approve creating a committee composed of. Ben Hasan as Chairman, Sammie Sias, Dennis Williams Brandon Garrett, and John Clark along with the Administrator and Attorney to further continue discussions of the MOU with Gold Cross. (Approved by Public Safety Committee March 9, 2021) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 3/16/2021 2:00 PM Renewal Mutual Aid Agreement with Savannah River Site Fire Department Department:Fire Department:Fire Caption:Motion to approve the renewal of the Mutual Aid Agreement with the Savannah River Site Fire Department and to authorize the Mayor to execute the appropriate documents.(Approved by Public Safety Committee March 9, 2021) Background:This agreement is a renewal of the current Mutual Aid Agreement with the Savannah River Site Fire Department that was approved by Commission on March 15, 2016. This agreement is to provide for assistance when disasters occur to the magnitude which would necessitate the combined effort of both agencies to mitigate said disaster(s) and is applicable to all areas within the boundary of DOE-SRS, as well as all areas within Augusta Richmond County, Georgia Analysis: Financial Impact: Alternatives:None at this time Recommendation:Approve the renewal of the Mutual Aide Agreement with the Savannah River Site Fire Department to provide for the protection of life and property of the citizens of Augusta- Richmond County, Georgia and the Savannah River Site and to authorize the Mayor to execute the appropriate documents. Funds are Available in the Following Accounts:Cover Memo REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Commission Meeting Agenda 3/16/2021 2:00 PM Approve Funding for the January 5, 2021 General and Special Election Runoff Department:Board of Elections Department:Board of Elections Caption:Motion to approve funding for the January 5, 2021 General and Special Election Runoff and remaining 2021 elections. (Approved by Finance Committee March 9, 2021) Background:A state-wide runoff was conducted on January 5, 2021 for two US Senate seats and one Public Service Commission. The election was required by law. Analysis:This was a very large election with an unprecedented turnout for a runoff. Preliminary cost for the election is approximately $400,000. $140,000 has been set aside in the Contingency Budget for runoffs in 2021. This is a request to draw down those funds to apply to the cost of the Election. Other funding sources for this runoff will be through grant awards. The balance of the election funds wail be used for the SPLOST election in March and the potential November election. With the enhanced safety requirements due to the ongoing pandemic, the cost per election is estimated to be between $200,000 and $250,000. Financial Impact:$140,000 from Contingency designated for elections and runoffs. $107,750 from 2020 contingency designated for elections and runoffs. Alternatives:None Recommendation:Approve the request Funds are Available in the Following Accounts: $140,000 Contingency $107,750 carryover from 2020 Cover Memo REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Augusta Georgia 2020 Election Expenditures 2021 projection Budget Actual Balance Board of Elections 652,570 664,910 (12,340) Election Expenses 1,329,040 1,658,396 (329,356) CTCL Grant- 1st Grant 2020 386,280 386,279 1 2,367,890 2,709,585 (341,695) Additional Funding Georgia CARES allocation 250,000 CTCL Grant - 2nd (total $284,650)91,695 341,695 2020 Deficit (341,695) Balance 0 Budget Actual Balance Election Expenses 154,800 - 154,800 CTCL Grant 2nd ($248,650-$91,695)192,955 179,066 13,889 347,755 179,066 168,689 Additional Funding Contingency - 2021 140,000 Contingency - 2020 107,750 247,750 Total Funds Available for remaining 2021 Elections 416,439 2020 2021 Commission Meeting Agenda 3/16/2021 2:00 PM Agreement with the Phinizy Center for Water Sciences to manage public access and educational activities. Department:Utilities Department:Utilities Caption:Motion to approve an agreement with the Phinizy Center for Water Sciences to manage public access and educational activities related to the constructed wetland treatment system at the James B Messerly Water Pollution Control Plant. (Approved by Engineering Services Committee March 9, 2021) Background:One of the unique features of Augusta's wastewater treatment system is the 400 acre constructed wetland adjacent to the James B. Messerly Water Pollution Control Plant. This system is an integral part of the Phinizy Swamp Nature Park. The many students and other visitors to the nature park present an excellent opportunity to educate the public about issues related to water quality, wastewater treatment and watershed protection. We have requested a proposal from the Phinizy Center for Water Sciences to manage public access and educational activities associated with the constructed wetland system. The Academy offices are located in the Nature Park. Analysis:Providing these services to Augusta fits very well with the mission of the Phinizy Center for Water Sciences while allowing us to meet some of our commitments for public education. The attached proposed agreement outlines the tasks that will be performed by the Phinizy Center for Water Sciences. The cost of the proposed agreement is $2,500.00 per month for a total of $30,000.00 per year. We believe this to be a reasonable fee for the services provided. Since this needs to be an ongoing commitment, we believe that this agreement should be approved and authorized for annual renewal unless the cost increases above the approved annual amount. Financial Impact: Cover Memo Approval of this agreement is important to our efforts to provide appropriate public education opportunities. Budgeted funds are available in account 506043310-5212999. Alternatives:1) Approve the agreement as presented and take advantage of the opportunity for public education. 2) Disapprove the agreement. Recommendation:We recommend that the Commission approve the expenditure of up to $30,000 annually to for the Phinizy Center for Water Sciences to manage public access and educational activities associated with the constructed wetland system. Funds are Available in the Following Accounts: $30,000.00 from 506043310-5212999 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo AN AGREEMENT BETWEEN PHINIZY CENTER FOR WATER SCIENCES AND AUGUSTA UTILITIES For managing public access and educational activities associated with Augusta's constructed wetland treatment system for a period of one year beginning January 1, 2021 and ending on December 31, 2021. This Amendment is made and entered into this 1st day of January, 2021, between AUGUSTA, GEORGIA, by and through the Augusta-Richmond County Commission, a political subdivision of the State of Georgia (hereinafter "Augusta"), and the Phinizy Center for Water Sciences, a 501(C)(3) corporation, (hereinafter "PCWS"). Phinizy Swamp Nature Park is a natural jewel in an urban watershed that provides a center for programs which bring scientists, environmental regulators, educators, students, and the general public together for collective stewardship of natural resources. The park is comprised of the constructed wetlands and Phinizy Swamp on land owned by Augusta. Since 1996 the City has successfully partnered with PCWS to operate and maintain the Nature Park as an educational experience for school groups and the general public. PCWS provides critical visitor services and environmental education programs Augusta is not able to provide which allow the community to enjoy a natural, outdoor destination just minutes from downtown. PCWS serves as a source for Public Outreach and Environmental Education by: •Providing a variety of environmental education programs and activities thatfocus on issues and stewardship related to local and national water resources.