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Finance Committee Meeting Commission Chamber- 5/28/2013- 12:55 PM
FINANCE
1. Motion to approve the acquisition of 5 Explorers for: Traffic
Engineering (1), Engineering (2) and the Tax Commissioner’s
Office (2).
Attachments
2. Approve request from the Augusta Utilities Department to
purchase three (3) replacement vehicles for various divisions.
Attachments
3. Motion to approve the FY 2014 Metropolitan Transportation
Planning Services contract between Augusta, Georgia and the
Georgia Department of Transportation.
Attachments
4. Motion to approve a Budget Resolution and a Contract with the
Georgia Department of Natural Resources (DNR) for Phase 2 of
the Summerville Historic District Survey.
Attachments
5. Motion to approve the minutes of the Finance Committee held
on May 13, 2013.
Attachments
6. Motion to approve account transfer within Probate Court budget
pursuant to Augusta Code Section 2-3-8(b).
Attachments
7. Presentation from the Savannah Riverkeeper regarding
public/private partnership and property lease. (Referred from
May 13 Finance Committee)
Attachments
8. Consider a request from Vishal Patel for a refund of the prior
owner's delinquent property taxes, penalties and late fees for the
property located at 1602 Gordon Highway.
Attachments
Finance Committee Meeting
5/28/2013 12:55 PM
2013 Explorers
Department:Finance - Fleet Management
Caption:Motion to approve the acquisition of 5 Explorers for: Traffic
Engineering (1), Engineering (2) and the Tax Commissioner’s
Office (2).
Background:Fleet Management has received vehicle requests from Traffic
Engineering, Engineering and the Tax Commissioner’s Office for
vehicles to support their Departments missions. The Traffic
Engineer presently borrows a truck from Engineering or his own
Sign Division to survey traffic areas, go to meetings, and take
other personnel to problem areas or consult with other personnel
on mission requirements. He is limited to carrying only one
person in a pickup truck, which is not efficient. It would enhance
his productivity and mission support if he were approved for an
Explorer (4X2). This would end his having to borrow a truck from
other agencies. The Engineering Department is requesting two
Explorers (4X4) for newly hired surveyors that are currently
operating out of borrowed pickup trucks. These surveyors carry
technical and calibrated equipment and map books which make
the pickup truck inappropriate for supporting surveyors. The Tax
Commissioner requested vehicle support for his Office from the
Administrator who referred him to the Fleet Manager. Mr.
Kendrick contacted the Fleet Manager and indicated his need for
two Explorers (4X4) for his investigators stating they are currently
using their own personal vehicles. He stated that often times they
must go off the road to reach the back portions of many
properties. It would be more appropriate for these employees to be
in marked vehicles.
Analysis:Fleet Management would like to utilize the Georgia State Contract
bid program to purchase the vehicles. The Georgia State Contract
low bid for these units was awarded to Allan Vigil Ford of
Morrow, Georgia. The state bid award number for the 4X4’s is
SWC-90795 and the 4X2 is SWC-90795-2. We have attached the
appropriate paperwork for your review.
Financial Impact:The cost of the Explorer 4X4 is $26,072.00 (total for 4 =
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$104,288.00), and the cost for the 4X2 Explorer is $23,900. The
total for all vehicles is $128,188 and will be purchased from Allan
Vigil Ford of Morrow, GA. Funds for these purchases will come
from Capital Outlay.
Alternatives:1. Approve the request. 2. Approve the request in part. 3.
Disapprove the request.
Recommendation:Approve request to purchase the 5 vehicles using the Georgia Sate
Contract bid.
Funds are Available
in the Following
Accounts:
Capital Outlay 272-01-6440-54.22110
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
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Finance Committee Meeting
5/28/2013 12:55 PM
2013 Utilites Vehicles
Department:Finance-Fleet Management Division
Caption:Approve request from the Augusta Utilities Department to
purchase three (3) replacement vehicles for various divisions.
Background:The Construction & Maintenance Division requests the
replacement of, 994483, a 2001model pickup truck (Dodge 2500),
and F00256, a 2002 model F450 crew truck. The F-450 will be
replaced with the F-550 crew truck. The F-450 has proven to be to
light of a truck for carrying the crews equipment and pulling a
trailer with a backhoe, mini-excavator or bobcat. The replacement
vehicles meet all required commission approved criteria for
replacement. Please see attached evaluations. Utilities has
established a new division, Maintenance Division for the purpose
of providing repairs to Water Towers and ground wells. A new F-
150 pickup truck is needed for their travel and carrying
equipment.
