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HomeMy WebLinkAbout2006-02-13-Meeting Agendawww.augustaga.gov Finance Committee Meeting Committee Room- 2/13/2006- 2:00 PM FINANCE 1. Approve Award of the contract for RFP 06-803, “Parking Management – Radisson Riverfront Hotel” to Republic Parking System. The total annual contract cost is $208,550. This contract is for a 36 month period, from February 1, 2006 through January 31, 2009, with an option to renew for two additional; two year terms upon approval by the Augusta Commission. Attachments 2. Consider a request from Bethel AME Church for a waiver of taxes for 2005 for property at 839 Ninth Street. (Map 46-4, Parcel 162) Attachments 3. Approve the acquisition of 3 compact pickup trucks, 5 full-size pickup trucks, 2 utility body trucks, and 2 cargo vans for the Utilities Department-Customer Service Division Attachments 4. Consider a request from Danielle Brown Williams for city sponsorship regarding her participation in the World Scholar Athlete Games. Attachments 5. Consider pay raises for elected officials. (Requested by Commissioner Bowles) Attachments 6. Approve the acquisition of 1 slope mower for the Public Services – Maintenance Division from Kut Kwick Corporation of Brunswick, Georgia for $40,623.00 (Lowest Bid offer for bid 05-150). Attachments Finance Committee Meeting 2/13/2006 2:00 PM Award Parking Management Contract Department:Public Services Department-Facilities Management Division Caption:Approve Award of the contract for RFP 06-803, “Parking Management – Radisson Riverfront Hotel” to Republic Parking System. The total annual contract cost is $208,550. This contract is for a 36 month period, from February 1, 2006 through January 31, 2009, with an option to renew for two additional; two year terms upon approval by the Augusta Commission. Background:Republic Parking System has been operating the Radisson Facility since January of 2003. Prior to their tenure, expenses for operation of this facility routinely exceeded revenue. Since they began operation, they have consistently generated revenue in excess of expenses, exclusive of bond payments. They have worked well with the Radisson Management and have provided good customer service in operation of the facility. Analysis:RFP #06-803 was issued in November of 2006 in accordance with the procurement requirements of Augusta-Richmond County. A copy of the RFP is attached. The only proposal received was from Republic Parking Systems, the current operator. The contract cost is based on the estimated costs of operations, plus an annual management fee of $25,000. The management fee has increased $4,000 above the 2003 contract amount. Financial Impact:The annual cost totals $208,550. This reflects estimated operating costs of $202,218 and a management fee of $25,000. A copy of the estimated operating budget is attached. Alternatives:1. Approve Award of the contract for RFP 06-803, “Parking Management – Radisson Riverfront Hotel” to Republic Parking System. The total annual contract cost is $208,550. This contract is for a 36 month period, from February 1, 2006 through January 31, 2009, with an option to renew for two additional; two year terms upon approval by the Augusta Commission. 2. Do not award the contract. Recommendation:Approve Award of the contract for RFP 06-803, “Parking Management – Radisson Riverfront Hotel” to Republic Parking System. The total annual contract cost is $208,550. This contract is for a 36 month period, from February 1, 2006 through January 31, 2009, with an option to renew for two additional; two year terms upon approval by the Augusta Commission. Funds are Available in the Following Accounts: 271-04-1910 REVIEWED AND APPROVED BY: Clerk of Commission ATTACHMENT E ANNUAL BUDGET The following suggested budget format should be based upon annual costs for the first year of operations. All factors in the RFP and Parking Management Agreement that impact the Budget should be considered. DIRECT PERSONNEL COSTS Position Salary or Unit Cost # of Employees Cost Manager $33,000 per year 1 $33,000 Assistant Manager Supervisors $8.00 per hour 1 $23,278 Clerical Cashiers $6.75 per hour 6 $78,564 Maintenance $6.75 per hour 1 $9,820 Overtime Training Sickness/Accident Vacation Other TOTAL DIRECT PERSONNEL COST $144,662 OTHER PERSONNEL COSTS Item Cost Overtime $1,571 Training $0 Sick/Accident/Vacation $786 FICA/Medicare $11,397 Health Insurance $3,600 Worker’s Compensation $9,371 State Unemployment $4,023 Federal Unemployment $1,192 Sickness/Accident Vacation $1,964 Other TOTAL OTHER PERSONNEL COST $33,904 OTHER COSTS Item Cost Telephone/ FAX (Locally originated Bus.) $3,630 Training Uniforms/Laundry/Badges/Name Plates $1,200 Supplies & Small Tools $500 Ticket Expense $1,800 Office Supplies $800 Equipment maintenance and Supplies (Revenue Control) $3,000 Manager's Vehicle Allowance $300 Postage $1,140 Advertising $960 Annual Audit $1,300 Business License $300 Depreciation $6,500 Liability Insurance $2,222 Management Fee $25,000 TOTAL OTHER EXPENSES $48,652 Total All Expenses $227,218 REQUEST FOR PROPOSALS FOR PARKING MANAGEMENT at the AUGUSTA RADISSON RIVERFRONT HOTEL PARKING FACILITY FOR AUGUSTA-RICHMOND COUNTY COMMISSION RFP Number: 530 GREENE STREET, AUGUSTA, GA. 30911 NOVEMBER 2005 Date: AUGUSTA-RICHMOND COUNTY COMMISSION REQUEST FOR PROPOSALS # FOR PARKING MANAGEMENT at the AUGUSTA RADISSON RIVERFRONT HOTEL PARKING FACILITY PROPOSALS DUE DATE: TIME: SUBMIT TO: AUGUSTA-RICHMOND COUNTY DIRECTOR OF PROCUREMENT ROOM 605, 530 GREENE STREET AUGUSTA, GA 30911 ADVERTISEMENT FOR PROPOSALS: Sealed PROPOSALS will be received at this office until , on , 2005 FOR FURNISHING: RFP #: PARKING MANAGEMENT at the AUGUSTA RIVERFRONT RADISSON PARKING FACILITY Proposals will be received by The City of Augusta hereinafter referred to as the OWNER at the offices of: Geri A. Sams The City of Augusta Procurement Department 530 Greene Street - Room 605 Augusta, Georgia 30911 Documents may be obtained at the office of the City of Augusta Procurement Department, 530 Greene Street – Room 605, Augusta, GA 30911. A mandatory Pre-Submittal Conference will be held on @ in Room 605 of the Purchasing Department, 530 Greene Street, Augusta, GA. It is the wish of the Owner that minority businesses are given the opportunity to submit proposals on the various parts of the work. This desire on the part of the Owner is not intended to restrict or limit competitive bidding or to increase the cost of the work. The Owner supports a healthy free market system that seeks to include responsible businesses and provide ample opportunity for business growth and development. No proposal may be with drawn for a period of 90 days after time has been called on the date of opening. The Owners reserves the right to reject any or all Proposals and to waive technicalities and informalities. Please mark the RFP Number on the outside of the envelope. Bidders are cautioned that sequestration of the RFP through any source other than the office of the Purchasing Department is not advisable. Acquisition of RFP documents from unauthorized sources place the bidder at the risk of receiving incomplete or inaccurate information upon which to base his proposal. YOU MUST SUBMIT FOUR (4) SIGNED ORIGINALS OF YOUR PROPOSAL. Augusta has a Link Deposit program designed to provide loans to eligible local Small, Minority and Women Owned Businesses. For more information about this program please contact the DBE Department @ 706 821-2406. GERI A. SAMS, Purchasing Director Augusta Chronicle Metro Courier cc: Yvonne Gentry Augusta, DBE Coordinator Mike Greene Augusta, Public Services Rick Acree Augusta Public Services SECTION I INTRODUCTION: The Procurement Department of Augusta-Richmond County (hereinafter referred to as the OWNER) is soliciting proposals from qualified firms (hereinafter referred to as the FIRM) to manage and operate the Augusta owned parking facility located at the Radisson Hotel at One Tenth Street in Augusta, Georgia. Responses will be received at the office of the Director of Procurement at the aforementioned address until . The term of the Management Agreement is for an initial 3 (three) years period with 2 (two) additional 2 (two) years extensions subject to approval by the Augusta Commission. All firms responding are cautioned to read this RFP carefully for understanding and request clarification from the Owner on any questions pertaining to this RFP. Any questions should be in writing and directed to: Geri Sams, Director of Procurement Augusta Richmond County 530 Greene Street, Room 605 Augusta, Georgia 30911 706/821-2422 Phone 706/821-2811 Fax Discussions with other employees of Augusta, or information obtained in any other manner, will not be considered valid or binding in evaluation of any response to this request. Failure to provide all of the requested information may cause the proposal to be rejected as non-responsive. The Owner strongly encourages minority and women owned firms to participate in this RFP and further urges the project team of all firms reflect inclusion of women and minorities. Also, the Owner encourages all companies submitting proposals to subcontract portions of their work to minority business enterprises, and if individually successful in being selected for the work of this RFP, develop and implement an active plan for minority participation on the project. Any interested qualified firm(s) and/or party is requested to make a response to accomplish the Scope of Services described herein. The response is to be signed by a duly authorized official of the firm and must be submitted in the time, manner and form prescribed. All interested firms are required to meet Federal, State and Local Equal Employment Opportunity (EEO) laws and regulations. If an award of contract is awarded as a result of this solicitation, contract will be made on the basis of the response which best satisfies the intent of this Request for Proposal and other factors considered in the best interest of the Owner. Negotiations may be undertaken with the firm whose Proposal shows them to be the most qualified, responsible, and capable of performing the work. The Owner may consider professional qualifications and related experience to determine which proposal would be in Owner’s best interest if a contract were made. The Owner reserves the right to withdraw this RFP, to reject any and all submittals at any time, to suspend or terminate the selection process, and/or to cancel the project. In the event of such suspension or termination, the Owner shall have no obligation or liability to any of the firms preparing or submitting proposals under this RFP. In addition, neither this RFP, nor any proposal submitted, nor the selection of any proposal, nor any negotiations with any firms, will impose any obligation or liability on the Owner. The Owner may reject any proposal determined to contain false or misleading statements or references, which, in the sole judgment of the Owner, do not support an attribute or condition, contended by the firm and it is deemed that such statements were intended to mislead the Owner in its evaluation of the submittal. Please note that failure to acknowledge addenda may be grounds for rejection of any proposal as noncompliant. The Owner’s identification of an apparent successful firm does not necessarily mean that it accepts all aspects of the firm’s submittal. Each firm shall be responsible for all costs of the preparation of their proposal, and they shall not be compensated in any way for the preparation or submittal of a proposal. The Owner reserves the right to consider proposals or modification thereof received at any time before the award is made, if such action is in the interest of the Owner. The Owner reserves the right to reject any or all proposals received as the result of this request. The Owner also maintains the right to negotiate with any firm, as necessary, to serve the best interests of Owner. The Owner will not be liable for any costs incurred by any firm prior to the signing of a contract. To be considered, firms must submit a response using the format provided in Part IV. The response must arrive at the Procurement Department offices, located at 530 Greene Street, Suite 605, Augusta, GA 30911, by , Eastern Time, on . They should be marked to the attention of Geri Sams, Director of Procurement. An official authorized to bind the firm to the terms and provisions of the proposal must sign the proposal. For a proposal to be considered it must remain valid for at least 90 days from the time that the Owner receives it. The Owner will evaluate all proposals received from firms with respect to evidence that the goals and objectives of the project are fully understood. The firm’s demonstrated capability, other qualifications and operational concept, as described herein, will also be assessed. The Owner will then make their recommendation to the Augusta-Richmond County Commission for their consideration and final approval. General Information The current Parking Operation Agreement will end on January 31, 2006. As such the Owner has determined the issuance of an RFP in a "Management Agreement" format will better serve both the City and successful Operator's interests. The City seeks to obtain a professional parking company highly skilled in providing customer services, parking revenue control, operational control plus the ability to work together with the Owner, the Downtown Development Authority, and the Radisson in the creation of innovative marketing objectives. The selection of the successful FIRM will be evaluated carefully based upon these critical features. All firms submitting proposals should bear in mind that, although cost is a factor for consideration in both the Management Fee and the Operational Budget, other factors, such as those stated above, will be given consideration. This RFP should not be considered to be a bid. The Owner wishes all parties involved in this venture, the FIRM, AUGUSTA, and the AUGUSTA HOTEL PARTNERSHIP (the Partnership) to be highly motivated to produce results for the Owner’s objectives, which is in character with the overall community's economic service and quality of life objectives. The fourth (4th) and (5th) year and sixth (6th) and seventh (7th) options will be based upon the measured success of the Operator during the first three (3) year term. The Management Fee for these years will either be increased by the Owner, or a new Operator will again be competitively selected, See the attached City parking Management Agreement for details of cost reimbursement and those costs considered non-reimbursable. SECTION II Minimum Qualifications/Experience Proposing firms shall have, at a minimum, the following qualifications and/or experience: 1. Shall have at least five (5) years experience in the management and operation similar parking facilities. 2. Shall be currently operating at least one hotel or municipal parking facility with over 400 parking spaces containing both short-term and long-term facilities. 3. Shall be currently operating municipal and hotel parking facilities where at least one location generates annual gross receipts in excess of $600,000. 4. Shall have managed the installation of, and shall be knowledgeable of, "state of the art" revenue control equipment including mag-stripe ticket dispensers, bar code readers, lag time tickets, license plate inventory system plus credit card automation and related equipment. 5. Shall have had hotel and Municipal parking marketing experience and be able to demonstrate the effectiveness of previous marketing programs by demonstrating tangible results. 6. Shall demonstrate the capability to successfully undertake and complete the responsibilities and obligations of the proposal being submitted and the agreement being entered into. 7. Shall be able to reference other similar parking facilities that the company has operated which have a similar form "Management Contracts" with management and operating requirements. 8. Shall be financially able to purchase, provide and install revenue control equipment for the parking facility. The specific equipment will be determined by the OWNER during the negotiation process after the award of the Management Agreement. The cost of said revenue control equipment shall not exceed $40,000.00. This cost will be borne by the FIRM. Upon commencement of the Management Agreement, the cost will be reimbursed to FIRM through amortized monthly payments over the initial period of the Management Agreement at a rate to be negotiated. At the end of the contract the revenue control equipment will become the property of the Owner of Augusta. If the contract is terminated for any reason prior to the full amortization of the revenue control equipment the FIRM will be due any unamortized amount within 60 days of the final day of operation of the parking facilities. Instructions to FIRMS 1. The successful FIRM will be required to execute the attached Parking Management Agreement. and shall provide management services in accordance with the terms and conditions of this agreement. Once a firm has been selected, the management fee will be negotiated. This Request for Proposals and the Parking Management Agreement will be included as a part of the contract. A sample Parking Management Agreement is attached. 2. Tentative Scheduled Dates: a. Advertisement/RFP's mailed b. Final date for questions c. Final Addenda issued d. Proposal Due Date e. Award of Agreement f. Contract Date Effective January 31,2006 3. Requests for interpretation shall be made in writing and delivered to the Procurement Director. Requests may be delivered by mail or via facsimile at the numbers below. The Procurement Director will issue an addendum clarifying all questions no later than days rpior to submission of proposals.. Telephone Number: 706-821-2422 FAX Number: 706-842-1768 Responses to questions will be in writing and distributed to all FIRMS of record. The Procurement Director's interpretation will be final. 4. Six (6) copies of the proposals must be submitted in a sealed envelope marked RFP "Parking Management Proposal - Radisson Riverfront Hotel" 5. All proposals received will remain confidential until the Owner awards an Agreement, after which Performance Bonds will be returned to unsuccessful FIRMS. Proposals received after the date and time stated above will be returned unopened. The Owner has the right to change any or all of the above dates listed. Each Proposal must be completed in the format described herein. Proposal statements must be accurate and verifiable. 6. FIRMS will be held responsible for having examined the details of the Parking Management Agreement plus clearly understand how the Agreement relates to the Premises. The FIRM will use its personal. knowledge and experience or professional advice as to the character of the services required plus the proposed type of operation. 7. The FIRM must become fully aware of the City's requirements for the management, operation and marketing of the public parking facilities prior to submission of their proposal. Failure to do so will not relieve the successful FIRM of its obligation to carry out the provisions of the Agreement. The FIRM must be familiar and comply with all Federal, State and local laws, ordinances, rules and regulations which might affect the Premises, as defined. The FIRM must obtain required licenses and permits, as required. Selection Process and Evaluation Criteria 1. The Owner will review proposals with an evaluation panel that will be chosen by the Procurement Director and the Contract Manager. The panel will provide the Procurement Director with its recommendations regarding the selection of a FIRM. The Procurement Director shall make a recommendation to the Augusta Commission who will make a final award. Neither the Procurement Director nor the Augusta Commission shall be bound to award the agreement to the lowest (dollar) FIRM. The Owner at its sole discretion may award the agreement to any FIRM. 2. Evaluation. The evaluation panel will consist of such management personnel and/or outside knowledgeable officials. The panel will evaluate the proposals based upon some but not necessarily all of the criteria listed below: a. Completeness of the Proposal as requested of the FIRM in the RFP. b. Capabilities, experience and expertise of the FIRM. c. Financial statements submitted by the FIRM. d. Past service record of the FIRM at other hotels whose mission is similar to that of the Owner's, including any litigation with such hotels. e. Proposed Plan of Operation. f. Proposed Marketing Plan g. Cost to the OWNER combining Operating Budget, Marketing Budget and Management Fee. h. The quality of the proposed service. 3. It is the intent of the OWNER to award or reject all proposals within sixty (60) days following the opening of proposals or as soon as reasonably practical thereafter. It is the OWNER's intent to have the successful firm in place with a signed contract no later than the expiration of the current management agreement as previously stated.. SECTION III Submission of Proposals All documentation submitted with this proposal should be bound or mounted in a single volume. The original and six (6) copies of the proposal must be submitted in a sealed package and marked on the outside with "Parking Management Proposal - Radisson Riverfront Hotel" Each FIRM should be identified with the FIRM name on the outside of the envelope. All proposals will be publicly opened, but the content of proposals will not be available for public review until after the City has awarded a contract and the contract/agreement has been executed by the City and the successful FIRM. It is the sole responsibility of the FIRM to have its proposal delivered as specified herein. Proposals should be prepared simply providing a concise description of the FIRM's capabilities to satisfy the requirement of this RFP. Section IV lists the information required for all proposals and the order in which it should be presented. Section IV Submission Requirements In order to expedite the evaluation of proposals, each must organize its proposal into the following sections and order. Proposals that do not follow the specified format outlined below may be deemed non-responsive and disqualified from the process. In addition, failure to provide the required documentation may be cause for rejection of the proposal. 1. Cover / Transmittal Letter 2. Business Information Questionnaire and Attachments (Attachment A should be completed by all firms. Attachment A-1, A-2 or A-3 and the related signature sheet(s) should be completed depending on business structure) 3. Business and Financial References (Attachments B-1 and B-2) 4. Financial Statement (Attachment C) FIRM must provide financial statements, including a balance sheet, income statement and cash flow statement with all footnotes and disclosures audited by an independent Certified Public Accountant (CPA) in accordance with generally accepted accounting principles for the last two (2) full fiscal years of operations. Sole proprietorships, partnerships and limited liability entities must meet the same requirements, as their performance requirements under the contract will be the same as a corporation. Financial statements not meeting this requirement may be deemed unresponsive or scored lower in the evaluation of the proposal. If FIRM intends to operate the business as a sole proprietorship, FIRM must submit a certified personal financial statement for the last two (2) years. If FIRM is a corporation, partnership or joint venture, and has been in business for less than one (1) year, then the above personal financial information is required for all shareholders, partners and joint venture partners that have a ten percent (10%) or more ownership interest in the FIRM. 5. Anti-Lobbying, Non-collusion and Declaration Statement (Attachment D) 6. Annual Operating Budget (Attachment E) FIRM must submit a proposed annual operating budget for the parking facility in the format presented as Attachment E. Any additions to the form must be denoted with an asterisk "*" in the first column along with the clear description of the item being added. 7. Proposal Bond Each proposal must be accompanied by a guaranty bond or its equivalent in the form of a cashier's or certified check or an unconditional certificate of deposit in the amount of twenty-five thousand dollars ($25,000). 