•Monitoring and managing public access and activities within the park area.•Maintaining educational kiosks throughout the park that educate visitors on theecology and history of the area and the groundbreaking use of wetlands byAugusta in wastewater treatment.•Maintaining natural trails for public use by removing poison ivy and debris fromstorm damage, mowing weedy areas, and picking up trash.•Providing numerous and fulfilling volunteer opportunities for the generalpublic.•Providing and maintaining park infrastructure for public use, includingbathrooms, visitor's center, picnic pavilion and awnings, bridges, park benches,and boardwalks.•Maintaining visitor parking lot by filling potholes, treating fire ant mounds,mowing, and removing trash.•Providing a safe location for outdoor school field trips.•Maintaining buildings used for field trips in cases of inclement weather, teacherworkshops, evening family programs, meetings, or night activity. •Providing a safe area for school buses to load and unload students, turn around,and park during field trips.Augusta and PCWS mutually desire to continue this successful partnership. PCWS will maintain its current level of services as described above at the rate of $2,500 per month. The compensation level is all inclusive. PCWS agrees to provide to Augusta Utilities any requested documentation required under this agreement. APPROVED: PHINIZY CENTER FOR WATER SCIENCES By:----,�,____M-___ _J. Michael Ash,Acting Executive DirectorDate: AUGUSTA, GEORGIA By: __________ _ Allen Saxon, Interim Director Augusta Utilities Date: AUGUSTA, GEORGIA By: __________ _ Hardie Davis, Jr. Mayor Date: ATTEST CLERK: By: ____________ _ Lena Bonner Clerk of Commission Date: Commission Meeting Agenda 3/16/2021 2:00 PM Approval of Change Order for the Professional Services Contract with Woolpert, Inc. to implement Cityworks Asset Management Software (AMS) Department:Augusta Utilities Department:Augusta Utilities Caption:Motion to approve change order for the Cityworks/enQuesta integration project currently in progress in the amount of $41,000.00 for the Augusta Utilities Metering and Customer Service Division and integrate with enQuesta CIS software (ITB 12-221).(Approved by Engineering Services Committee March 9, 2021) Background:The Cityworks/enQuesta integration project is being completed as part of the original AUD Cityworks Implementation Project under purchase order P230073. The integration phase of the project was approved by Commission on 6/14/19 in the amount $211,011.00. The contracted project with Woolpert, Inc. involves building a custom software integration between Cityworks and AUD’s enQuesta Customer Information System software. Analysis:Woolpert’s efforts to implement the integration between Cityworks and enQuesta CIS is dependent on the timeline of the CIS vendor (Systems & Software), customizations to enQuesta CIS, which is outside the scope of this project. This project has seen several delays, a lengthened testing period, and need for a greater number of coordination meetings than originally scoped. The end date for the project was originally planned for October 2020 and now has been moved to April 2021. As Woolpert must provide support to the City through this testing and project period, the change proposed to this scope of work will allow Woolpert to see the project to completion by providing the following: • Additional developer support for integration testing while the enQuesta software modification testing continues beyond the original anticipated schedule • Additional support through project management; detailed technical testing, end user testing, and deployment plans as well as technical support for GIS and IT staff This change order also encompasses an increase Cover Memo in Woolpert staff dedicated to conducting end user training under Covid-19 travel restrictions, in order to allow for the smaller class sizes which are critical for successful remote training. Financial Impact:Funds are available in the following accounts: 507043490- 5424120/81300015-5424120 Alternatives:No alternatives recommended Recommendation:Approval of the change order for the Professional Services contract with Woolpert, Inc. to implement Cityworks and integrate with CIS enQuesta Software for the AUD Metering and Customer Service Divisions. Funds are Available in the Following Accounts: Funds are available in the following accounts: 507043490- 5424120/81300015-5424120 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo PROJECT CHANGE ORDER ENTERPRISE ASSET MANAGEMENT (EAM) PROJECT CHANGE ORDER FORM – CO # 02 Woolpert Project Number: 080674 Work for the above referenced City of Augusta, Georgia Utilities Department (AUD) meter Shop Cityworks Implementation and Integration with enQuesta CIS is being completed under Augusta Purchase Order P230073 dated October 21, 2013. The contracted project is to implement Cityworks AMS and build a custom enterprise software integration per the Statement of Work submitted to AUD on November 5, 2018, and the Change Order Form CO #01 on July 16, 2020. Summary of Change Woolpert’s work to implement the integration between Cityworks and enQuesta CIS is dependent on the timeline of another effort, the customizations to enQuesta CIS, which is outside the scope of this project. That project has seen several delays a lengthened testing period, and need for a greater number of coordination meetings than originally scoped. The end date for the project was originally planned for October 2020 and now has been moved to April 2021. As Woolpert must provide support to the City through this testing and project period, the change proposed to this scope of work will allow Woolpert to see the project to completion by providing the following: • Additional developer support for integration testing while the enQuesta software modification testing continues beyond the original anticipated schedule • Additional support through project management; detailed technical testing, end user testing, and deployment plans as well as technical support for GIS and IT staff This change order also encompasses an increase in Woolpert staff dedicated to conducting end user training under Covid-19 travel restrictions, in order to allow for the smaller class sizes which are critical for successful remote training. Prepared by: Miles Kelly Date: January 25, 