Analysis:Fleet Management submitted a request for bids for the pickups
and crew truck through the Procurement Department utilizing the
Demand Star electronic bid system which offers nationwide bid
coverage. The Procurement Department received quotes back
from 2 vendors. The results of the pickup and crew truck bids are
as follows: (A) Bid 12-213 – 6,000 GVW Trucks (F-150) – (1)
Bobby Jones Ford = $21,497.00 each; (2) Allan Vigil Ford. =
$21,806.00 each. See attachment (B) Bid 12-214 – 8,500 GVW
trucks (F-250) – (1) Bobby Jones Ford = $25,912.00 each; (2)
Allan Vigil Ford = $25,590.00 each; Bobby Jones Ford has agreed
to meet the non-local low vendor’s price through the Local
Vendor Preference program. See attachment (C) Bid 12-223 –
17,500 GVW Trucks (F-550)– (1) Bobby Jones Ford =
$54,626.00; no other bids were received
Financial Impact:The three vehicles will be purchased for a total of $101,713.00
using the GMA Lease Program with 3 annual payments of
$33,904.33.
Alternatives:ALTERNATIVES: 1. Approve the request 2. Do not approve the
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request. 3. Approve the request in part
Recommendation:Approve request to purchase the two pickup trucks and one crew
truck for the Augusta Utilities Department, declare the replaced
vehicle as excess and available for auction sales.
Funds are Available
in the Following
Accounts:
GMA Lease Program fund 631
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
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Invitation to Bid
Sealed bids will be received at this office on Tuesday, November 27, 2012 @ 11:00 a.m. for furnishing:
Bid Item 12-213 6000 GVW Pickup Truck for Fleet Management
Bid Item 12-214 8500 GVW Pickup Truck for Fleet Management
Bid Item 12-215 10,000 GVW Pickup Truck for Fleet Management
Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams
Procurement Department
530 Greene Street - Room 605
Augusta, Georgia 30901
706-821-2422
Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department
ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 530
Greene Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business
hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing
by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the
Procurement Department by Friday, November 9, 2012 @ 5:00 p.m. No bid will be accepted by fax, all
must be received by mail or hand delivered.
No Bid may be withdrawn for a period of 90 days after time has been called on the date of opening.
Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and
shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual
terms and conditions, applicable to the procurement. All specific requirements contained in the
invitation to bid including, but not limited to, the number of copies needed, the timing of the
submission, the required financial data, and any other requirements designated by the Procurement
Department are considered material conditions of the bid which are not waiveable or modifiable by
the Procurement Director. All requests to waive or modify any such material condition shall be submitted
through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for
approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope.
Bidders are cautioned that acquisition of BID documents through any source other than the office of the
Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources places
the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
GERI A. SAMS, Procurement Director
Augusta Chronicle October 18, 25, November 1, 8, 2012
Metro Courier October 24, 2012
cc: Tameka Allen Deputy Administrator
Ron Crowden Fleet Management
Russell Sanders Fleet Management
Revised: 8/15/2011
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Allan Vigil Ford
Lincoln Mercury
6790 Mount Zion
Boulevard
Bobby Jones Ford
3480 Wrightsboro
Road
Augusta, GA 30909
Yes Yes
94460 117480
SAVE Form Yes Yes
Delivery Time 8-10 weeks 90-120 days
5.01 Full-Size Truck-Reg Cab $16,286.00 $16,550.00
5.02 Full-Size Truck-Ext Cab $22,090.00 $18,902.00
5.03 Full-Size Truck-Ext CabSW $19,489.00 $19,683.00
5.04 Full-Size Truck-Ext Cab $22,188.00 $22,511.00
5.05 Full-Size Truck-Crew Cab $23,075.00 $23,299.00
5.06 Full-Size Truck-Crew Cab4 $25,497.00 $25,988.00
5.07 Speed Control $187.00 $187.00
5.08 Tilt Steering Wheel No Charge standard
5.09 Heavy Duty Cooling Pack n/a n/a
5.10 Heavy Duty Electrical Pack n/a n/a
5.11 Heavy Duty Suspension Pk n/a $1,279.00
5.12 Skid Plate Package 4X4 $137.00 $137.00
5.13 Roof Clearance Lights $47.00 $592.00
5.14 Speed Control/Tilt Steering $197.00 $200.00
5.15 Skid Plate Pack (4X4 only)$84.00 $85.00
5.13 Minimum 8 Foot Bed
2.01-5.04
$279.00
5.05-5.06
$1125.00 $278.00
5.14 Trailer Tow Package $320.00 $320.00
6.01 Fire Extinguisher $110.00 $46.00
6.02 Outlet Receptacle $67.00 $55.00
6.03 Bedliner $325.00 $300.00
6.04 Toolbox $350.00 $240.00
6.05 Trailer Hitch $380.00 $230.00
6.06 Trailer Wiring included w/6.05 $25.00
6.07 Trailer Ball $30.00 $10.00
6.08 Window Tint, Reg Cab $120.00 $110.00
6.09 Window Tint, Ext Cab $135.00 $125.00
6.10 Window Tint, Crew Cab $155.00 $135.00
6.11 Safety Cone Holder $161.00 $60.00
6.12 Safety Cones $130.00 $120.00
7.01 Backup Alarm $55.00 $62.00
7.02 Magnetic LED Light $612.00 $446.00
E-Verify Number
Attachment B
E-Verify Number
Bid Item #12-213
6000 GVW Pickup Truck
for Augusta, Georgia - Fleet Department
Bid Opening Date: Tuesday, November 27, 2012 @ 11:00 a.m.