8. Experience & Qualification Statement The FIRM shall provide the Commission with sufficient documentation to show that the FIRM and the resident General Manager are experienced and qualified to fulfill this management agreement for parking facilities. Evaluation of the FIRM's and the resident General Manager's experience will be based on a record involving the management of large public facilities, operated 24 hours per day, seven days per week, 365 days per year. The amount of managing business experience required to participate in this proposal process has been established at a minimum of five (5) years experience in hotel and municipal parking management. FIRM shall provide an organizational chart for the company as well as for local management and attach resumes or job descriptions (for those individuals not already identified) of the FIRM's officers directly related to this proposed project and the proposed resident General Manager and Assistant Manager. FIRM shall provide a description of the General Manager's previous parking experience including the number of employees supervised and whether experience was gained in multiple shift operations. The General Manager shall be an experienced administrator, acceptable to the Commission, who will devote his/her full time to the performance of the FIRM's established responsibilities. The General Manager shall be expected to work at the hotel a minimum of forty (40) hours per week during the term of this agreement. He/she shall have regular meetings with Hotel's Staff to keep the Commission fully informed concerning daily operations. The FIRM and proposed General Manager must have experience in various revenue control procedures including on-line, computerized parking revenue equipment. The FIRM and proposed General Manager must identify the types of revenue control systems on which they have worked and length of time on each system. 9. Operations and Internal Cash Control and Auditing Plan Each FIRM shall submit an Operations Plan and a Internal Cash Control and Auditing Plan describing in specific detail the strategies, policies and procedures to be used by the FIRM in operating and cash control of the parking facilities. The Plans should include innovative customer service practices and costs which FIRM envisions will improve the service required under the Management Agreement. The Plans should also address practices and methodologies to be implemented to enhance revenue control. These Plans shall set forth the types of auxiliary services that the FIRM recommends to be offered to customers in addition to those services that the FIRM required in this RFP. The Plans may include other information FIRM considers pertinent to its proposal. Note: The FIRMs are encouraged to "think' outside the box" as they consider the above Operations and Cash Control Plan. New operating ideas which will assist the Commission in attracting new parking users through new and innovative services will be especially appreciated by the Commission. 10. The Proposal shall also address, in detail, any issues the FIRM may have in complying with the terms contained within the standard Parking Management Agreement. 11. Internal Cash and Auditing Procedures The FIRM must submit its company's internal cash handling and auditing procedures as part of this proposal. The procedures should include daily, weekly, and monthly reports of the results submitted to the Contract Manager for review. 12. Transition Plan The FIRM shall submit a Transition Plan that will describe how the FIRM plans to start operations and bring about a smooth transition of the work to be performed. Such plan shall consist of a schedule of how FIRM will handle any anticipated problems and shall include the time period needed for the hiring and training of employees, planned interface with Commission. 13. Opinion from Legal Counsel FIRM is requested to obtain an opinion from legal counsel stating whether or not litigation is pending or contemplated that could affect FIRM's ability to undertake its proposal. 14. Other Information FIRM should provide any information that would be helpful in evaluating the FIRM's ability to successfully manage, operate and market parking operations at the Radisson Riverfront Hotel, including a detailed explanation of any pending or threatened litigation involving FIRM at any Parking Facility. FIRM acknowledges that it has submitted responses to each of the 14 required components of the Request for Proposal and that all information submitted is true and correct. Name of FIRM: Name of Authorized Person: Signature of Authorized Person: Title: Business Address of FIRM: Business Phone Number: Business FAX Number: Business E-Mail Address: Date: Notary Signed and sworn before me this day of 20 Notary Signature: (Affix Seal) My Commission Expires: ATTACHMENT A BUSINESS INFORMATION FORM (All FIRMS MUST COMPLETE THIS SHEET) BUSINESS INFORMATION 1. Name of Firm (exactly as it is to appear on the Agreement): 2. Principal Office Address: 3. Telephone Number: Fax Number: 4. Contact Person: Name Title 5. Contact E-Mail: 5. Form of Business Entity; check one and complete appropriate statement(s): ( ) Partnership ( ) Corporation ( ) Joint Venture ( ) Individual/Sole Proprietor (no additional pages required) ATTACHMENT A-1 PARTNERSHIP STATEMENT If a PARTNERSHIP, answer the following: 1. Date of Organization? 2. General Partnership ( ) Limited Partnership ( ) 3. Partnership Agreement Recorded? Yes( ) No ( ) 4. Has the Partnership done business in Georgia? Yes ( ) No ( ) If Yes, when?/where? 5. Has the Partnership done business in the United States? Yes ( ) No( ) If Yes, when?/where? 6. Name, address, and partnership shares of each partner: Name Address Percent Ownership 7. If any partner is not an individual, the appropriate business entity statement must also be completed for that partner. 8. A certified copy of the partnership agreement must be submitted. ATTACHMENT A-2 CORPORATION STATEMENT If a CORPORATION, answer the following: When incorporated? Where incorporated? Is the corporation authorized to do business in Georgia? Yes ( ) No ( ). If so, as of what date? If Georgia is not state of incorporation: Address of the registered office in Georgia Name of registered agent in Georgia at such office: The Corporation is held: Publicly ( ) Privately ( ) Furnish the name, title, and address of each officer, director and principal shareholders owning 10% or more of the corporation's issued stock. DIRECTOR'S NAME ADDRESS TITLE ATTACHMENT A-2 (Pg 2) CORPORATION STATEMENT (Cont.) OFFICER'S NAME ADDRESS TITLE PRINCIPAL SHAREHOLDER ADDRESS PERCENT OWNERSHIP If any principal shareholder is not an individual, the appropriate business entity statement must also be completed for such shareholder. ATTACHMENT A-3 JOINT VENTURE STATEMENT If a JOINT VENTURE, answer the following: 1. Date of Organization? 2. Joint Venture Agreement recorded? Yes ( ) No( ) 3. Have the Joint Venture Entities done business in Georgia? Yes( ) No( ) If yes, when?/where? 4. Name and Address and Percent Ownership of Each Joint Venture Entity: NAME ADDRESS PERCENT OWNERSHIP 5. If any joint venture entity is not an individual, the appropriate business entity statement must also be completed for such joint venture. 6. A certified copy of the joint venture agreement must be submitted with the proposal. ATTACHMENT A SIGNATURE SHEET – SOLE PROPRIETOR No proposal shall be accepted which has not been signed and notarized in ink in the appropriate space below. If FIRM is an SOLE PROPRIETOR, sign here. Name: Doing Business As: State of County of Subscribed and sworn before me this day of 20 . Notary My Commission Expires: (SEAL) ATTACHMENT A SIGNATURE SHEET – PARTNERSHIP OR JOINT VENTURE No proposal shall be accepted which has not been signed and notarized in ink in the appropriate space below. If FIRM is a PARTNERSHIP or JOINT VENTURE, at least two (2) Partners or each of the Joint Venturers must sign here: Partnership or Joint Venture Name By: By: By: By: State of County of Subscribed and sworn before me this day of 20 . Notary: My Commission Expires: (SEAL) ATTACHMENT A SIGNATURE SHEET – CORPORATION No proposal shall be accepted which has not been signed and notarized in ink in the appropriate space below. If FIRM is a CORPORATION, the duly authorized officer(s) must sign here. By: By: Title: Title: By: By: Title: Title: By: By: Title: Title: Dated: (Affix corporate seal if applicable) State of County of Subscribed and sworn before me this day of , 20 . Notary My Commission Expires (SEAL) ATTACHMENT B-1 FINANCIAL INFORMATION 1. Fidelity Information Have you or any entities in which you have had an ownership interest, ever had a fidelity bond canceled or forfeited? Yes ( ) No ( ) If yes, state name of bonding company, date, amount of bond and reason for such cancellation or forfeiture. 2. Bankruptcy Information Have you or any entities in which you or they have had ownership interest, ever been declared bankrupt? Yes ( ) No ( ). If yes, attach statement setting forth date, court jurisdiction, amount of liabilities and amount of assets, type (e.g., Chapter 7, 9, 11, etc.), and resolution or current status. ATTACHMENT B- 2 BUSINESS AND FINANCIAL REFERENCES l. Provide names, titles, address and phone numbers of at least five (5) persons/firms (banks and vendors) your company has done business with for at least the most recent three (3) years. NAME ADDRESS TITLE PHONE 2. Include a listing of the names of at least five (5) Municipalities your company has done business with for at least the most recent three (3) years. This listing should be of locations of similar size (gross revenues); FIRM should have been in an operation with a Management Agreement; and should include whether the Company also had a marketing plan in effect. Please provide the names, titles and telephone numbers of the Municipal official as a person of reference. LOCATION CONTACT NAME TITLE PHONE ATTACHMENT C FINANCIAL STATEMENTS FIRM must attach/insert required financial statements here. ATTACHMENT D – 1 PROVISIONS AND DECLARATIONS ANTI-LOBBYING PROVISION All FIRMS, including FIRMS' agents, employees, representatives lobbyists, attorneys and proposed partner (2), subcontractor(s) or joint venture(s), will refrain under penalty of the FIRM's disqualification, from direct or indirect contact for the purpose of influencing the selection or creating a bias in the selection process, with any person(s) who may participate in the selection process, including the Evaluation Panel, the Commission, Mayor, Administrator or Procurement Director and staff, the Engineers, and/or any official representative of the City of Augusta or Richmond County. This policy is intended to assure that the evaluations for the selection of a FIRM is completed objectively as well as assure the integrity of the proposal process. If a FIRM has a procedural question with regard to this Anti-Lobbying Policy, the question shall be directed to the Procurement Director who is responsible for managing the selection process. By signing at the bottom of this section, the FIRM hereby acknowledges that the foregone policy is understood and that the FIRM will abide by these terms. NON-COLLUSION CERTIFICATION By signature at the bottom of this sheet and submission of this proposal, each FIRM and each person signing on behalf of any FIRM certifies, and in the case of a joint proposal, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of his or her knowledge and belief: A. The prices in this proposal have been arrived at independently, without collusion, consultation, communication or agreement for the purpose of restricting competition, as to any matter relating to such prices with any other FIRM or with any competitor; B. Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the FIRM and will not knowingly be disclosed by the FIRM prior to the opening, directly or indirectly, to any other FIRM or to any competitor, and; C. No attempt has been made or will be made by the FIRM to induce any other person, partnership or corporation to submit or not to submit a proposal for the purpose of restricting competition. FIRM's Declaration By signature at the bottom of this sheet, the FIRM hereby agrees and warrants: A. That FIRM has carefully read and fully understands the information that was provided by the Commission to serve as the basis for submission of this proposal to operate, manage and market the parking facilities at Radisson Riverfront Hotel. B. That FIRM has the capability to successfully undertake and complete the responsibilities and obligations of the proposal being submitted, including but not limited to, compliance with the audit requirements and ability to make all payments when due. C. That all information contained in the proposal is true and correct to the best of FIRM's knowledge. D. That no officer or employee of the Commission shall have a financial interest, direct or indirect, in any contract with the FIRM, or shall be financially interested, directly or indirectly, in the sale to the Commission of any materials, supplies or service except on behalf of that Commission or officer or employee. E. That the Commission has the right to reject any and all proposals and/or to accept the best qualified proposals which decision shall be, at the sole discretion of the Commission, and in the best interest of the Commission. F. That by submission of this proposal, the FIRM acknowledges that the Commission has the right to make any inquiry it deems appropriate to substantiate or supplement information supplied by FIRM and FIRM hereby grants the Commission permission to make said inquiries. FIRM Authorized Signature Date: ATTACHMENT E ANNUAL BUDGET The following suggested budget format should be based upon annual costs for the first year of operations. All factors in the RFP and Parking Management Agreement that impact the Budget should be considered. DIRECT PERSONNEL COSTS Position Salary or Unit Cost # of Employees Cost Manager Assistant Manager Supervisors Clerical Cashiers Maintenance Overtime Training Sickness/Accident Vacation Other TOTAL DIRECT PERSONNEL COST OTHER PERSONNEL COSTS Item Cost Overtime Training Sick/Accident/Vacation FICA/Medicare Health Insurance Worker’s Compensation State Unemployment Federal Unemployment Sickness/Accident Vacation Other TOTAL OTHER PERSONNEL COST OTHER COSTS Item Cost Telephone/ FAX (Locally originated Bus.) Training Uniforms/Laundry/Badges/Name Plates Supplies & Small Tools Ticket Expense Office Supplies Equipment maintenance and Supplies (Revenue Control) Manager's Vehicle Allowance Postage Advertising Annual Audit Business License Depreciation Liability Insurance Management Fee TOTAL OTHER EXPENSES Total All Expenses ATTACHMENT F STATE OF GEORGIA PARKING MANAGEMENT AGREEMENT PUBLIC PARKING FACILITIES AUGUSTA RADISSON RIVERFRONT COUNTY OF RICHMOND THIS parking MANAGEMENT AGREEMENT, made and entered into this day of 20 , by and between the CITY OF AUGUSTA, hereinafter referred to as "AUGUSTA", and , a corporation organized and existing under the laws of the State of , registered in the State of Georgia, with office located at , hereinafter referred to as OPERATOR. WITNESSETH: WHEREAS, AUGUSTA is the operator of Radisson and Convention Center Parking Facility (hereinafter "Facility"), located in the County of Richmond, State of Georgia, and wishes to offer attended parking services at the Radisson Riverfront Center parking deck and surface parking ("parking facilities"); and WHEREAS, AUGUSTA deems it advantageous to the public to retain the services of a company specializing in the management, operation and marketing of public parking facilities; and WHEREAS, AUGUSTA has solicited responses to a Request for Proposal to manage, operate and market its public parking facilities; and WHEREAS, AUGUSTA has determined that the OPERATOR's response to AUGUSTA's Request for Proposals to manage, operate and market the public parking facilities was the proposal most advantageous to AUGUSTA and to the public interest; and WHEREAS, the OPERATOR has experience in providing parking services and has an experienced parking management team, and has well trained employees available to operate the parking facility; and WHEREAS, AUGUSTA and OPERATOR desire to enter into an Agreement based on the OPERATOR's response to AUGUSTA's Request for Proposals; and WHEREAS, AUGUSTA and the OPERATOR have agreed to the terms and conditions for operation of the parking facilities as herein provided NOW, THEREFORE, in consideration of the mutual covenants and conditions contained herein, the parties do hereby agree as follows: NOW, THEREFORE, for and in consideration of the mutual covenants and promises herein contained and other valuable considerations, and the AUGUSTA and the OPERATOR agree as follows: ARTICLE 1 PREMISES AUGUSTA hereby grants to OPERATOR and OPERATOR hereby accepts the exclusive right and obligation of administering, managing and operating the parking operations with respect to the Facilities located at the Radisson Convention Center hereinafter referred to as the "Premises." ARTICLE 2 TERM 1. TERM: The initial term of this Agreement shall be from , 2006, through and including ,2009. 2. AUGUSTA reserves the right to renew this Agreement, at the sole discretion of AUGUSTA and under terms to be determined by AUGUSTA, for two (2) additional two (2) year renewal terms. If AUGUSTA chooses to exercise its right to renew this Agreement, the OPERATOR shall be notified of the terms to which AUGUSTA shall notify the OPERATOR of its intention to exercise this right, at least one hundred twenty (120) days before the expiration of this Agreement. The OPERATOR shall have the choice as to whether to accept AUGUSTA's proposal, or allow the Agreement to expire, and shall so notify AUGUSTA in writing within thirty (30) days of receipt of AUGUSTA's proposal. Nothing in this paragraph shall be construed as to require AUGUSTA to exercise such option to renew or to require the OPERATOR to accept such proposal from AUGUSTA. Not less than thirty (30) days prior to the termination date, the parties will confer to determine if this Agreement is to be extended and make any supplemental agreement for modification for that purpose, and if not so extended by mutual agreement of the parties evidenced in writing signed by both parties, said agreement shall expire , 2009 at midnight. ARTICLE 3 GROSS RECEIPTS 1. The OPERATOR shall collect and hold in trust for and on behalf of AUGUSTA all Gross Receipts due from parking customers. "Gross Receipts due" as used herein shall be defined as all sums collected by the OPERATOR from the rental of space for the parking and storage of motor vehicles whether on an hourly, daily, weekly, or monthly basis, less all refunds, credit card fee discounts, and other discounts as authorized by AUGUSTA; sales tax, use tax, excise tax, occupancy tax, gross receipts tax, or other taxes assessed upon or attributable to said receipts. Said taxes shall be held by the OPERATOR and paid directly to the taxing entity involved. All taxes, discounts and refunds shall be accounted for and included in the OPERATOR's monthly revenue statement including fees or discounts paid to a third party derived from usage of credit cards to pay parking fees Gross Receipts due AUGUSTA shall include and reflect adjustments for any and all cashier shortages, overcharges, undercharges, and uncollected parking fees. Dishonored checks, uncollectable or uncollected fees and credit card charges and other bad debts shall not be included in gross receipts provided such transactions were processed in accordance with procedures previously accepted and approved by the Assistant Director . 2. The OPERATOR shall deposit all Gross Receipts into an account as designated by AUGUSTA and in the name of AUGUSTA, prior to the end of the next banking day after collection. A penalty for failure to deposit said Gross Receipts by the end of the next banking day following collection shall be assessed equaling ten percent (10%) of the total amount of that day's Gross Receipts. Failure to deposit the Gross Receipts within the required time period in excess of two (2) occurrences per month shall be cause for immediate termination of this agreement. 3. The OPERATOR shall submit to AUGUSTA a monthly statement accounting for all "Gross Receipts" due by the twentieth (20th) day of the month following the month of operation. The monthly revenue statement shall be in a format approved by the Assistant Director. Failure to submit this statement on or before the indicated date may be cause for immediate cancellation of this agreement. 4. The OPERATOR shall be granted an operating fund advance equivalent to 2 months operating expenses, to be credited against the first two months of operation. This advance is applicable solely to the initial term of this agreement. OPERATOR’s that may be continuing to operate the facility under a new contract will not be granted an advance. ARTICLE 4 OPERATING EXPENSES l. AUGUSTA shall reimburse the OPERATOR for all approved operating expenses incurred in the management, operation and marketing of the Premises. "Operating Expenses" as used herein shall include all expenses relating to the management, operation and marketing of the Premises, including all salaries and wages, workmen's compensation insurance as provided by state law, related payroll taxes, uniforms, supplies, tools, cleaning, maintenance, repair costs to revenue control/office equipment, certified annual audit, tickets, postage, office and marketing expense, hospitalization insurance, and other expenses as authorized and included within an operating budget approved in advance by AUGUSTA. 2. Specifically, Operating Expenses shall not include costs of business licenses, permits, headquarters bookkeeping, administrative, or accounting fees, liability insurance as described in Article 18, bid/proposal, performance and fidelity bonds which shall be paid by the OPERATOR from the OPERATOR 's Management Fee as defined in Article 5. Operating Expenses shall also not include taxes on the Operator's personal property, debt retirement, or any other expenditure that is not included in the OPERATOR 's approved annual budget as included and defined herein, and not approved by AUGUSTA in writing. 3. The Operator shall invoice AUGUSTA, by the twentieth (20th) day of the month following the month of operation, for its Operating Expenses incurred in a single monthly period. AUGUSTA shall reimburse the OPERATOR for all authorized and approved budgeted expenses, less any undocumented expenses, within thirty (30) days following receipt by AUGUSTA of such invoice. The monthly Operator's Management Fee shall be included in the monthly invoice. Except for payroll and payroll related expenses, receipts for all expenditures shall be included with the monthly invoice. Payroll and payroll related expenses shall be submitted in accordance with the policies agreed to between AUGUSTA and the OPERATOR. The monthly invoice shall be in a format approved by the Assistant Director. 4. Any disputed invoices or charges shall be deducted by AUGUSTA from the OPERATOR 's invoice. The Assistant Director of Public Services, Facilities Management Division, (hereinafter Assistant Director) shall provide the OPERATOR, in writing prior to the time of payment of the monthly invoice, reasons for the deduction. The OPERATOR, within thirty (30) days, has the right to present a written explanation of the disputed invoices or charges to AUGUSTA. The Assistant Director shall determine the validity of the disputed invoices or charges based on additional documentation supplied by the OPERATOR. If approved, after additional documentation is considered, the amount shall be added to the next invoice paid by AUGUSTA. The Assistant Director's decision in any matter pertaining to disputed invoices or charges is final. ARTICLE 5 COMPENSATION 1. As compensation for the OPERATOR 's performance hereunder, AUGUSTA shall pay to the OPERATOR each month a Management Fee. Such fee shall be included in the monthly invoice as indicated in Article 4. The monthly management fee shall be one-twelfth (1/12) of the annual management fee for each year or succeeding year as defined in Article 2. The annual management fee for the Initial Term shall be $ . 