2020 Woolpert Change Order December 17, 2020 Page 2 Risks The development of the integrations with enQuesta software depend on customizations to the enQuesta Application Programming Interfaces (APIs), which is not under the control of Woolpert or in the scope of this project. Cost of Services The fee change associated with the additional activities defined is an increase of $41,000, for a total of $406,234.00. Individual tasks will be modified as follows: Modified Tasks Current Cost New Cost Addition Task 1: Project Management $39,450.50 $46,250.50 $6,800.00 Task 5.2: Integration Testing $42,730.00 $60,130.00 $17,400.00 Task 6.2: Provide Comprehensive End-User Training $9,184.00 $17,984.00 $8,800.00 Task 7.1: Provide Ad-Hoc Support $44,188.10 $52,188.10 $8,000.00 Subtotal: Additional cost - CCN 02 $41,000.00 The total contracted amount will be modified as follows: Current Project Cost $365,234.00 Additional cost - CCN 02 $41,000.00 New Project Cost $406,234.00 City of Augusta Woolpert, Inc. Signed: Signed: Name: Title: Date: Jerry Philpot Project Manager ____________________________ Name: Title: Date: Jen Kouns Market Director ______________________________ Commission Meeting Agenda 3/16/2021 2:00 PM Approve Bid Recommendation for Instruments for Water Plants (Bid Item 20-210) Department:Utilities Department:Utilities Caption:Motion to approve Bid Recommendation for Instruments for Water Plants (Bid Item 20-210). (Approved by Engineering Service Committee March 9, 2021) Background:The Utilities Department utilizes various control and monitoring instruments throughout the water system. In order to ensure system reliability we requested bids for replacement units and parts that will potentially be needed during the year. We received responses from four bidders for the various items requested as indicated on the bid tabulation attached. Analysis:Per the requirements of the Augusta Code, the item was sent out for bid by the Procurement Department. We have reviewed the bids provided and have highlighted the items recommended to be awarded to the various bidders based on the pricing provided. Financial Impact:Items from this bid will be purchased as needed from budgeted funds. Alternatives:Reject bids and re-advertise. (Not Recommended) Recommendation:It is our recommendation that the bid items be awarded to the compliant vendors with the lowest cost as noted on the attached bid tabulation. Funds are Available in the Following Accounts: Various funds based on location product will be used. Cover Memo REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Invitation to Bid Sealed bids will be received at this office until Tuesday, August 4, 2020 @ 11:00 a.m. for furnishing for Augusta, GA Utilities Department. (ZOOM Opening: ID: 912 5659 9247 and Password: 136953) Bid Item #20-210 Instruments for Water Plant for Augusta, GA – Utilities Department Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Bid documents may be 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. A Pre Bid Conference will be held on Friday, July 17, 2020 @ 10:00 a.m. via ZOOM. (Meeting ID: 968 6302 0377 and Password: 732851) 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, July 21, 2019 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No bids may be withdrawn for a period of 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 June 25, July 2, 9, 16, 2020 Metro Courier June 25, 2020 Meeting ID Topic Start Time End Time User Email Duration (Minutes) 96863020377 Pre Bid Conference - Bid #20-210 Instruments for Water Plant for Augusta, GA - Utilities Department7/17/2020 8:35 7/17/2020 10:15 Shill@augustaga.gov100 Name (Original Name)User Email Join Time Leave Time Duration (Minutes)Guest Kathy Murry (Shill@augustaga.gov)shill@augustaga.gov 7/17/2020 8:35 7/17/2020 10:15 100 Doreen Holmes 7/17/2020 9:43 7/17/2020 9:44 1 Phyllis Johnson (Doreen Holmes)7/17/2020 9:44 7/17/2020 10:15 31 Swannette Jones sjones2@augustaga.gov7/17/2020 9:51 7/17/2020 9:51 1 Swannette Jones sjones2@augustaga.gov7/17/2020 9:54 7/17/2020 9:58 4 Darrell White 7/17/2020 9:55 7/17/2020 9:58 3 Darrell White 7/17/2020 9:58 7/17/2020 10:15 17 Swannette Jones sjones2@augustaga.gov7/17/2020 9:58 7/17/2020 10:14 17 Jason Bott 7/17/2020 9:58 7/17/2020 9:59 1 benfor 7/17/2020 9:59 7/17/2020 9:59 1 Kaan Cuce kaancuce@gmail.com 7/17/2020 9:59 7/17/2020 9:59 1 Steve Orton 7/17/2020 9:59 7/17/2020 9:59 1 Kaan Cuce kaancuce@gmail.com 7/17/2020 9:59 7/17/2020 10:15 16 Jason Bott 7/17/2020 9:59 7/17/2020 10:15 16 benfor 7/17/2020 9:59 7/17/2020 10:14 16 Lindsay Truxal lindsay.exstrom@gmail.com7/17/2020 9:59 7/17/2020 10:00 1 Steve Orton 7/17/2020 9:59 7/17/2020 10:15 16 Lindsay Truxal lindsay.exstrom@gmail.com7/17/2020 10:00 7/17/2020 10:02 3 jim.merz 7/17/2020 10:01 7/17/2020 10:01 1 14028025253 7/17/2020 10:01 7/17/2020 10:15 14 17068367283 7/17/2020 10:01 7/17/2020 10:15 14 Lindsay Truxal lindsay.exstrom@gmail.com7/17/2020 10:04 7/17/2020 10:06 2 Lindsay Truxal lindsay.exstrom@gmail.com7/17/2020 10:06 7/17/2020 10:15 9 Gregory 7/17/2020 10:07 7/17/2020 10:07 1 Gregory 7/17/2020 10:07 7/17/2020 10:15 8 jim.merz 7/17/2020 10:01 7/17/2020 10:15 14 20-210 Instruments for Water Plant for Augusta, GA – Utilities Department Participants 16 OFFICIAL Control Southern, Inc. 3850 Lakefield Drive Swanee, Ga 30024 Swan Analytical USA Inc. 225 Larkin Drive Unit 4 Wheelong. IL 60090 Rosemont Inc. 6021 Innovation Blvd. Shakopee, MN 55379 Micro Motion Inc. 7070 Winchester Circle Boulder, CO 80301 Yes Yes Yes Yes 1265507 1273736 232513 232513 Yes Yes Yes Yes Yes Yes Yes Yes 1 Diff. Press transmitter No Bid No Bid 1687.16 No Bid 2 Pressure multivarible Transmitter No Bid No Bid 2822.14 No Bid 3 Pressure transmitter No Bid No Bid 2100.30 No Bid 4 Pressure transmitter No Bid No Bid 1894.53 No Bid 5 Manifold No Bid No Bid 224.34 No Bid 6 Radar Level Transmitter No Bid No Bid 3214.43 No Bid 7 Guided Wave Radar No Bid No Bid 2759.15 No Bid 8 Wireless Gateway + Field Link 100 instruments No Bid No Bid 4355.39 No Bid 9 Wireless Gateway + Field Link 25 instruments No Bid No Bid 2514.44 No Bid 10 Inline wireless pressure transmitter No Bid No Bid 3422.41 No Bid 11 Wireless Instrument Battery No Bid No Bid 192.69 No Bid 12 Wireless Instrument Battery No Bid No Bid 131.70 No Bid 13 Wireless Gauge Battery No Bid No Bid 80.75 No Bid 14 Inline wireless pressure transmitter No Bid No Bid 3633.97 No Bid 15 Wireless pressure transmitter No Bid No Bid 3667.26 No Bid 16 Wireless pressure transmitter No Bid No Bid 3878.83 No Bid 17 Wireless acoustic transmitter No Bid No Bid 1022.91 No Bid 18 Wireless discrete transmitter No Bid No Bid 2076.33 No Bid 19 Wireless guided radat No Bid No Bid 4165.30 No Bid 20 Wireless temp. transmitter No Bid No Bid 3500.38 No Bid 21 1420 Wireless gateway No Bid No Bid 4822.58 No Bid 22 Wireless Gage No Bid No Bid 1299.66 No Bid 23 Wireless Gage No Bid No Bid 1299.66 No Bid 24 Manifold No Bid No Bid 457.06 No Bid 25 Manifold No Bid No Bid 487.33 No Bid 26 Conductivity Sensor No Bid No Bid 1145.36 No Bid Addendum 1 SAVE Bid Item #20-210 Instruments for Water