Vendors
The following vendors did not respond:
Thomposn Motor Cent / 21587 Washington Rd. / Thomson, GA 30824
Hardy Chev Pontiac / 1249 Charles Hardy Parkway / Dallas, GA 30157
Team Ford of Marietta / 869 Cobb Parkway / Marietta, GA 30060
7.00 Alert Warning Systems
5.00 Vehicle/Options Required5.00 Vehicle/Options Required
6.00 Outfitter's Specialty Items
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Finance Committee Meeting
5/28/2013 12:55 PM
Augusta Regional Transportation Study Contract for Funding
Department:Planning and Development
Caption:Motion to approve the FY 2014 Metropolitan Transportation
Planning Services contract between Augusta, Georgia and the
Georgia Department of Transportation.
Background:The Planning and Development Department provides
transportation planning services for the Augusta Regional
Transportation Study (ARTS). The scope of these services is
outlined in the ARTS Unified Planning Work Program and
funding for them is subject to renewal each year through a
contract with the Georgia Department of Transportation. The
contract period coincides with the state fiscal year (July 1 – June
30).
Analysis:Approving the contract will ensure continued funding for the
Augusta Regional Transportation Study activities included in the
ARTS Unified Planning Work Program and provided by staff of
the Planning & Development Department.
Financial Impact:The contract stipulates that the Georgia Department of
Transportation will reimburse the city for eighty percent (80%) of
the eligible costs incurred for providing regional transportation
planning services. The twenty percent (20%) local match is
already included in the budget for the Planning and Development
Department.
Alternatives:None recommended
Recommendation:Approve the FY 2014 Metropolitan Transportation Planning
Services contract between Augusta, GA and the Georgia
Department of Transportation.
Funds are Available
in the Following
Accounts:
FUNDS AVAILABLE IN THE FOLLOWING ACCOUNT:
220016309 / 131210258 Cover Memo
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REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
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Finance Committee Meeting
5/28/2013 12:55 PM
Historic Preservation Fund Grant Award
Department:Planning and Development
Caption:Motion to approve a Budget Resolution and a Contract with the
Georgia Department of Natural Resources (DNR) for Phase 2 of
the Summerville Historic District Survey.
Background:In January a grant application was submitted to the Georgia
Department of Natural Resources (DNR) to help finance Phase 2
of the Summerville Historic Properties Survey. In April DNR
awarded the city a $12,000 reimbursable grant for the project.
Analysis:A qualified historic preservation consultant will be hired to
complete the second phase of the survey of historic resources in
the Summerville National Register Historic District.
Approximately 500 properties will be surveyed during the second
phase. An architectural description of each resource, its age,
history, setting, location and significance will be recorded. The
survey will conform to applicable standards and the results will be
entered into an online database maintained by the Historic
Preservation Division of DNR. Hard copies of the survey map and
the completed survey forms will be given to the city and DNR.
The Planning and Development Department will manage the
project and provide some of the required in-kind match. Others
providing in-kind donations include the Historic Preservation
Commission, the Summerville Neighborhood Association and the
city Finance Department and GIS staffs.
Financial Impact:This is a reimbursable grant program. As a result, the city will
have to make periodic payments to the project consultant and then
request reimbursement from DNR. The maximum temporary cost
to the city is $12,000. The project budget is as follows - HPF
Grant - $12,000; Local Match (cash and in-kind) - $8,000; Total -
$20,000.