2. Additionally, as an incentive for OPERATOR to maximize and increase the total revenue generated from the Premises, AUGUSTA agrees to pay operator a percentage of all "net revenues" generated in excess of $100,000 dollars as herein provided: a. If net revenues equal $100,001 to $200,000 dollars, AUGUSTA shall receive 70% and OPERATOR 30% of all such revenues; b. If net revenues equal $200,001 to $400,000 dollars, AUGUSTA shall receive 60% and OPERATOR 40% of all such revenues; c. If net revenues are greater than or equal to $400,001 dollars, AUGUSTA shall receive 50% and OPERATOR 50% of all such revenues. Under this Article, "net revenues" shall mean the total amount of all revenues generated by OPERATOR, for AUGUSTA, minus maintenance fees, and all operating expenses. ARTICLE 6 ANNUAL BUDGET 1. The OPERATOR shall submit to AUGUSTA, ninety (90) days prior to each anniversary date of this Agreement, an annual and monthly budget, for all Operating Expenses to be incurred during the year. AUGUSTA shall notify the OPERATOR of any changes to the budget or budget approval, on or before the anniversary date of this Agreement. 2. Upon approval by AUGUSTA, all Operating Expenses included in the annual budget shall be considered authorized and reimbursable, as incurred, to the OPERATOR. Changes to the annual budget shall be approved in writing by AUGUSTA . Any expense incurred by the Operator above the pre-approved budget in any single month period shall not be reimbursed by AUGUSTA unless prior written approval is received from the Assistant Director. 3. An initial budget for 2006 is attached to this Agreement as Exhibit A. ARTICLE 7 OPERATIONAL PROCEDURES AND POLICY MANUAL 1. An Operational Procedures and Policy Manual (hereinafter "Manual"), reflecting the operation of the facility as proposed by the Operator shall be submitted to the Assistant Director within thirty (30) days of the commencement date of this Agreement. The Manual shall include, at a minimum, the following: a. General operating and management policies b. Customer service policies c. Example of monthly invoice to AUGUSTA d. Cash control, audit and ticket exceptions including validation procedures e. Lost Ticket and Missing Ticket procedures f. Employee job descriptions g. Employee training guide h. Employee schedules i. Emergency procedures and phone numbers j. Manager's office and home phone number k. Company personnel policies l. Check and credit card approval procedures m. Daily clean-up of premises 2. The Manual shall be modified as the operation of the facility or the information contained in the Manual changes. The Operator is responsible for the maintenance of the Manual to assure that all data is current. The Manual shall be reviewed and revised annually within 30 days following the annual commencement date of this Agreement. It shall be the Operator's responsibility to submit the revised manual for review and approval by the Assistant Director. ARTICLE 8 RECORDS AND REPORTS 1. The Operator shall keep and maintain true and accurate records of gross receipts and operating expenses in accordance with generally accepted accounting principles. The Operator shall submit daily to the Assistant Director or designated representative a validated deposit slip for the previous day(s)'s receipts. The Operator shall submit monthly to the Assistant Director of Public Works, Facilities Management Division, or designated representative, as directed by the Assistant Director, the following: a) An activity report reconciling total Gross Receipts to the daily deposits. b) Daily report of Gross Receipts, overnight vehicle count, ticket validations and exceptions, and ticket reconciliation in accordance with the Operations Procedures and Policy Manual. c) Monthly activity and Gross Receipts summaries and certifications, to be reconciled to daily reports. In addition, the Operator shall have available to the Assistant Director or designated representative for inspection, upon forty-eight (48) hours notice and within normal business hours, the following: a. Records of all tickets purchased and used including dispenser number from which used and date used. b. All used parking tickets, lost ticket forms and validations for a twelve (12) month period. At the end of this period, all of these records shall be turned over to the Assistant Director. c. All shift reports for a twelve (12) month period. At the end of this period, copies of all of these records shall be turned over to the Assistant Director. d. Any and all other accounting records maintained locally which pertain to the receipt of parking revenues and operating expenses. 2. The Operator shall make all records available upon forty-eight (48) hours notice, no matter where retained, during normal business hours, at the Assistant Director's office. 3. The Operator shall not destroy any records pertaining to the operation of the Premises without the express written permission of the Assistant Director. 4. At the expiration or termination of this Agreement, the Operator shall turn over to AUGUSTA all the books and records of gross receipts and operating expenses, including supporting documents, maintained throughout the term of this Agreement. 5. All source records of Gross Receipts, which shall include but not be limited to: Parking Tickets, Cash Register Tapes, Shift Reports, Master Reports, Daily Revenue Reports, whether computer generated or manually generated, shall be kept at all times within the City of AUGUSTA. These records shall be maintained by the Operator until the annual report required above is delivered to and accepted by AUGUSTA, at which time they shall be delivered to AUGUSTA for further disposition. AUGUSTA shall provide and maintain such storage facilities as necessary to facilitate the storage of the above records and shall provide reasonable access to such facilities. All data bases for such purpose will be maintained by the Operator who shall assure that adequate hard copies and data backups are done on a routine basis; data backups should be stored on an approved media for such storage for a period of time requested by AUGUSTA. ARTICLE 9 AUDIT Within 90 days following the end of each fiscal year, Operator shall provide an unqualified statement certified by an Independent Certified Public Accountant in accordance with generally accepted accounting principles (GAAP) certifying that Gross Receipts due AUGUSTA and Operating Expenses are true and accurately reported as defined within this agreement. The cost of the audit will be considered an operating expense. AUGUSTA reserves the right to audit all books and records of the Operator at any time upon forty-eight (48) hours advance notice to the Operator. If the audit results reflect a shortage of funds over three percent (3%) per annum, the Operator shall bear the full cost of the audit and reimburse AUGUSTA for any shortage. ARTICLE 10 OBLIGATIONS OF AUGUSTA 1. AUGUSTA shall operate and maintain the lighting system within the Premises and pay all costs thereof. Light bulbs shall be considered an operating expense, with the exception of the high mast lighting. 2. AUGUSTA shall pay the Operator's invoiced amount, less any unauthorized or undocumented charges, including monthly management fee, within thirty (30) days receipt by AUGUSTA of the invoice. 3. AUGUSTA shall be responsible for any major maintenance or repair of the parking facility, landscaping, entrance/exit roadways, and areas outside of the Premises. 4. AUGUSTA shall be responsible for selection, placement, and erection of all signage. 5. AUGUSTA shall provide the parking revenue control equipment. AUGUSTA shall review the need for additional equipment which may be requested from time to time by the Operator in order to meet the demands of new technologies or in order to provide more effective an efficient service due to revised operating procedures. Approval for the purchase of such requested equipment shall be at the sole discretion of AUGUSTA. Any such equipment approved for purchase by the Operator shall be purchased according to established AUGUSTA purchasing procedures and shall be included in the Operating Budget as approved by AUGUSTA. The expense for the purchase of additional equipment shall be reimbursed to the Operator during the remaining term of the fiscal year of this Agreement amortized at '/2 of 1 % above the official prime rate as stated in the Wall Street Journal as of the date the equipment is invoiced. All such equipment shall be owned by AUGUSTA and Operator shall make no claim to the equipment upon termination of this Agreement, except in the event of an early termination of this Agreement, in which event AUGUSTA shall pay Operator for any unamortized cost, less any credit due AUGUSTA. ARTICLE 11 OBLIGATIONS OF THE OPERATOR 1. The Operator shall invoice AUGUSTA on or before the twentieth (20th) day of each month for the preceding month's operating expenses including the monthly management fee. 2. The Operator shall submit a missing ticket report with each monthly invoice. The Operator shall also submit a ticket validation report with each monthly invoice, which includes the dollar value of each validation. 3. The Operator shall submit a monthly maintenance log to the Assistant Director . Such maintenance log shall be due on the twentieth (20th) day of the month immediately following the month for which such maintenance log was maintained. 4. The Operator shall submit to the Assistant Director, monthly no later than twentieth (20th) day of the month following the month of operation, a statement, witnessed and certified correct by an officer of the company, accounting for all Gross Receipts due from the Premises during the previous month. 5. The Operator shall continuously operate the Premises initially from 7:00am to 11:00pm, seven (7) days per week or as may be mutually agreed upon by both parties. 6. The Operator shall employ a General Manager experienced in parking administration who will devote his/her full time to the performance of Operator's responsibilities established in this Agreement. The General Manager will meet regularly with Assistant Director to keep AUGUSTA fully informed concerning operations whose responsibility include to manage, operate and market the Public Parking Facilities. The General Manager shall hire, train, supervise and terminate, as necessary, personnel to operate cashier booths and perform the required duties; provide supervisory personnel necessary to ensure efficient operation of the facilities; and equip, staff and maintain a business office. AUGUSTA reserves the right to approve selection of the Operator's General Manager. The Operator shall additionally employ an Assistant Manager who shall be on duty on alternate days when the General Manager is not on duty. 7. The Operator shall provide ten (10) days advance written notice to AUGUSTA of any change in its General Managers or Assistant Managers and shall include any change of address or telephone number. 8. The Operator shall provide sufficient personnel at all times to accommodate departing cars in a timely manner. It is the goal of AUGUSTA that no car shall wait in line over five (5) minutes before exit. AUGUSTA reserves the right to require the Operator to provide additional staff as required. 9. Operator shall employ personnel to enter and update all computer database functions including but not limited to vehicles, inventory, ingress and egress of vehicles, toll plaza, toll plaza revenues, time functions, and ticket inventories. 10. The Operator shall anticipate peak traffic periods and staff the Premises appropriately. If staffing is anticipated that exceeds authorized budget, the Operator shall, in advance, request a budget increase from AUGUSTA. 11. With the exception of the General Manager, the Operator shall provide new uniforms for employees as necessary to assure that employees are dressed in neat, clean, identifiable uniforms at all times. Uniforms shall be consistent in appearance, style and color for all parking employees and subject to the approval of the Assistant Director. Contractor shall submit a uniform proposal to the Assistant Director within 30 days of the execution of the Management Agreement. The cost of new uniforms is a reimbursable expense that will be paid by the Operator. Operator's employees, while on duty, must wear a photo identification badge, which shall be returned to Operator when employees cease work for the Operator. The names of on-duty cashiers shall be placed on the exterior of the booths to be readily visible by drivers of exiting vehicles. 