Plant for Augusta, GA - Utilities Department Due: Tuesday, August 4, 2020 @ 11:00 a.m. Vendors Total Number Specifications Mailed Out: 14 Total Number Specifications Download (Demandstar): 2 Total Electronic Notifications (Demandstar): 9 Georgia Procurement Registry: 124 Pre-Bid/Telephone Conference: 14 Total packages submitted: 4 Total Noncompliant: 0 0 Attachment B E-Verify Page 1 of 3 OFFICIAL Control Southern, Inc. 3850 Lakefield Drive Swanee, Ga 30024 Swan Analytical USA Inc. 225 Larkin Drive Unit 4 Wheelong. IL 60090 Rosemont Inc. 6021 Innovation Blvd. Shakopee, MN 55379 Micro Motion Inc. 7070 Winchester Circle Boulder, CO 80301 Bid Item #20-210 Instruments for Water Plant for Augusta, GA - Utilities Department Due: Tuesday, August 4, 2020 @ 11:00 a.m. Vendors Total Number Specifications Mailed Out: 14 Total Number Specifications Download (Demandstar): 2 Total Electronic Notifications (Demandstar): 9 Georgia Procurement Registry: 124 Pre-Bid/Telephone Conference: 14 Total packages submitted: 4 Total Noncompliant: 0 0 Attachment B27Dissolved Oxygen sensor No Bid No Bid 681.86 No Bid 28 10 PH probe No Bid No Bid 588.13 No Bid 29 PH No Bid No Bid 642.72 No Bid 30 transmitter HT No Bid No Bid 1622.25 No Bid 31 Handheld Communicator Programmer No Bid No Bid No Bid No Bid 32 AMS DEVICE MANAGER APP; SERVER PLUS STATION; 500 TAGS $10,336.42 No Bid No Bid No Bid 33 ONLINE INTERFACE; 500 TAGS $12,929.05 No Bid No Bid No Bid 34 SMART WIRELESS INTERFACE $335.00 No Bid No Bid No Bid 35 Trex $9,249.00 No Bid No Bid No Bid 36 AMS WIRELESS SNAP-ON APLICATION $1,153.89 No Bid No Bid No Bid 37 MultiRanger 100/200 No Bid No Bid No Bid No Bid 38 XRS-5 Transducer No Bid No Bid No Bid No Bid 39 XPS-10 No Bid No Bid No Bid No Bid 40 XPS-15 No Bid No Bid No Bid No Bid 41 XPS-30 No Bid No Bid No Bid No Bid 42 Mag Meter Transmitter No Bid No Bid No Bid $3,471.57 43 1/2 mag Meter No Bid No Bid No Bid $3,643.95 44 1 inch mag meter No Bid No Bid No Bid $2,724.93 45 1.5 inch mag meter No Bid No Bid No Bid $2,873.85 46 2.0 inch Mag Meter No Bid No Bid No Bid $2,966.67 47 3.0 inch Mag Meter No Bid No Bid No Bid $3,197.70 48 4.0 inch Mag Meter No Bid No Bid No Bid $3,661.29 49 6.0 Inch Mag meter No Bid No Bid No Bid $4,399.26 50 8.0 inch Mag Meter No Bid No Bid No Bid $4,919.46 51 10.0 Inch Mag Meter No Bid No Bid No Bid $7,261.89 52 12.0 inch Mag Meter No Bid No Bid No Bid $8,407.35 53 14.0 Mag Meter No Bid No Bid No Bid $10,643.70 54 16.0 inch Mag Meter No Bid No Bid No Bid $11,684.10 55 18.0 inch mag meter No Bid No Bid No Bid $13,816.41 56 20.0 Mag Meter No Bid No Bid No Bid $15,245.43 Page 2 of 3 OFFICIAL Control Southern, Inc. 3850 Lakefield Drive Swanee, Ga 30024 Swan Analytical USA Inc. 225 Larkin Drive Unit 4 Wheelong. IL 60090 Rosemont Inc. 6021 Innovation Blvd. Shakopee, MN 55379 Micro Motion Inc. 7070 Winchester Circle Boulder, CO 80301 Bid Item #20-210 Instruments for Water Plant for Augusta, GA - Utilities Department Due: Tuesday, August 4, 2020 @ 11:00 a.m. Vendors Total Number Specifications Mailed Out: 14 Total Number Specifications Download (Demandstar): 2 Total Electronic Notifications (Demandstar): 9 Georgia Procurement Registry: 124 Pre-Bid/Telephone Conference: 14 Total packages submitted: 4 Total Noncompliant: 0 0 Attachment B5724.0 Inch Mag Meter No Bid No Bid No Bid $17,716.89 58 28 inch mag meter No Bid No Bid No Bid N/A 59 30 inch mag meter No Bid No Bid No Bid $22,657.77 60 32 inch mag meter No Bid No Bid No Bid N/A 61 36 inch mag meter No Bid No Bid No Bid $27,027.96 62 40 inch mag meter No Bid No Bid No Bid $28,207.08 63 42 inch mag meter No Bid No Bid No Bid $27,072.84 64 48 inch mag meter No Bid No Bid No Bid $29,560.11 65 Coriolis flow meter No Bid No Bid No Bid $2,998.45 66 1/12th meter No Bid No Bid No Bid $7,496.58 67 Micro Motion Coriolis MVD multivariable flow and No Bid No Bid No Bid $3,244.15 68 Micro Motion Coriolis ELITE sensor; 1/4- inch; No Bid No Bid No Bid $9,337.51 69 Micro Motion Coriolis ELITE sensor; 1/10- inch; No Bid No Bid No Bid $8,907.99 70 Micro Motion Coriolis ELITE sensor No Bid No Bid No Bid $9,183.72 71 Submersible level Transducer No Bid No Bid No Bid No Bid 72 0-30 psig pressure transmitter No Bid No Bid No Bid No Bid 73 0-200psig pressure transmitter No Bid No Bid No Bid No Bid 74 Cl17 with standpipe No Bid No Bid No Bid No Bid 75 SC200 Controller, AC-DC, 2 Dig No Bid No Bid No Bid No Bid 76 aa Free Chlorine set No Bid No Bid No Bid No Bid 77 PHd Differential PH No Bid No Bid No Bid No Bid 78 Monitor AM Turbiwell W/Led No Bid $4,400.00 No Bid No Bid 3 Weeks ARO Yes YesExceptions Noted Page 3 of 3 Commission Meeting Agenda 3/16/2021 2:00 PM Minutes Department: Department: Caption:Motion to approve the minutes of the Regular Meeting of the Commission held on March 2, 2021 and the Special Called Meeting on March 9, 2021. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 3/16/2021 2:00 PM Amendment No. 9 to the Contract with ESG Operations, Inc. for the Operation of Water Pollution Control Facilities. Department:Utilities Department:Utilities Caption:Motion to approve Amendment No. 9 to Agreement with ESG Operations, Inc. to establish the final budget amount for 2021. (No recommendation from Engineering Services Committee March 9, 2021) Background:On December 16, 2009, Augusta and ESG Operations, Inc. (ESG) entered into an Agreement for Operations, Maintenance and Management Services. Attached is a proposed Amendment No. 9 from ESG, which sets forth a 2021 budget of $6,305,622.00. The estimated cost of wastewater treatment services for 2021 is $6,092,822.00. We have also included an allowance of $212,800.00 to provide for ESG assistance as may be needed at the water treatment facilities and other areas within our system. In addition, the following appendices are also included in this agreement: Appendix F-1 to this amendment is the reconciliation of 2019 Year actual cost to the projected cost in the amount of $528,146.48. This amount is due to significant increases in chemical costs, biosolids processing cost and maintenance cost due to elevated flows resulting from higher than normal rainfall affecting plant operations. Appendix J and Appendix K continue work began in 2018 to update various processes and equipment to better address current needs at a cost of $1,040,400.00. Appendix N $89,000.00 is for continuation of routine water tank maintenance and inspections that began in 2018. Appendix O is a proposal to task ESG with procuring and managing the painting of two elevated storage tanks. We had attempted to bid these tanks previously and the bids were significantly higher than anticipated. We rejected those bids due to them being over budget. The $815,000.00 cost proposed by ESG for this work is approximately $200,000 below the bid prices previously received. Analysis: Cover Memo The proposed budget for the operation of our water pollution control facilities represents a 1.62% average annual rate of increase over the life of this agreement. The projected increases are attributed to increased volumes to be treated, anticipated chemical cost increases and