Alternatives:Accept the grant award or reject it and find another way complete
the survey work.
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Recommendation:Approve the budget resolution and execution of the contract with
DNR
Funds are Available
in the Following
Accounts:
A fund account for the project will be established by the Finance
Department
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
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Budget Resolution
STATE OF GEORGIA ) AUGUSTA RICHMOND COUNTY AUGUSTA-RICHMOND COUNTY ) COMMISSION BUDGET AMENDMENT NO…
IT IS HEREBY ORDERED that the General Fund Budget for the year 2013 be amended to
reflect increased revenue of $20,000.00 resulting from federal grant income of $20,000.00
IT IS FURTHER ORDERED that the appropriations be increased by $20,000.00 for payment of
the Summerville Historic District Resource Survey, Phase 2. The total budget for the project is $20,000.00.
REVENUES
Grant from Georgia DNR $ 12,000.00 Local Match (In-Kind & Cash) $ 8,000.00
Total $ 20,000.00
APPROPRIATIONS
Grant from Georgia DNR $ 12,000.00 Local Match (In-Kind & Cash) $ 8,000.00
Total $ 20,000.00
DEKE COPENHAVER, MAYOR
Approved this ……the day of………... 2013 AUGUSTA, GEORGIA
______________________________
As its mayor
Attest:
________________ Clerk of Commission
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STATE OF GEORGIA
COUNTY OF FULTON
THIS GRANT AGREEMENT made and entered into this 1st day of May 2013, by and between the
Department of Natural Resources, State of Georgia, (hereinafter referred to as the DEPARTMENT), and the
City of Augusta, whose address is 530 Greene Street, Room 806, Augusta, Georgia 30911, (hereinafter
referred to as the RECIPIENT).
W I T N E S S E T H:
WHEREAS, the provision of adequate public recreation and park facilities, equipment, and areas; the
preservation of scenic, historic, ecological, and scientific sites; and the safe maintenance of such areas and
facilities is an obligation of State government and a benefit to all the people; and
WHEREAS, O.C.G.A. 12-3-32 authorizes the DEPARTMENT to provide the above mentioned services
and facilities; and
WHEREAS, the DEPARTMENT is authorized by O.C.G.A. 12-3-5 and 12-3-32 to contract and make
cooperative agreements, leases, and rental agreements, with the United States Government, any county,
municipality, local government, or any combination of same, any public or private corporation, firm, or any
persons whatsoever, any public authority, agency, commission or institution, or between State agencies, for any
of the services, purposes, duties, responsibilities or functions vested in the DEPARTMENT; and
WHEREAS, the DEPARTMENT acts as the liaison between the State of Georgia and the National Park
Service, U.S. Department of Interior, by administering the Federal assistance program for preservation of
properties listed on the National Register of Historic Places, as provided by the National Historic Preservation
Act of 1966; and
WHEREAS, the RECIPIENT has duly applied for and been awarded a matching Federal grant in the
amount of $12,000.00 to conduct a phase 2 historic resources survey of City of Augusta’s Summerville historic
district.
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NOW THEREFORE, in consideration of the promises, conditions and covenants hereinafter set forth, the
parties hereby agree as follows:
A. The RECIPIENT agrees by the necessary negotiations, agreements and contract to:
1. Undertake a project to include the items as set forth in Exhibit A, attached hereto, and by
reference incorporated herein.
2. Complete the project and submit one copy of a first draft of the project to the DEPARTMENT for
review and comment. Such draft shall be submitted to the DEPARTMENT no later than April 1,
2014. The final draft shall be submitted to the DEPARTMENT no later than June 1, 2014, for
review and approval.
3. Submit the required number of copies of the final project, as specified in Exhibit A, to the
Department for review and approval. Such final project shall be submitted no later than August
15, 2014.
4. Notify the DEPARTMENT and obtain its approval prior to employing or otherwise securing the
services of any consultant to be compensated with funds provided for in this Agreement.
B. The DEPARTMENT, in consideration of such promises, covenants and undertakings by the RECIPIENT,
shall pay to the RECIPIENT an amount not to exceed $12,000.00, such amount to be matched forty percent
(40%) by the RECIPIENT. Payments on a sixty percent (60%) reimbursement basis may be made at
reasonable intervals and upon submission to the DEPARTMENT of a request for reimbursement, supported by
required financial documentation and progress reports. Ten percent of the total grant amount shall be withheld
until review and approval by the DEPARTMENT of the final report. Final requests for reimbursement must be
submitted to the DEPARTMENT no later than October 30, 2014. RECIPIENT shall maintain financial
documentation concerning the project work until a successful audit has been completed by the
DEPARTMENT and the DEPARTMENT has notified the RECIPIENT in writing that such records are no
longer needed, or for three years after the project is completed.