12. The Operator shall remove from service any employee who is discourteous to any customer or who does not present the professional image AUGUSTA expects of its own employees. The Operator shall immediately remove any employee the Assistant Director requests for any reason whatsoever. No employee of the Operator shall use improper language, act in a loud, or boisterous manner, or in any manner act in an improper, inappropriate or offensive way. Each parking ticket issued to Operator's employees shall be appropriately validated and stapled to employee's shift report in accordance with approved operating procedures. 13. The Operator shall employ experienced and knowledgeable personnel and provide all employees with appropriate operational and customer service training. Operator shall take necessary emergency action to protect the Premises, revenue and safety of the public. 14. The Operator shall be responsible for maintenance of the interiors of the tollbooths, revenue control office, and any other structures that may be provided hereafter. The Operator shall be responsible for keeping the Premises, including all parking areas, entrance and exit areas, exit tollbooths, revenue control office, rest room and landscaped areas in or immediately adjacent to the Premises in a neat and clean condition at all times. The Operator shall be responsible for operation of the Premises in accordance with the Operations Manual. The Operator shall conduct daily inspections (daytime and nighttime) of the Premises. Written reports of inspections shall be submitted to the Assistant Director in the format to be agreed upon by the Assistant Director and Operator and shall indicate the condition of lighting, general appearance, potential safety hazards, fire equipment, graffiti, cleanliness and any other items which may be requested by Assistant Director. The Operator shall notify AUGUSTA of any areas requiring maintenance and/or repair upon discovery of such items. 15. The Operator shall keep the premises at all times free of trash and debris. All trash shall be removed and stored by the Operator in approved receptacles provided by AUGUSTA. The Operator shall be responsible for periodic sweeping of only the parking Premises, the daily removal of debris and trash from the parking Premises including along curbs and between parked vehicles and depositing same in a receptacle provided by AUGUSTA. 16. The Operator shall provide ticket stock and all other supplies in order to ensure effective control and management of the Premises. 17. The Operator shall maintain all of the revenue control equipment. Maintenance contracts shall have the approval of the Assistant Director prior to their execution by the Operator. Such costs shall be reimbursable under the Operator's approved annual budget. 18. The Operator shall provide all office furniture, safes, if necessary. equipment and supplies for the exit booths in a manner consistent with the intent of this Agreement, such costs to be reimbursed by AUGUSTA by inclusion in the Annual Budget. The purchase of all furniture and equipment shall be subject to the prior approval of the Assistant Director. 19. The Operator shall have no power to do any act or make any contract which may create any lien, mortgage or other encumbrance, upon an interest of AUGUSTA in the Premises, or the improvements located thereon. 20. Operator shall provide a cash bank sufficient to accommodate parking transactions. 21. Operator shall provide professional advice to AUGUSTA regarding appropriate parking rates, enhanced revenue control systems/equipment, parking facility requirements, signage, internal traffic flow, customer service enhancements, holiday and peak period public information needs and operating procedures which will improve the level of service efficiency and profit of the parking Premises. 22. Operator shall coordinate with AUGUSTA the removal of abandoned vehicles from the parking facilities and relocation of vehicles that are inappropriately parked or remove/relocate vehicles for other operational needs as directed by the Assistant Director. 23. The Operator shall provide the Assistant Director with copies of any and all written complaints received and the Operator's response thereto within five days. ARTICLE 12 PARKING RATES Existing parking rates shall remain in effect until authorized and changed only upon approval of AUGUSTA. ARTICLE 13 TRANSITION The Operator shall cooperate with AUGUSTA in achieving an effective and efficient transition of the operation of the Premises at the termination of this Agreement. Failure to comply with this paragraph is considered damaging to AUGUSTA and shall be sufficient cause for AUGUSTA to demand payment of the Operator's performance bond, and the language shall specifically be included in the bond to provide for this condition of the Agreement. ARTICLE 14 FACILITY USAGE REPORTS The Operator agrees to furnish AUGUSTA, upon request, facility utilization data in a format approved by the Assistant Director. ARTICLE 15 PERFORMANCE AND FIDELITY BOND 1. Upon execution of this Agreement, the Operator shall furnish AUGUSTA with a valid performance bond in the principal sum of seventy-five thousand dollars ($75,000) issued by a company acceptable to AUGUSTA, authorized to do business in the State of Georgia, and payable to AUGUSTA in case this Agreement is canceled for cause or upon default by the Operator. Said bond shall be kept in full force by the Operator during the term of this Agreement and any extension thereof. The bond shall be conditioned to ensure faithful and full performance of all the terms of this Agreement by the Operator. Evidence of the maintenance of this performance bond shall be submitted annually, on the anniversary of this Agreement, to AUGUSTA. 2. The Operator agrees to obtain and maintain during the term of this Agreement a fidelity bond in an amount not less than $25,000 guaranteeing the faithful performance of the General Manager, Assistant Manager, Supervisors and employees handling or responsible for the handling of daily Gross Receipts. The fidelity bond shall be in a form and drawn on a surety acceptable to AUGUSTA. 3. Operator shall report to Assistant Director within 24 hours after Operator becomes aware of any possible theft by employee(s) or any allegation of employee dishonesty. ARTICLE 16 INSURANCE AND INDEMNIFICATION 1. Operator shall provide and maintain, at its own expense which is not reimbursable, the following types and amounts of insurance, during the term of this contract: Type Comprehensive General (Public) Liability - to include (but not limited to) the following: Combined Single Limit for Bodily Injury and Property Damage: $1,000,000 a. Premises/operations b. Independent contractor c. Personal injury liability d. Contractual liability (insuring Indemnity provision within this contract) The above $1,000,000 public liability and property damage shall be primary coverage. Any expense for deductible loss sustained by the Operator where such insurance policy includes a deductible limit approved by AUGUSTA is reimbursable. The procuring of such policy of insurance shall not be construed to be a limitation upon Operator's liability or as a full performance on its part of the indemnification provisions of the Contract. Operator's obligations to AUGUSTA are, notwithstanding said policy of insurance, for the full and total amount of any damage, injury or loss as provided under the terms of the contract. Prior to the contract effective date, Operator shall furnish to AUGUSTA certificates or copies of the policies, plainly and clearly evidencing required insurance, and thereafter new certificates prior to the expiration date of any prior certificate. Operator understands that it is its sole responsibility to provide this necessary information and that failure to comply timely with the requirements of this article shall be a cause for termination of this contract, under the provisions of the termination clause. Insurance required herein shall be issued by a company or companies of sound and adequate financial responsibility and authorized to do business in the State of Georgia. All policies shall be subject to examination and approval by AUGUSTA for their adequacy as to form, content, form of protection, and providing company. Insurance required by this contract for AUGUSTA, as additional insured shall be primary insurance and not contributing with any other insurance available to AUGUSTA, under any third party liability policy. Operator further agrees that with respect to the above-required insurance, AUGUSTA shall: 1. Be named as additional insured/or an insured, as its interest may appear or be provided with a waiver of subrogation. 2. Be provided with 30 days advance notice, in writing, of cancellation or material change. If either requirement #1 or #2 require the payment of additional premium by Operator, Operator may present such information to AUGUSTA for its reconsideration. AUGUSTA will not be responsible for any of Operator's insurance costs. 2. AUGUSTA shall stand indemnified by the Operator as provided herein. It is expressly understood and agreed by and between the parties that the Operator is and shall be deemed to be an independent contractor responsible to all persons for its respective acts or omissions, and AUGUSTA shall in no way be responsible therefore. 3. The Operator agrees to indemnify, defend, save and hold harmless AUGUSTA, its officers, directors, agents, and employees from any and all claims, liabilities, damages, losses, suits, fines, penalties, demands and expenses, including costs of suit and attorney fees, which any or all of theirs may hereafter incur, be responsible for, or pay out as a result of bodily injury (including death) to any person or damage to any property or person, arising out of the Premises or any acts or omissions of the Operator, its agents, guests, invitees, employees, or contractors in connection with the Operator's use of the Premises or its operations at the Premises, except to the extent caused by the sole negligence or willful misconduct of AUGUSTA or its officers, directors, agents or employees. 4. Upon the filing with AUGUSTA of a claim for damages arising out of incidents for which Operator herein agrees to indemnify, defend, save and hold harmless AUGUSTA, AUGUSTA shall notify the Operator of such claim. Any final judgment rendered against AUGUSTA for any cause for which the Operator is liable hereunder shall be conclusive against the Operator as to liability and amount, provided AUGUSTA has notified the Operator of such claim as provided above. ARTICLE 17 LOSS CONTROL AND SAFETY The Operator shall retain control over its employees, agents, servants and subcontractors, as well as control over its invitees, patrons and activities on and about the managed Premises and the manner in which such activities shall be undertaken and to that end, the Operator shall not be deemed to be an agent of AUGUSTA. Precaution shall be exercised at all times by the Operator for the protection of all persons, including employees, and property. The Operator shall make special effort to detect hazards and shall take prompt action where loss control/safety measures should reasonably be expected. Operator shall be responsible for ensuring that its employees, agents, servants and subcontractors comply with all safety- related AUGUSTA ordinances rules and procedures governing the Premises. ARTICLE 18 TERMINATION 1. This Agreement shall expire at the end of the full term hereof, and the Operator shall have no further right or interest in the Premises. 2. AUGUSTA may terminate this agreement upon ninety (90) days written notice to the Operator for any reason whatsoever at the sole discretion of AUGUSTA with the understanding that all services being performed by the Operator under this agreement shall cease upon the date such notice becomes effective. AUGUSTA shall upon invoice, pay for all service rendered to the date of termination as provided for herein. 3. AUGUSTA shall have the right to terminate this Agreement for a violation of the terms hereof, at any time after thirty (30) days notice has been given to the Operator and unless corrective action has been taken or commenced within said thirty (30) day period and thereafter diligently completed. 