an increase in solids handling requirements. The additional items included in the appendices provide needed facility process upgrades and needed services in our water storage and distribution system. Financial Impact:$6,305,622.00 for estimated annual Operation and Maintenance cost. $2,472,546.48 for additional work as described. Alternatives:Pursue other delivery methods for the proposed additional work. Recommendation:We recommend approval of Amendment No. 9 to the contract with ESG Operations, Inc. for the Operation of Water Pollution Control Facilities and additional work as described. Funds are Available in the Following Accounts: 506043310-5211110 507043420-5425210 506043580-5223211 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo AMENDMENT NO. 9 to the AGREEMENT Between ESG Operations, Inc. And Augusta, Georgia For Operations, Maintenance and Management Services This Amendment is made and entered into this 1st day of January, 2021, between AUGUSTA, GEORGIA, by and through the Augusta-Richmond County Commission, a political subdivision of the State of Georgia (hereinafter “Augusta”), and ESG OPERATIONS, INC., a Georgia corporation, (hereinafter “ESG”). This is Amendment No. 9 to the Agreement dated the 16th day of December 2009, between Augusta and ESG. NOW THEREFORE, Augusta and ESG agree to amend the Agreement as follows: REPLACE Article 2.25 with the following new Article: 2.25 Utilize ESG’s computerized maintenance management and asset management system (PSD Hiperweb) that furnishes complete and accurate records and is capable of readily providing historical data and trends. REPLACE Article 4.1 with the following new Article: 4.1 Augusta shall pay to ESG a base fee equal to the Augusta budget shown in Appendix F. This includes the actual cost of the Scope of Services performed by ESG plus a Management and Administrative Fee. The base fee shall not include services which are not specifically defined by Section 2 of this Agreement. The base fee for this Amendment shall be Five Million Six Hundred Thirty Thousand Twenty Dollars ($5,630,020) and the Management and Administrative Fee shall be Six Hundred Seventy-Five Thousand Six Hundred Two Dollars ($675,602.00). The base fee and the Management and Administrative Fee shall be payable in advance in equal monthly installments and for the twelfth term of this Agreement the monthly amount shall be Five Hundred Twenty-Five Thousand Four Hundred Sixty-Eight Dollars and Fifty Cents ($525,468.50). Said base fee shall be for the period beginning on January 1st, 2021 and ending on December 31st, 2021. Thereafter, the Base Fee will be negotiated as described in Article 4.2. The Management and Administrative Fee shall increase proportionally with the base fee adjustments described in Articles 4.2 and 4.4. REPLACE Appendix F with the following new Appendix F. ADD Appendix F-1. REPLACE Appendix J with the following new Appendix J. REPLACE Appendix K with the following new Appendix K. REPLACE Appendix N with the following new Appendix N. REPLACE Appendix O with the following new Appendix O. All other terms and conditions remain in effect in accordance with the Agreement referenced in this Amendment. Both parties indicate their approval of this Amendment by signature below. Authorized signatures: ESG OPERATIONS, INC. By: ________________________________ John Clay Sykes, PE, Principal By: ________________________________ Daniel E. Groselle, Jr., PE, Principal Date: _____________________________ AUGUSTA, GEORGIA By: ________________________________ Hardie Davis, Jr. Mayor Date: _____________________________ ATTEST: ___________________________ Clerk of Commission Date: _____________________________ Appendix F 2021 Project Budget and Staffing Plan Project Budget PERSONNEL SERVICES $ 1,750,020.00 ADMINISTRATIVE EXPENSES $ 100,000.00 UTILITIES $ 190,000.00 CHEMICALS $ 795,000.00 MATERIALS & SUPPLIES $ 120,000.00 VEHICLES & EQUIPMENT $ 115,000.00 OUTSIDE SERVICES $ 540,000.00 BIOSOLIDS MANAGEMENT $ 1,360,000.00 MAINTENANCE & REPAIR $ 470,000.00 TOTAL OPERATING BUDGET $5,440,020.00 MANAGEMENT & ADMINISTRATIVE FEE (12%) 652,802.00 CONTRACTOR’S SUBTOTAL $ 6,092,822.00 DIRECTOR’S ALLOWANCE $ 190,000.00 MANAGEMENT & ADMINISTRATIVE FEE (12%) 22,800.00 DIRECTOR’S ALLOWANCE SUBTOTAL 212,800.00 TOTAL 2021 BUDGET $ 6,305,622.00 Appendix F (Continued) 2021 Project Budget and Staffing Plan Project Staffing Plan Budgeted Position Budgeted Number Project Director 1 Lab/ IPP Manager 1 Operations Manager 1 Maintenance Manager 1 Land Application Manager 1 Operators 11 Lab Analysts 2 IPP Technicians 2 Mechanics 5 Maintenance Support 3 Administrative 1 Education Specialist 2 Appendix F-1 2019 Reconciliation As provided by the terms of Article 4.2 ESG has provided a year end reconciliation of the actual cost attributable to the performance of the Scope of Services for Contract Year 2019. The additional cost of actual expenditures were $528,146.48 and no management or administrative fee was applied. Upon payment of the 2019 reconciliation amount all prior Contract Years by and through December 31, 2019, will have been reconciled and resolved with finality. Appendix J – JB Messerly Digester 2 Sludge Heat Exchanger The sludge heat exchanger for Digester 2 at the JB Messerly WPCP is over 40 years old and well beyond its useful service life. ESG proposes to install a new and larger unit with a capacity of 2.0 mBTU. The estimated cost is as follows: Summary of Costs Item Description Cost 1 Heat Exchanger $ 230,000 2 Installation $ 51,000 Subtotal $ 281,000 3 Tax $ 19,700 4 Contingency $ 14,000 Sub-Total $ 312,700 5 Mark Up $ 28,300 Total $ 343,000 ESG’s cost estimate is Three Hundred Forty-Three Thousand dollars ($343,000) inclusive of a nine percent markup. ESG will invoice Augusta monthly on a percent complete basis for this work. Appendix K – JB Messerly Hypochlorite Generation System The cost of purchasing sodium hypochlorite has increased dramatically over the past 12 months; as such, cost savings are available with replacement of the hypochlorite generation system at the JB Messerly WPCP. ESG is proposing to install a new package system in the original location. The package system consists of: Quantity Description 1 Skid Mounted MC-2400 Hypochlorite Generation System 1 Transformer Rectifier 1 Skid Mounted Electrical Control Panel 1 Hydrogen Dilution Blower 3 Cartridge Filters 2 Dual Tank Water Softener 1 Acid Cleaning Cart 1 Hydrogen Detector 1 Cell Hoist Following is a summary of estimated costs to perform the scope of service: Summary of Costs Item Description Cost 1 Hypochlorite System $ 435,000 2 Installation $ 102,300 Subtotal $ 537,300 3 Tax $ 38,400 4 Design $ 26,000 5 Contingency $ 40,300 Sub-Total $ 642,000 6 Mark Up $ 55,400 Total $ 697,400 ESG’s cost estimate is Six Hundred Ninety-Seven Thousand Four Hundred dollars ($697,400) inclusive of a nine percent markup. ESG will invoice Augusta monthly on a percent complete basis for this work. Appendix N 2021 Water Tank Management Budget Project Budget WATER TANK ROUTINE MAINTENANCE $ 89,000.00 TOTAL 2021 BUDGET $ 