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The RECIPIENT agrees to comply with all applicable regulations, laws, policies, guidelines and requirements
of the grant program, including OMB A-87 or A-122, A-102 or A-110, A-128, FMC 74-4 and 74-8, National
Register Programs Guidelines, the Secretary of the Interior's "Standards for Archaeology and Historic
Preservation," and any special conditions or regulations relating to the application, acceptance and use of
Federal funds for a federally assisted project. Final products that do not conform to the applicable Secretary of
the Interior's "Standards" will not be reimbursed. No part of the funds provided for under the terms of this
Agreement shall be used directly or indirectly to pay for any personal service, advertisement, telegram,
telephone, letter, printed or written matter, or other device, intended or designated to influence in any manner a
member of Congress, to favor or oppose, by vote or otherwise, any legislation or appropriation by Congress,
whether before or after the introduction of any bill or resolution proposing such legislation or appropriation.
Thus, costs associated with activities to influence legislation pending before the Congress, commonly referred
to as "lobbying," are unallowable as charges to HPF-assisted grants, either on a direct or indirect basis (18
U.S.C. 1913).
1. The RECIPIENT will comply with Title VI of the Civil Rights Act of 1964, 42 U.S.C. 2000d et
seq., and in accordance with Title V of that Act, no person in the United States shall, on the ground
of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be
otherwise subjected to discrimination under any program or activity for which the applicant
receives Federal financial assistance. The RECIPIENT will immediately take any measures
necessary to effectuate this provision.
2. The RECIPIENT will comply with Title VII of the Civil Rights Act of 1966 (42 U.S.C. 2000 et
seq.) prohibiting employment discrimination where (1) the primary purpose of a grant is to provide
employment, or (2) discriminatory employment practices will result in unequal treatment of
persons who are or should be benefiting from the grant-aided activity.
3. The RECIPIENT will comply with Section 504 of the Rehabilitation Act of 1973 (29U.S.C. 794 et.
seq.) which requires that no qualified handicapped individual is solely, by reason of handicap,
excluded from the participation in, denied the benefits of, or subjected to discrimination under any
program or activity receiving Federal financial assistance.
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4. The RECIPIENT agrees to comply with the Americans with Disabilities Act (ADA) of 1990
(42 U.S.C. 12101 et. seq.). This act prohibits discrimination on the basis of disability in services,
programs and activities provided by State and Local governments entities.
5. "The RECIPIENT agrees that as a condition to the receipt of funds provided herein, and in
consideration of other benefits to be derived herefrom RECIPIENT covenants that it will have an
organization-wide audit made by an independent accounting firm for fiscal years which begin after
December 31, 1984, in accordance with the requirements, regulations, and exceptions prescribed
under the Single Audit Act of 1984, (31 U.S.C. 7501 et seq.), or OMB Circular A-110, and in
accordance with generally accepted government auditing standards. Further, RECIPIENT agrees
to provide one copy of any audit report so performed to the DEPARTMENT within 180 days
following each audit period and as soon as such report is available to RECIPIENT. All records and
financial statements as may be necessary to verify the proper accounting of federally financed
programs shall be made available to the DEPARTMENT or its agents upon reasonable notice."
D. The RECIPIENT and the DEPARTMENT mutually agree:
1. That project work is limited to the historic preservation project only and that no development
and/or physical improvements are allowable.
2. Any publications, exhibits, public announcements, news releases or presentations related to the
project shall acknowledge Federal assistance substantially as follows: This [name of
project/product] has been financed in part with Federal funds from the National Park Service,
U. S. Department of Interior, through the Historic Preservation Division of the Georgia
Department of Natural Resources. However, the contents, opinions, and recommendations
expressed in this [project/product] do not necessarily reflect the views or policies of the
Department of the Interior or the Georgia Department of Natural Resources, nor does the
mention of trade names, commercial products or consultants constitute endorsement or
recommendation by these agencies. This program receives Federal financial assistance for
identification and protection of historic properties. Under Title VI of the Civil Rights Act of
1964 and Section 504 of the Rehabilitation Act of 1973, and the Age Discrimination Act of
1975, as amended, the U.S. Department of the Interior prohibits discrimination on the basis of
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race, color, national origin, age, gender or disability in its federally-assisted programs. If you
believe you have been discriminated against in any program, activity, or facility as described
above, or if you desire further information, please write to: Office for Equal Opportunity,
National Park Service, 1849 C Street, N. W., Washington, D.C. 20240.