4. AUGUSTA shall have the right to terminate this Agreement immediately upon or after any of the following: a. Assignment for Creditors: The Operator makes a general assignment for the benefit of creditors. b. Bankruptcy: The Operator files a petition for relief as a debtor under any section or chapter of the Federal Bankruptcy Code, as amended from time to time, or under any similar law or statute of the United States or the State of Georgia; or a petition or an answer proposing the entry of any order for relief against the Operator as a debtor in a bankruptcy or reorganization proceeding under any present or future bankruptcy or similar law is filed in any Court. c. Receivership: A receiver, trustee, or custodian is appointed for all or substantially all of the assets of the Operator in any proceeding brought by or against the Operator, or the Operator consents to or acquiesces in such appointment. d. AUGUSTA may terminate this agreement immediately if the Operator abandons and discontinues service within the Premises. 5. If this Agreement is terminated, AUGUSTA shall have the right to repossess the Premises in accordance with applicable law without prejudice to any other remedies available to AUGUSTA for such default, absent such reentry. 6. The Operator may terminate this Agreement upon thirty (30) days advance written notice, after any of the following: a. The issuance by any court of competent jurisdiction of an injunction in any way preventing or restraining the use of the Premises or any part thereof so as to substantially affect Operator's use of the Premises, and the remaining in force of such injunction for a period of ninety (90) days or more, provided, however, that said court action is not due to any fault of Operator. b. The default by AUGUSTA in the performance of any term herein required to be performed by AUGUSTA, which term substantially affects the Operator's ability to conduct its business under this Agreement, and failure by AUGUSTA to cure or commence to cure and diligently pursue such cure within thirty (30) days after receipt of notice of such default from the Operator. c. The substantial restriction of the Operator's ability to conduct its business at the Premises for a period of ninety (90) days or more because of the action of the Federal or State government or any agency or political subdivision thereof substantially restricting the operation of the Premises by AUGUSTA. 7. Upon expiration of the term, or upon termination of this Agreement, the Operator shall peacefully surrender and vacate the Premises in as good condition as when the term of this Agreement commenced, excepting ordinary wear and tear. The Operator and AUGUSTA agree that all Improvements placed on the Premises shall be and remain AUGUSTA's property upon the expiration of the term or upon the termination of this Agreement. Personal property of the Operator shall be removed at the Operator's expense, within ten (10) days of the expiration, or termination of this Agreement. If Operator fails to remove its personal property within said ten (10) day period, AUGUSTA may remove the property and store it, all at the expense of the Operator. ARTICLE 19 SUBORDINATION This Agreement shall be subject and subordinate to all the terms and conditions of any instrument and documents under which AUGUSTA acquired the land or improvements thereon, of which said Premises are a part, and shall be given only such effect as will not conflict with nor be inconsistent with such terms and conditions. ARTICLE 20 SUSPENSION OF SERVICES AUGUSTA may, by written notice, direct Operator to suspend performance on all or any part of the services for such period of time as may be determined by AUGUSTA to be necessary or desirable for its convenience. If such suspension causes additional expense to Operator in performance, and not due to fault or negligence of Operator, the Agreement will be adjusted on the basis of actual costs resulting directly from the suspension. Any claim by Operator for a cost adjustment must be supported by appropriate documentation asserted promptly after Operator has been notified to suspend performance. In the event that all or any part of the parking facilities shall remain closed or their use substantially restricted for a twenty-four (24) hour period because Operator, for any reason, is unable to provide the personnel necessary to maintain normal operations, AUGUSTA shall have the right to take over the duties of Operator, using its own employees or others. ARTICLE 21 ASSIGNMENT AND SUBCONTRACTING 1. The Operator agrees that it will not sell, convey, transfer, mortgage, subcontract, sublease or assign this Agreement or any part thereof, or any rights created thereby, without the prior written consent of AUGUSTA, it being the intention of AUGUSTA to grant this Agreement individually to the Operator. 2. Any assignment or transfer of this Agreement or any rights of the Operator hereunder, without the prior written consent of AUGUSTA is invalid, and shall convey to AUGUSTA the right to terminate this Agreement at its sole discretion. ARTICLE 22 GENERAL PROVISIONS 1. AUGUSTA reserves the right to further develop or improve the Premises as it sees fit. 2. The Operator agrees to abide by all Federal, State and local laws, ordinances, rules and regulations which may be applicable to its operation under this Agreement and to abide by the ordinances, rules and regulations of AUGUSTA which may from time to time be formulated by AUGUSTA in regard to the management, operation or use of the Premises. 3. Cumulative Remedies: Each of the rights and remedies provided by this Agreement shall be cumulative and shall not be exclusive of any other rights or remedies provided by this Agreement or allowed by law. 4. Waivers: Failure by AUGUSTA to insist upon the strict performance by the Operator of any of the terms herein contained shall not constitute a waiver of AUGUSTA's right to thereafter enforce any such term, but the same shall continue in full force and effect. The exercise of any right to terminate arising under this Agreement shall not operate to deprive AUGUSTA of any co-existing right to seek damages or other remedies arising from the default of the Operator. 5. The acceptance of rents or fees or the continued performance by AUGUSTA of its obligations under this Agreement after a default by the Operator in its performance of any of Operator's obligations under this Agreement shall not be deemed a waiver of AUGUSTA's right to terminate this Agreement for such default. 6. The Operator shall not use, or permit the use of, the Premises or any part thereof, for any purpose or use other than those authorized by this Agreement. 7. Choice of law and venue: This Agreement shall be performable and enforceable in the Superior Court of Richmond County, Georgia, and shall be construed in accordance with the laws of the State of Georgia. Operator by execution of this Agreement specifically consents to jurisdiction and venue in the Superior Court of Richmond County and waives any right to contest same. 8. This Agreement is made for the sole and exclusive benefit of AUGUSTA and the Operator, their successors and assigns, and is not made for the benefit of any third party. 9. In the event of any ambiguity in any of the terms of this agreement, it shall not be construed for or against any party hereto on the basis that such party did or did not author the same. 10. All covenants, stipulations and agreements in this Agreement shall extend to and bind each party hereto, its legal representatives, successors and assigns. 11. The titles of the several articles of this Agreement are inserted herein for convenience only, and are not intended and shall not be construed to affect in any manner the terms hereof, or the interpretation or construction thereof. 12. Nothing herein contained shall create or be construed to create a co-partnership between AUGUSTA and Operator or to constitute the Operator an agent of AUGUSTA. AUGUSTA and Operator each expressly disclaim the existence of such a relationship between them. 13. Invalid Provision: If any covenant, condition or provision contained in this Agreement is held to be invalid by any Court of competent jurisdiction, the invalidity of any such covenant, condition or provision shall in no way affect any other covenants, conditions or provisions contained in this agreement; provided, that the validity of such covenant, condition or provision does not materially prejudice either AUGUSTA or Operator in its respective rights and obligations contained in the valid covenants, conditions or provisions of this agreement. 14. Interpretation of Agreement: Nothing in the Agreement shall be construed or interpreted in any manner whatsoever as limiting, relinquishing or waiving any right of ownership enjoyed by AUGUSTA in the Premises property, or in any manner waiving or limiting AUGUSTA's control over the management, operation, or maintenance of the Premises property, except as specifically provided for in this Agreement, or in any manner impairing the right of AUGUSTA. 15. Force Majeure. Neither AUGUSTA nor Operator shall be deemed to be in violation of this Agreement for reason of failure to perform any of its obligations hereunder, by reason of strikes, boycotts, labor disputes, embargoes, shortages of materials, acts of God, acts of the public enemy, flight restrictions, weather conditions, riots, rebellion, accidents, sabotage or any other events, conditions or circumstances for which it is not responsible and/or which are not within its control. 16. Conflict of Interest: The Operator agrees that, upon signing of this Agreement or within five (5) days after the acquisition of any interest herein described during the term of this Agreement, the Operator shall disclose in writing to AUGUSTA whether any elected official of AUGUSTA or Officer or employee of AUGUSTA has or hereafter acquires any direct, indirect, legal or beneficial interest in the Operator or in any contract, lease or agreement between AUGUSTA and the Operator, or in any franchise, concession, right or privilege of any nature herein or otherwise granted by AUGUSTA to the Operator. 17. Notices: Notices to the parties shall be deemed sufficient if in writing and mailed, postage prepaid, address to: AUGUSTA: Administrator 530 Greene Street AUGUSTA, GA 30911 Operator: Republic/Payne Parking System Suite 2000 Republic Centre Chattanooga, Tennessee 37450 Attn: Mark Huth President & Chief Operating Officer ARTICLE 23 ENTIRE AGREEMENT 1. This Agreement consists of Articles 1 to 24 inclusive. 2. This Agreement represents the entire and integrated Agreement between AUGUSTA and Operator superseding all prior negotiations, representations or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both AUGUSTA and Operator. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be signed this day of 2006. AUGUSTA, GEORGIA [OPERATOR] BY: BY: AS ITS: MAYOR AS ITS: [SEAL] [SEAL] ARTICLE 24 SPECIAL CONDITIONS 1. PERSONNEL: OPERATOR shall staff the operations of the parking facilities with sufficient competent personnel to ensure that the parking facilities are operated in a safe and courteous manner and shall ensure all said personnel are adequately trained and supervised. 2. OPERATOR shall provide staffing for the facilities, including the manning of the three (3) exit booths. 4. OPERATOR will provide and install revenue control equipment, for the parking facility. The specific equipment will be determined in the negotiations process of the Management Agreement. The cost shall not exceed $40,000.00.This expense will be paid for initially by the OPERATOR and then be reimbursed to OPERATOR by being amortized over the period of the Management Agreement with a rate to be negotiated., at which point it will become the property of the City of Augusta. 5. RENTS FOR SPACES: Throughout the term of this Agreement, AUGUSTA shall have the exclusive right to set the rents for use of the parking spaces within the parking facilities. The rent schedule shall be applied in a uniform and non-discriminatory manner except nothing herein shall prohibit the charging of a premium for reserved parking spaces. 