89,000.00 Subject to the terms herein, ESG or its subcontractor shall provide the labor to perform the following tasks (collectively the “Inspection Services”): visual inspections (annual) and washout inspections (bi-annual) of the Tanks for the purpose of reviewing any paint and/or maintenance needs of the identified Tanks of the Owner. The Visual Inspection is completed annually which includes climbing the tank to verify not only coating condition, but safety and sanitary conditions related to maintaining compliance with Georgia EPD regulations. All screens are inspected and replaced yearly as needed, and tank hatches secured to prevent any unauthorized entry. The tank’s legs, rods and connection points, ladders, safety equipment, roof and interior are visually inspected as part of each inspection. The condition is photographed and documented in our CMMS (Computerized Maintenance Management System) and a yearly Condition Assessment report is provided. These inspections are completed while the tank remains in service and they will not cause any interruptions in service. In addition to the annual Visual Inspection, a bi-annual Washout Inspection is completed to perform a complete interior coating inspection. As part of the Washout Inspection, the tank will be drained and removed from service, by the Owner, so that any dirt, sediment, silt, or other foreign matter may be removed from the bowl area by pressure washing at 3500 psi. After cleaning, if any minor areas of corrosion are noted in the tank’s bowl area, they will be repaired at this time. After the inspection is completed, the tank will be disinfected per AWWA C652 and readied for return to service. The bi-annual inspections are documented in our CMMS system and on every other Contract Year will be provided with the Condition Assessment report for that same Contract Year. Typically, this work can be completed in one days’ time, based on the tank being drained and ready for service upon arrival of crew. Each visual inspection and washout inspection of the Tanks will include a written recommendation of suggested corrective maintenance repairs related to exposed and assessable components such as steel replacement, steel parts, expansion joints, water level indicator, venting, safety climb systems, sway rod adjustments, manhole covers, gaskets and any other components of each tanks which are readily assessable to visual inspection. Inspection Services shall be limited to those tasks which are normally included in routine preventive maintenance inspection practices as provided by members of the storage tanks maintenance profession in the Southeastern United States. Inspection Services shall not include or encompass the performance by ESG of any inspection related to any portion of the Tanks which is contained below ground, embedded in steel or part of any in-ground valves and piping. The City acknowledges that the Inspection Services to be performed by ESG do not include and are not related to Lead Abatement Procedures or disposal of any Hazardous Waste Materials, nor the detection or mitigation of deterioration of any embedded structural or non-structural elements encased within any concrete structure which is a part of the Tanks. Following each inspection the City will receive from ESG inspection reports and photographs describing the condition of any Tank(s). ESG acknowledges that the referenced inspections are not intended to determine the design integrity or structural integrity, inclusive of any latent design or construction defects of the Tanks. In each inspection report (visual or washout), ESG will identify necessary maintenance or repairs of the Tanks, if any, and may perform such maintenance and repairs subject to the terms and conditions of an addendum to this Agreement mutually agreed to and executed by the ESG and City. The City shall, during the term of the Agreement, provide the following in order to facilitate the performance of the services described by this Exhibit H: a) provide electrical service (110 Volt) to the Tank(s) site; b) provide at a minimum a ¾” water service to any site of a Tank(s) site; and c) provide an access road to any Tank(s) site sufficient for the performance of the Inspection Services by ESG. The Inspection Services provided by ESG under the terms of this Appendix N are of a professional nature and shall be performed in accordance with the degree of skill and care ordinarily exercised by members of the storage tanks maintenance profession in the Southeastern United States for similar and comparable water storage tanks. Appendix O – Painting Highland Avenue and Walton Way Elevated Tanks ESG proposes to prepare the surface and paint, renovate and repair the interior and exterior of the Walton Way and Highland Avenue elevated water storage tanks. The estimated cost is as follows: Summary of Costs Item Description Cost 1 Prepare and paint Highland Avenue Tank $450,000 2 Prepare and paint Walton Way Tank $365,000 Total $815,000 ESG’s cost estimate is Eight Hundred Fifteen Thousand dollars ($815,000). ESG will invoice Augusta monthly on a percent complete basis for this work. The proposal includes all labor, equipment, and materials needed to renovate the interior, exterior and complete the repairs as listed below. All work will be inspected and signed off by a NACE Certified Coating Inspector. The interior renovation will consist of a paint system meeting the AWWA D102-3 ICS-1 paint system as listed below. Surface Preparation: SSPC-SP10/NACE2 Primer: Tnemec 94 H2O Zinc applied at 2.5 to 3.5 mils dry Stripe: Tnemec Series 20-15BL applied at 2.0 to 3.0 mils dry Finish: Tnemec Series 141-1255 applied at 10.0 to 12.0 mils dry The exterior renovation paint system Surface Preparation: Pressure wash exterior with rotary nozzle at a minimum of 3500 psi Seams: Tnemec Series 118 Uni-Bond Mastic, DFT 6-8 mils Primer: Tnemec Series 118 Uni-Bond Mastic, DFT 6-8 mils Finish: Tnemec Series 700 Endura-Shield, DFT 2-3 mils Repairs will be completed per the Bid Specifications per Bid Specification ITB #19-301; any additional repair items will be addressed during the renovation and agreed upon per the specifications. Antenna and site coordination will be in conjunction with the City of Augusta personnel. Work schedule shall limit water storage tank out of service duration to 75 calendar days or less from Notice to Proceed (NTP). Highland Avenue Tank and Walton Way Extension Tanks shall not be out of service at the same time. Highland Avenue tank will take place first and coordinated to not conflict with the Master’s golf tournament. Walton Way work will begin following completion of the Highland Avenue tank and will be coordinated with Augusta Utility Department. All work shall be substantially completed within 365 calendar days of the Notice to Proceed issued for the Highland Avenue Tank with all such extensions of time as may be mutually agreed by the Owner and ESG. Final completion shall be 30 days after substantial completion. It is hereby understood and mutually agreed, by and between ESG and Augusta, that the date of beginning, rate of progress and the time for completion of the work to be done hereunder are ESSENTIAL CONDITIONS of this contract. ESG agrees that said work shall be prosecuted regularly, diligently, and uninterruptedly at such rate of progress as will ensure full completion thereof within the time specified. It is expressly understood and agreed by and between ESG and Augusta, that the time for completion of the work described herein is a reasonable time for completion of the same, taking into consideration the average climatic range and construction conditions prevailing in this locality. Commission Meeting Agenda 3/16/2021 2:00 PM USGS Agreement for Groundwater Monitoring Department:Utilities Department:Utilities Caption:Motion to authorize the execution of a Joint Funding Agreement with the U. S. Department of the Interior U. S. Geological Survey (USGS) for the operation, modeling and analyzing of monitoring wells to investigate water levels and water quality for Augusta's groundwater production facilities. (No recommendation from Engineering Service Committee March 9, 2021) Background:Monitoring groundwater levels and quality is important for protection and effective management of our water resources. The Augusta water supply at our three groundwater production facilities draws water from the Dublin-Midville aquifer system. The continuation of the monitoring program that is being proposed will provide valuable information to protect this important water source for Augusta. The attached proposed agreement for year 2021 sets the cost at $102,200.00. Analysis:The proposed program is to continue monitoring the current groundwater levels, flow directions and water quality in the Dublin-Midville aquifer system up-gradient of our three established well fields. The data gathered from the monitoring process will provide information to support water management and water quality protection for our production facilities. This program also includes a groundwater modeling component. This program is an important part of our efforts to insure the future availability of groundwater as a valuable component of our water production capabilities. As such, we believe that the continuation of our ongoing partnership with the USGS into the foreseeable future is highly desirable. Since this needs to be an ongoing commitment we believe that this agreement should be approved and authorized for annual renewal for an additional three years unless the cost increases above $115,000 in any year.Cover Memo Financial Impact:$102,200.00 is within the budgeted amount included in our approved 2021 budget for this expense. Alternatives:No feasible alternatives. Recommendation:We recommend the Commission authorize the execution of the proposed agreement with the USGS for the year 2021 in the amount of $102,200.00. We further recommend authorization to renew this agreement annually for an additional three years as long as the annual cost does not exceed $115,000. Funds are Available in the Following Accounts: 506043540/5213119 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo United States Department of the Interior U.S. GEOLOGICAL SURVEY South Atlantic Water Science Center 1770 Corporate Drive, Suite 500 Norcross, Georgia 30093 Phone: (678) 924-6700 Fax: (678) 924-6710 http://www.usgs.gov/water/southatlantic Customer Number: 6000001138 Agreement Number: 21MPJFAG0000006 TIN: 582204274 Fixed Cost Agreement: YES January 27, 2021 Mr. Allen Saxon, Interim Director Augusta Utilities Department 452 Walker Street, Suite 200, Augusta, Georgia 30901 Dear Mr. Saxon: Enclosed please find two copies of the Joint Funding Agreement (JFA) with original signatures for the project entitled “Ground- Water Monitoring Program for the Augusta-Richmond County area, Georgia” as described in the enclosed proposal and dated January 2021, and made part of this agreement. This agreement is entered into by the USGS under authority of 43 USC 36C; 43 USC 50; and 43 USC 50b. This JFA covers the period beginning on January 1, 2021 and ending on December 31, 2021. The contribution from the USGS will increase from last year by $38,250, to $132,000 with a contribution from the Augusta Utilitites Department, Augusta, Georgia that will increase from last year by $2,976, to $102,200. The total cost is $234,200. This amount will allow for the continued operation of 4 real-time wells, annual data-collection efforts during the summer of 2021, data input into the National Water Information System data base, data inspection, completion of the groundwater model, and publication of the groundwater model in a USGS Scientific Investigations Report and Data Release. Please have both copies signed by an authorized official(s), retaining one copy for your records, and returning the other to the attention of Angel Spencer, Administrative Officer, at the address shown above. Work cannot be started or continued until we receive the signed agreement. All work performed with funds from this agreement will be conducted on a fixed-price basis. Billing for this JFA will be rendered quarterly. Please do not send a check at this time as you will be billed at a later date which will include payment instructions with the address for mailing your check. The results of all work under this agreement will be available for publication by the U.S. Geological Survey. If you have any questions or require additional information please contact Gerard Gonthier, Hydrologist, at 678-924-6646 or via email at gonthier@usgs.gov. Sincerely, Victor Engel, Director USGS South Atlantic Water Science Center DUNS# 191497072 Form 9-1366 (April 2015) U.S. Department of the Interior U.S. Geological Survey Joint Funding Agreement FOR Water Resource Investigations Agreement#: 21MPJFAG0000006 Customer#: 6000001138 Project #: MP00 TIN #: 58-2204274 USGS DUNS #: 191497072 Fixed Cost Agreement YES[ X ] NO[ ] THIS AGREEMENT is entered into as of the January 1, 2021, by the U.S. GEOLOGICAL SURVEY, South Atlantic Water Science Center, UNITED STATES DEPARTMENT OF THE INTERIOR, party of the first part, and the Augusta Utilities Department party of the second part. 1. The parties hereto agree that subject to the availability of appropriations and in accordance with their respective authorities there shall be maintained in cooperation Water Resource Investigations (per attachment), herein called the program. The USGS legal authority is 43 USC 36C; 43 USC 50, and 43 USC 50b. 2. The following amounts shall be contributed to cover all of the cost of the necessary field and analytical work directly related to this program. 2(b) include In-Kind-Services in the amount of $0.00 (a) $132,000 by the party of the first part during the period January 1, 2021 to December 31, 2021 (b) $102,200 by the party of the second part during the period January 1, 2021 to December 31, 2021 (c) Contributions are provided by the party of the first part through other USGS regional or national programs, in the amount of : $0.00 Description of the USGS regional/national program: N/A (d) Additional or reduced amounts by each party during the above period or succeeding periods as may be determined by mutual agreement and set forth in an exchange of letters between the parties (e) The performance period may be changed by mutual agreement and set forth in an exchange of letters between the parties. 3. The costs of this program may be paid by either party in conformity with the laws and regulations respectively governing each party. 4. The field and analytical work pertaining to this program shall be under the direction of or subject to periodic review by an authorized representative of the party of the first part. 5. The areas to be included in the program shall be determined by mutual agreement between the parties hereto or their authorized representatives. The methods employed in the field and office shall be those adopted by the party of the first part to insure the required standards of accuracy subject to modification by mutual agreement. 6. During the course of this program, all field and analytical work of either party pertaining to this program shall be open to the inspection of the other party, and if the work is not being carried on in a mutually satisfactory manner, either party may terminate this agreement upon 60 days written notice to the other party. 7. The original records resulting from this program will be deposited in the office of origin of those records. Upon request, copies of the original records will be provided to the office of the other party. 8. The maps, records or reports resulting from this program shall be made available to the public as promptly as possible. The maps, records or reports normally will be published by the party of the first part. However, the party of the second part reserves the right to publish the results of this program and, if already published by the party of the first part shall, upon request; be furnished by the party of the first part; at cost, impressions suitable for purposes of reproduction similar to that for which the original copy was prepared. The maps, records or reports published by either party shall contain a statement of the cooperative relations between the parties. 9. USGS will issue billings utilizing Department of the Interior Bill for Collection (form DI-1040). Billing documents are to be rendered quarterly. Payments of bills are due within 60 days after the billing date. If not paid by the due date, interest will be charged at the current Treasury rate for each 30 day period, or portion thereof, that the payment is delayed beyond the due date. (31 USC 3717; Comptroller General File B-212222, August 23, 1983.). Form 9-1366 (April 2015) U.S. Department of the Interior U.S. Geological Survey Joint Funding Agreement FOR Water Resource Investigations Agreement#: 21MPJFAG0000006 Customer#: 6000001138 Project #: MP00 TIN #: 58-2204274 USGS DUNS #: 191497072 USGS Technical Point of Contact Name: Gerard Gonthier Hydrologist Address: 1770 Corporate Drive Suite 500 Norcross, GA 30093 Telephone: (678) 924-6646 Fax: (678) 924-6710 Email: gonthier@usgs.gov Customer Technical Point of Contact Name: Allen Saxon Interim Director Address: 452 Walker Street, Suite 200 Augusta, GA 30901 Telephone: (706) 821-1851 Fax: (706) 821-1859 Email: asaxon@augustaga.gov USGS Billing Point of Contact Name: Crystal Stallworth Budget Analyst Address: 1770 Corporate Drive Suite 500 Norcross, GA 30093 Telephone: (678) 924-6691 Fax: (678) 924-6710 Email: castallw@usgs.gov Customer Billing Point of Contact Name: Allen Saxon Interim Director Address: 452 Walker Street, Suite 200 Augusta, GA 30901 Telephone: (706) 821-1851 Fax: (706) 821-1859 Email: asaxon@augustaga.gov U.S. Geological Survey United States Department of Interior Signature By_______________________ Date: Name: Victor Engel Title: Director Augusta Utilities Department Signatures By_______________________ Date: _________ Name: Title: By_______________________ Date: _________ Name: Title: By_______________________ Date: _________ Name: Title: Commission Meeting Agenda 3/16/2021 2:00 PM Appointment URA Brandon Dial Department: Department: Caption:Motion to approve the appointment of Brandon Dial to the Urban Redevelopment Agency (URA) replacing Brad Owens. (Requested by Commissioner Brandon Garrett) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo UPDATE 03/21/17 NAME OF BOARD AUGUSTA REDEVELOPMENT AGENCY OF AUGUSTA Members Term Appointment Expires Bob Young 3-yr 02/21/17 04/01/19 Chairman Brad Owens 3-yr 03/21/17 04/01/19 Vice-Chairman Hardi Jones 3-yr 02/21/17 04/01/18 Isaac McKinney 3-yr 05/05/15 04/01/18 Bonnie Ruben 3-yr 02/21/17 04/01/20 MEETING DATE: As needed. WHERE: Municipal Building. CONTACT: Bob Young, Chairman (706) 825-1011 FUNCTION: To transact business and exercise powers under the provision of the Urban Redevelopment Law. It has been determined by the Augusta Commission that one or more slum areas exist in Augusta and that the rehabilitation, conservation, or redevelopment, or a combination thereof, of such area or areas is necessary in the interest of the public health, safety, morals, or welfare of the residents of Augusta. CREATED: Resolution adopted by the Augusta Commission April 1, 2010 activating the Urban Redevelopment Agency of Augusta in accordance with the Official Code of Georgia Annotated ( O.C.G.A.) Chapter 61 of Title 36; Section 36-61-17(b) known as the “Urban Redevelopment Law”. GENERAL INFORMATION: Five (5) Members to be appointed by the Board of Commissioners of Augusta, GA who shall serve for terms of office of three years, except for the initial commissioners, who shall serve for the terms of office specified in the resolution. Commission Meeting Agenda 3/16/2021 2:00 PM Resuming meeting in the Commission Chamber Department: Department: Caption:Discuss resuming in-person meeting in the Commission Chamber on May 1, 2021. (Requested by Commissioner Catherine S, McKnight) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Commission Meeting Agenda 3/16/2021 2:00 PM Reschedule the March 31, 2021 meeting Department:Office of the Clerk of Commission Department:Office of the Clerk of Commission Caption:Motion to approve the rescheduling of the Commission's Wednesday, March 31, 2021 regular meeting to Thursday, April 1, 2021 . Background:Mayor Pro Tem Bobby Williams and Commissioners Jordan Johnson, Catherine S. McKnight and Francine Scott have been registered to attend the state mandated Newly Elected Officials Institute March 29-31, 2021. Due to COVID-19 retrainants the institute will be held virtually. Analysis:Because all municipal elected officials taking office since July 1, 1990 are required by state law to complete the Newly Elected Officials Institute the regular meeting conflicts with the required training institute which will not allow Mayor Pro Tem Bobby William, Commissioners Jordan Johnson, Catherine S. McKnight and Francine Scott to attend the March 31, 2021 commission meeting. Financial Impact: Alternatives: Recommendation:Approve Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Cover Memo Commission Meeting Agenda 3/16/2021 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