3. That any publication produced with the assistance of this grant or matching funds must have prior
approval by the DEPARTMENT and the National Park Service.
4. That this Agreement is based upon the condition that if the RECIPIENT fails to perform fully that
which it herein agrees to perform this Agreement shall be void and of no effect and in such event,
any funds thus far paid by the DEPARTMENT to the RECIPIENT shall be returned except as
provided in paragraphs D5 and D6 below, and shall be due and owing to the DEPARTMENT; but
if such condition is fully and truly performed, this Agreement shall be and remain in full force
and effect. That the failure of the DEPARTMENT at any time to require performance by the
RECIPIENT of any provision hereof, shall in no way affect the right of the DEPARTMENT
thereafter to enforce the same, nor shall the waiver by the DEPARTMENT of any breach of any
provision hereof be taken or held to be a waiver of any succeeding breach of such provision, or as
a waiver of the provision itself.
5. If through any cause, the RECIPIENT shall fail to fulfill in timely and proper manner the
obligation under this Agreement, or if the RECIPIENT shall violate any of the covenants,
agreements, or stipulations of this Agreement, the DEPARTMENT shall thereupon have the right
to terminate this Agreement by giving written notice to the RECIPIENT of such termination and
specifying the effective date thereof at least five (5) days before the effective date of such
termination. In that event, all finished or unfinished documents, data, studies, surveys, drawings,
maps, models, photographs, and reports prepared by the RECIPIENT shall, at the option of the
DEPARTMENT, become the property of the DEPARTMENT, and the RECIPIENT shall be
entitled to receive just and equitable compensation for any satisfactory work completed on such
documents and other materials. Notwithstanding the above, the RECIPIENT shall not be relieved
of liability to the DEPARTMENT for damages sustained by the DEPARTMENT by virtue of any
breach of this Agreement by the RECIPIENT, and the DEPARTMENT may withhold any
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payments to the RECIPIENT, for the purpose of setoff until such time as the exact amount of
damages due the DEPARTMENT from the RECIPIENT is determined.
6. The DEPARTMENT may terminate this Agreement at any time by giving written notice to the
RECIPIENT of such termination and specifying the effective date thereof at least fifteen (15) days
before the effective date of such termination. In that event, all finished or unfinished documents
and other materials shall, at the option of the DEPARTMENT, become its property. If this
Agreement is terminated by the DEPARTMENT as provided in this paragraph, the RECIPIENT
will be paid an amount which bears the same ratio to the total compensation as the services
actually performed bear to the total services of the RECIPIENT covered by this Agreement, less
payments of compensation previously made.
7. Except as otherwise provided in paragraphs D5 and D6 above, all rights, title and interest in all
documents, data, studies, surveys, drawings, maps, models, photographs, and reports prepared by
RECIPIENT pursuant to this Agreement (hereinafter referred to as the “project materials”),
including without limitation any copyright, title, trademark and intellectual property rights in and
to the project materials, shall remain with RECIPIENT. RECIPIENT reserves unto itself all rights
of every kind and nature except those expressly granted to DEPARTMENT herein. RECIPIENT
hereby grants to DEPARTMENT a perpetual, nonexclusive, nontransferable, royalty free, license
to use, copy, maintain and modify the project materials, in whole or in part, and to incorporate the
project materials, in whole or in part, into other works.
8. If the RECIPIENT is a nonprofit contractor as defined in O.C.G.A. 50-20-2, the RECIPIENT
agrees to comply with the provisions of O.C.G.A. 50-20-1 through 50-20-8, and in particular the
requirements of O.C.G.A. 50-20-3, and with such further instructions and requirements that the
State of Georgia may subsequently require in the implementation of said audit and financial
statement provisions.
9. The parties to this Agreement certify that the provisions of law regarding conflicts of interest of
public officials and employees as set forth at O.C.G.A. 45-10-20 through 45-10-28 have not and
will not be violated in any respect in regard to this Agreement.
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10. The RECIPIENT covenants that it presently has no interest and shall not acquire any interest,
direct or indirect, which would conflict in any manner or degree with the performance of services
required to be performed under this Agreement. The RECIPIENT further covenants that in the
performance of this Agreement no person having such interest shall be employed.
11. This Agreement is at all times subject to applicable State and Federal laws, standards and/or rules
and regulations now existing or which may be hereafter enacted and/or adopted.
12. This Agreement and all rights, privileges and responsibilities shall be interpreted and
construed according to the laws of the State of Georgia.
13. Neither the performance nor the proceeds of this Agreement may be assigned except with the
prior written consent of the Commissioner of the DEPARTMENT. This Agreement
represents the sole and complete agreement between the parties hereto and may be amended,
changed or modified only by a written document signed by both Parties, hereto.
14. This Agreement represents the sole and complete agreement between the parties hereto and may
be amended, changed or modified only by a written document signed by both Parties, hereto.
15. This Agreement is executed in two (2) counterparts, each of which is deemed an original of equal
dignity with the other and which is deemed one in the same instrument as the other.
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IN WITNESS WHEREOF, the Parties have caused this Agreement to be signed as of the day and year
first above written.
GEORGIA DEPARTMENT OF NATURAL RESOURCES
________________________ By _____________________________________
Witness Dr. David Crass, Division Director
RECIPIENT: AUGUSTA, GEORGIA
________________________ By _____________________________________
Witness Printed or Typed Name: Deke S. Copenhaver___
Printed or Typed Title: Mayor____________
(Seal)
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EXHIBIT A
CITY OF AUGUSTA
HISTORIC RESOURCES SURVEY
SUMMERVILLE HISTORIC DISTRICT, PHASE TWO
SCOPE OF WORK
The RECIPIENT will conduct a comprehensive historic resources survey of a minimum of 650 buildings,
structures, and objects, constructed before 1971, and located within the Summerville neighborhood in the city
of Augusta.
All project work shall conform to the Secretary of the Interior's Standards for Archaeology and Historic
Preservation. All work shall also conform to the National Register Bulletin 24 (Guidelines for Local Surveys:
A Basis for Preservation Planning) and to the Georgia Historic Resources Survey Manual.
The RECIPIENT will insure that consultant(s) meet professional requirements according to the Secretary of the Interior’s Professional Qualification Standards (36 CFR Part 61) and possess the following:
1. A thorough knowledge of and familiarity with American architectural history;
2. Demonstrated experience in research and description of historic resources and conducting
architectural surveys;
3. A thorough knowledge of and familiarity with the Georgia Historic Resources Survey Manual,
the NAHRGIS database, and survey procedures;
4. Demonstrated writing skills; and
5. Experience with digital photography.
The RECIPIENT will ensure that consultant(s) is familiar with new data categories and procedures for the
revised/updated GNAHRGIS program which launched Summer 2012.
The RECIPIENT will have all survey data and digital photographs entered in the Natural, Archaeological, and Historic Resources Geographic Information Systems (NAHRGIS) online database within the contract period.
All items and data groups in NAHRGIS will be completed for each resource surveyed and a minimum of two
(2) digital photographs per resource. NAHRGIS is an online, web-based, GIS database. Resource information
is entered and stored via the NAHRGIS website. Printed (hard copy) resource “forms” are not required and are
not reimbursable as part of this grant.
The RECIPIENT will provide one (1) set of survey area map(s) with surveyed resources indicated and keyed to
the NAHRGIS resource identification number. The map will indicate legal parcels, street names, and be at a
scale of 1” = 200’.
The RECIPIENT will provide six (6) final copies and one electronic CD/DVD copy of the survey report to the
DEPARTMENT within the contract period.
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A survey report will be prepared and will include:
Executive summary, which includes the total number of surveyed resources;
Project description, including how the survey was funded, who sponsored the survey, the name of
the surveyor, and a clear statement of the boundaries of the Phase One area surveyed, and the total
number of surveyed resources for Phase One;
Summary of previous preservation projects, including previous survey efforts, local designations,
National Register listings, and other historic preservation planning efforts;
Survey methodology and results, including the fieldwork techniques and research methods employed while conducting the survey, the total number of surveyed resources broken into
appropriate categories and references to previous surveys, and analysis of survey results;
Developmental history, a brief written account of how the area developed over time and how it
reflects distinctive aspects of Georgia’s history;
Architectural analysis, including the main building types, main architectural styles, local
architectural character, some general observations, and local eccentricities;
Any proposed changes to the existing National Register boundary for the Summerville Historic District based on Phase Two of the survey. A clear statement that this survey does not change the existing Summerville Historic District National Register nomination in any way
including but not limited to contributing/noncontributing status; period of significance;
boundaries; and/or additional documentation must be included in the survey report. Any
amendments, additional information, increase or decrease of boundaries must be made through the
formal National Register of Historic Places process as outlined in 36 CFR 60, as amended.
All project development by the RECIPIENT shall be reviewed by the DEPARTMENT. The review process
includes reviewing and approving consultant selection, the consultant contract, NAHRGIS data, first draft of
the survey report, subsequent drafts of the survey report, final draft of the survey report, and other materials
determined necessary during project development.
The RECIPIENT will complete project work by the following due dates:
November 1, 2013 Approximately 25% of surveyed resource data entered into GNAHRGIS
January 1, 2014 Approximately 50% of surveyed resource data entered into GNAHRGIS
March 1, 2014 Approximately 75% of surveyed resource data entered into GNAHRGIS
April 1, 2014 First Draft of Survey Report Submitted in hard copy format to the DEPARTMENT for review and comment
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June 1, 2014 Second Draft of Survey Report Submitted in hard copy format to the
DEPARTMENT for review and comment, as necessary Final version of one (1) set of survey map(s) submitted for approval by the DEPARTMENT
August 15, 2014 Final Survey Report Submitted to the DEPARTMENT in hard copy format six (6)
copies and one (1) electronic CD/DVD
All GNAHRGIS data and digital photographs for each resource completed
BUDGET
FEDERAL SHARE $12,000.00 MATCHING SHARE 8,000.00 TOTAL $20,000.00
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Item # 4
RESOLUTION
STATE OF GEORGIA COUNTY OF RICHMOND
WHEREAS, at the regular meeting of the Augusta Commission, held on the _ ___day of
___________, 2013, a motion was made, duly seconded, and unanimously adopted that the Augusta Commission agrees to the terms of the contract for a state grant in the
amount of $12,000.00 between the Georgia Department of Natural Resources and the
City of Augusta, Georgia to do the work described in the Scope of Work for the
Summerville Historic Resources Survey, Phase 2 and authorizes Mayor Deke
Copenhaver to execute said contract and any subsequent amendments on behalf of the City of Augusta, Georgia.
ATTEST:
CITY OF AUGUSTA
_____________________________ RICHMOND COUNTY, GEORGIA
Clerk of Commission
BY: __________________________
Mayor, City of Augusta, Georgia
(Seal)
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Item # 4
CERTIFICATION
I certify that the above is a true and correct copy of the Resolution duly adopted by the
Augusta Commission on the date stated in the Resolution.
I further certify that I am the Clerk of Commission and that said Resolution has been
entered in the official records of Augusta, Georgia and remains in full force and effect this __________ day of __________________, 2013.
Clerk’s Signature _________________________________
Federal Employer’s Identification # _______________________________________________
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Item # 4
Finance Committee Meeting
5/28/2013 12:55 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Finance Committee held on
May 13, 2013.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 5
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Item # 5
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Item # 5
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Item # 5
Finance Committee Meeting
5/28/2013 12:55 PM
Motion to approve account transfer within Probate Court budget
Department:Probate Court
Caption:Motion to approve account transfer within Probate Court budget
pursuant to Augusta Code Section 2-3-8(b).
Background:The Probate Judge of Richmond County is an elected
Constitutional County Officer. As such, Augusta, Georgia has the
authority, within certain restrictions, to set the budget for the
office of the Probate Judge. However, once that budget is set, the
Probate Judge has the authority to decide how those funds are
spent. The current Probate Judge has decided to use additional
funds for salary pruposes. Pursuant to Augusta Code Section 2-3-
7, in order for the Finance Department to make the transfer from
an operational account to the salary account, they must have
Commission approval.
Analysis:Given that the Probate Judge has the money in his current budget
and is choosing to cut operational expenses to increase salaries
and is not seeking additional funds, the Probate Judge has the right
to do so.
Financial Impact:None
Alternatives:
Recommendation:Approve
Funds are Available
in the Following
Accounts:
101021810/5311111 101021810/5212123 This item is being
forwarded for discussion purposes by Finance. - dbw
REVIEWED AND APPROVED BY:
Finance.
Cover Memo
Item # 6
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 6
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Item # 6
Finance Committee Meeting
5/28/2013 12:55 PM
Savannah Riverkeeper
Department:Clerk of Commission
Caption:Presentation from the Savannah Riverkeeper regarding
public/private partnership and property lease. (Referred from May
13 Finance Committee)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 7
Finance Committee Meeting
5/28/2013 12:55 PM
Vishal Patel
Department:Clerk of Commission
Caption:Consider a request from Vishal Patel for a refund of the prior
owner's delinquent property taxes, penalties and late fees for the
property located at 1602 Gordon Highway.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 8
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Item # 8