7. SPECIAL PARKING NEEDS. It is recognized by AUGUSTA that the hotel developer may, from time to time, require additional parking spaces on a short-term basis in connection with special events or functions to be held at the hotel or the conference center. When such needs are identified, hotel developer or the Conference Center Operator shall notify AUGUSTA and as the OPERATOR of the parking facilities, as far in advance as possible and OPERATOR will use its best efforts to accommodate such requirements, provided that nothing herein shall require or authorize OPERATOR to displace or remove from the parking areas rent-paying customers or others entitled to use the parking facilities. 9. USE OF EXHIBITION AREA. Approximately twenty thousand (20,000) square feet of space located on the first or ground level of the parking deck shall be made available to the Conference Center Operator on an as needed basis for use as an exhibition hall in connection with meetings being conducted at the Conference Center or Hotel. The location of such convertible space is as shown on the Preliminary Parking Design Plans. The Conference Center Operator shall notify the OPERATOR as far in advance as possible of its need for such space and will use its best efforts to accommodate such requirements' provided that the Conference Center Operator assumes full responsibility for all arrangements in connection with the use of such portion of the parking deck as an exhibition area and agrees to dismantle all exhibits and remove all furnishings, equipment, trash and debris from such area upon completion of any use of such area as an exhibition hall. The Conference Center Operator shall pay 50% of the prevailing daily rate for all spaces used, or rendered unusable for parking, as compensation for the use as exhibit space. 10. HOURS OF OPERATION. Except for temporary closing as permitted as aforesaid, the parking facilities shall be kept open and lighted twenty-four (24) hours a day, seven (7) days a week, fifty-two (52) weeks a year. 12. PUBLIC RELATIONS. AUGUSTA and the OPERATOR recognize that the operations of all AUGUSTA parking facilities must be accomplished in a satisfactory manner so as to engender good public relations for the AUGUSTA, and all employees shall be properly dressed and friendly and courteous to all those using said parking Garage. 14. LAWFUL OPERATION. The parking facilities will be operated as a public parking garage available to members of the general public on a first come first served basis on an hourly, daily, or monthly basis, except as provided in Paragraph 7 hereof. The Augusta Riverfront Radisson Hotel will be permitted to rent eighty (80) spaces on a monthly basis. 16. CAPITAL EXPENDITURES AND UTILITIES. AUGUSTA shall assume responsibility for all capital expenditures, such as parking control equipment (except as specified in 15D above), revenue control equipment and the booths, as well as utility costs; provided however, that shall be responsible for any damages to same due to neglect or failure to properly operate, maintain and safeguard such equipment. 20. NO JOINT VENTURE OR PARTNERSHIP. Nothing contained in this Agreement shall be construed to create the relationship between the parties hereto or the beneficiaries hereof of principal and agent, of partners, of joint ventures, or of any association with each other or, so as to render any of such parties liable for the debts or obligations of the other. 21. CONTRACT ADMINISTRATOR. The AUGUSTA will appoint a Contract Administrator for this contract. OPERATOR will be informed in writing of any changes in the Contract Administrator. This initial Contract Administrator will be: Rick Acree Public Services Department Facilities Management Division 501 Greene Street- Suite 301 Augusta, Georgia 30901 23. CUSTOMER INCIDENTS AND PROPERTY DAMAGE: OPERATOR shall immediately report any patron incident, accident, injury or complaint or property damage to the Contract Administrator. 25. AUGUSTA leases a single space at the Radisson Riverfront parking facility for use by selected Augusta officials. This space is not used on a daily basis. However, when used, Augusta will likely require more than one space. Average total use should be less than the typical monthly lease client. The monthly charge for this space is to be deducted from the net profits due to AUGUSTA at the end of each month. Finance Committee Meeting 2/13/2006 2:00 PM Bethel AME Church Tax Waiver Department:Clerk of Commission Caption:Consider a request from Bethel AME Church for a waiver of taxes for 2005 for property at 839 Ninth Street. (Map 46-4, Parcel 162) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Finance Committee Meeting 2/13/2006 2:00 PM Customer Svc Trucks Department:Finance-Fleet Management, Ron Crowden, Fleet Manager Caption:Approve the acquisition of 3 compact pickup trucks, 5 full- size pickup trucks, 2 utility body trucks, and 2 cargo vans for the Utilities Department-Customer Service Division Background: On June 7, 2005 the Augusta Commission approved the reorganization of the Augusta Utilities Department (agenda items 20/33) and subsequent reclassification and reorganization of the Customer Services Division (agenda items 21/34) of the same meeting (See attached Commission letter of approval). As part of the Benchmark 2010 goal, the Customer Services Division has included a state-of-the art meter shop in the plans for the new facility, but they are proceeding with automating all the meters over the next few years. A scheduled maintenance and meter replacement program must be implemented in order to have an efficient metering program, which includes in-field testing, meter repair, and large meter testing and repair. To facilitate this, the following positions were approved: Meter Testing and Services Manager, Large Meter Testing and Repair Supervisor, Meter Service Rep Supervisor, Meter Service Worker Supervisor (small meters), two Large Meter Service Workers, and two additional Meter Service Workers (for small meter repair and replacements). Due to existing truck replacement requirements and Commission approved personnel expansion, the Augusta Utilities Department- Customer Service Division requests the acquisition of the following vehicles: 3 compact pickup trucks to replace three older units used for meter reading. The units being replaced are asset numbers 984169, a 1998 model with 106,954 miles, 984170, a 1998 model with 116,771 miles, and 994152, a 1999 model with 117,330 miles. Also, the request is for 5 full-size pickup trucks. One unit will be a replacement for asset number 984150, a 1998 model with 110,098 miles. Replacement evaluations are attached for review. The other 4 vehicles will be for new hires responsible for testing and maintaining the larger meters. The 2 utility body trucks and 2 cargo vans will also be utilized by existing and additional employees for expanding meter repair, testing and installation responsibilities. The larger trucks and vans will be absolutely necessary to transport the heavier tools and meters required for these new and existing job descriptions and also to afford more theft protection of tools and equipment during night time emergency operations. Analysis:Fleet Management submitted a request for bids through the Procurement Department utilizing the Demand Star electronic bid system which offers nationwide bid coverage. The results of each bid for each truck is attached for review, please see attachment “Customer Svc – Trucks”. Financial Impact:The 3 compact pickup trucks will be purchased for $14,227.00 each for a total of $42,681. The 5 full size pickup trucks will be purchased for $17,590.00 each for a total of $87,950. The2 utility body trucks will be purchased for $19,669.00 each for a total of $39,338 and the 2 vans will be purchased for $18,084.00 each for a total of $36,168. The total purchase cost will be $206,137.00 and funds will be provided by Utilities capital accounts Alternatives:1.Approve the request for the preceding vehicles to the above lowest bidders. 2.Do not approve the request. Recommendation:Approve the acquisition of 3 compact pickup trucks, 5 full- size pickup trucks, 2 utility body trucks, and 2 cargo vans from vendors identified in the attachment as low bidders for a total of $206,137.00 from the Utilities capital account. Funds are Available in the Following Accounts: 506-04-3210.54-22210 // 506-04-3210.54-22220 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission ATTACHMENT UTILITIES DEPARTMENT – CUSTOMER SERVIC DIVISION ANALYSIS: Fleet Management submitted a request for bids through the Procurement Department utilizing the Demand Star electronic bid system which offers nationwide bid coverage. The Procurement Department received quotes back from the following vendors for each bid request. The following are the results of the bids received for the compact pickup trucks (bid 05-129): Bobby Jones Ford $ 14,227.00 Each LOWEST BIDDER Carl Black GMC $ 15,563.00 Each Legacy Ford $ 14,546.00 Each The following are the results of the bids received for the full size pickup trucks (bid 05-134): Legacy Ford $17,590.00 Each LOWEST BIDDER Allan Vigil Ford $ 20,137.00 Each Bobby Jones Ford $ 18,005.00 Each Carl Black GMC $ 20,592.00 Each Parkway Ford $ 19,111.00 Each The following are the results of the bids received for the utility body trucks (bid 05-135): Bobby Jones Ford $ 19,669.00 Each LOWEST BIDDER Allan Vigil Ford $ 23,162.00 Each Carl Black GMC $ 25,239.00 Each Legacy Ford $ 22,595.00 Each Parkway Ford $ 22,775.00 Each The following are the results of the bids received for the cargo vans (bid 05-128): Bobby Jones Ford $ 18,084.00 Each LOWEST BIDDER Carl Black GMC $ 20,567.00 Each Legacy Ford $ 18,536.00 Each Finance Committee Meeting 2/13/2006 2:00 PM Danielle Brown Williams Department:Clerk of Commission Caption:Consider a request from Danielle Brown Williams for city sponsorship regarding her participation in the World Scholar Athlete Games. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Finance Committee Meeting 2/13/2006 2:00 PM Pay Raises for Elected Officials Department:Clerk of Commission Caption:Consider pay raises for elected officials. (Requested by Commissioner Bowles) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Finance Committee Meeting 2/13/2006 2:00 PM Public Service-Slope Mower-Sales Tax Department:Finance - Fleet Management - Ron Crowden, Fleet Manager Caption:Approve the acquisition of 1 slope mower for the Public Services – Maintenance Division from Kut Kwick Corporation of Brunswick, Georgia for $40,623.00 (Lowest Bid offer for bid 05-150). Background:The Augusta Public Services Department-Maintenance Division requests the acquisition of 1 new slope mower to assist in the mowing of the numerous steeply sloped areas around the city and county. The department has the responsibility to keep an extremely large amount of sloped areas groomed on a daily basis. The additional mower will be utilized to assist in mowing these surfaces and also a large amount of flat surfaces when needed throughout the city and outlying areas. The purchase of this unit will vastly improve job productivity and employee safety. The slope mower is designed to keep the operator and tractor unit in a vertical position with the cutting platform contouring the slope. This would be particularly hazardous to the employee if a regular tractor were to be used as the tractor has a high center of gravity and would most likely tip over. See photo attached. Analysis:Fleet Management submitted a request for bids through the Procurement Department utilizing the Demand Star electronic bid system which offers nationwide bid coverage. The Procurement Department received quotes back from only one 1 vendor, Kut Kwick Corporation of Brunswick, Georgia, submitted the lowest and only bid for $40,623.00. Financial Impact:The unit will be purchased for $40,623.00 from Phase IV of the SPLOST. Alternatives:1.) Approve the award to the lowest bidder, Kut Kwick Corporation of Brunswick, Georgia 2.) Do not approve the request. Recommendation:Approve the replacement of 1 slope mower for the Public Services – Maintenance Division from Kut Kwick Corporation of Brunswick, Georgia For $40,623.00 (Lowest Bid offer for bid 05-150). Funds are Available in the Following Accounts: 324-04-1110.54-21120 // 201-82-4010.54-21120 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission