HomeMy WebLinkAbout2021-12-13-Agenda MeetingSpecial Called Meeting Virtual- 12/13/2021- 2:00 PM
1. Motion to approve the price proposal and contract award with
Holland and Knight LLC, for State Lobbying and Representation
services in an amount not to exceed $102,000 annually. The
initial contract period is for one year that is renewable for up to
two additional one-year terms if desired by the governing body.
Approval to transfer $47,000 from FY2021 general fund
contingency to the Administrators office budget to partially fund
cost associated with the lobbyist firm’s services.
Attachments
2. Motion to approve the price proposal Option B received from
JBA Consulting Engineers, Inc. dba NV5 Consultants for
Professional Services Performance Contract Evaluation (RFQ
#21-249) not to exceed $260,000.
Attachments
3. Motion to authorize the Administrator to send a non-binding
statement of intent to Trane, Inc. expressing Augusta’s intent to
proceed with the Performance Contract and hold contract pricing
of $24,778,553 until February 28, 2022.
Attachments
4. Motion to authorize execution by the Mayor of the affidavit of
compliance with Georgia's Open Meeting Act.Attachments
www.augustaga.gov
Legal Administration Committee Meeting
12/13/2021 2:00 PM
contract award with Holland and Knight LLC, for State Lobbying
Department:Administration
Presenter:Administrator Odie Donal, II
Caption:Motion to approve the price proposal and contract award with
Holland and Knight LLC, for State Lobbying and
Representation services in an amount not to exceed $102,000
annually. The initial contract period is for one year that is
renewable for up to two additional one-year terms if desired by
the governing body. Approval to transfer $47,000 from FY2021
general fund contingency to the Administrators office budget to
partially fund cost associated with the lobbyist firm’s services.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
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1
FYI: Process Regarding Request for Proposals
Sec. 1-10-51. Request for proposals.
Request for proposals shall be handled in the same manner as the bid process as
described above for solicitation and awarding of contracts for goods or services with
the following exceptions:
(a) Only the names of the vendors making offers shall be disclosed at the proposal
opening.
(b) Content of the proposals submitted by competing persons shall not be
disclosed during the process of the negotiations.
(c) Proposals shall be open for public inspection only after the award is made.
(d) Proprietary or confidential information, marked as such in each proposal, shall
not be disclosed without the written consent of the offeror.
(e) Discussions may be conducted with responsible persons submitting a proposal
determined to have a reasonable chance of being selected for the award. These
discussions may be held for the purpose of clarification to assure a full
understanding of the solicitation requirement and responsiveness thereto.
(f) Revisions may be permitted after submissions and prior to award for the
purpose of obtaining the best and final offers.
(g) In conducting discussions with the persons submitting the proposals, there
shall be no disclosure of any information derived from the other persons
submitting proposals.
Sec. 1-10-52. Sealed proposals.
(a) Conditions for use. In accordance with O.C.G.A. § 36-91-21(c)(1)(C), the
competitive sealed proposals method may be utilized when it is determined in
writing to be the most advantageous to Augusta, Georgia, taking into
consideration the evaluation factors set forth in the request for proposals. The
evaluation factors in the request for proposals shall be the basis on which the
award decision is made when the sealed proposal method is used. Augusta,
Georgia is not restricted from using alternative procurement methods for
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2
obtaining the best value on any procurement, such as Construction
Management at Risk, Design/Build, etc.
(b) Request for proposals. Competitive sealed proposals shall be solicited through
a request for proposals (RFP).
(c) Public notice. Adequate public notice of the request for proposals shall be
given in the same manner as provided in section 1-10- 50(c)(Public Notice
and Bidder's List); provided the normal period of time between notice and
receipt of proposals minimally shall be fifteen (15) calendar days.
(d) Pre-proposal conference. A pre-proposal conference may be scheduled at
least five (5) days prior to the date set for receipt of proposals, and notice shall
be handled in a manner similar to section 1-10-50(c)-Public Notice and
Bidder's List. No information provided at such pre-proposal conference shall
be binding upon Augusta, Georgia unless provided in writing to all offerors.
(e) Receipt of proposals. Proposals will be received at the time and place
designated in the request for proposals, complete with bidder qualification and
technical information. No late proposals shall be accepted. Price information
shall be separated from the proposal in a sealed envelope and opened only
after the proposals have been reviewed and ranked.
The names of the offerors will be identified at the proposal acceptance;
however, no proposal will be handled so as to permit disclosure of the detailed
contents of the response until after award of contract. A record of all responses
shall be prepared and maintained for the files and audit purposes.
(f) Public inspection. The responses will be open for public inspection only after
contract award. Proprietary or confidential information marked as such in
each proposal will not be disclosed without written consent of the offeror.
(g) Evaluation and selection. The request for proposals shall state the relative
importance of price and other evaluation factors that will be used in the
context of proposal evaluation and contract award. (Pricing proposals will not
be opened until the proposals have been reviewed and ranked). Such
evaluation factors may include, but not be limited to:
(1) The ability, capacity, and skill of the offeror to perform the contract or
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3
provide the services required;
(2) The capability of the offeror to perform the contract or provide the
service promptly or within the time specified, without delay or
interference;
(3) The character, integrity, reputation, judgment, experience, and
efficiency of the offeror;
(4) The quality of performance on previous contracts;
(5) The previous and existing compliance by the offeror with laws and
ordinances relating to the contract or services;
(6) The sufficiency of the financial resources of the offeror relating to his
ability to perform the contract;
(7) The quality, availability, and adaptability of the supplies or services to
the particular use required; and
(8) Price.
(h) Selection committee. A selection committee, minimally consisting of
representatives of the procurement office, the using agency, and the
Administrator's office or his designee shall convene for the purpose of
evaluating the proposals.
(i) Preliminary negotiations. Discussions with the offerors and technical
revisions to the proposals may occur. Discussions may be conducted with the
responsible offerors who submit proposals for the purpose of clarification and
to assure full understanding of, and conformance to, the solicitation
requirements. Offerors shall be accorded fair and equal treatment with respect
to any opportunity for discussions and revision of proposals and such
revisions may be permitted after submission and prior to award for the purpose
of obtaining best and final offers. In conducting discussions, there shall be no
disclosure of information derived from proposals submitted by competing
offerors.
(j) From the date proposals are received by the Procurement Director through the
date of contract award, no offeror shall make any substitutions, deletions,
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4
additions or other changes in the configuration or structure of the offeror’s
teams or members of the offeror’s team.
(k) Final negotiations and letting the contract. The Committee shall rank the
technical proposals, open and consider the pricing proposals submitted by
each offeror. Award shall be made or recommended for award through the
Augusta, Georgia Administrator, to the most responsible and responsive
offeror whose proposal is determined to be the most advantageous to Augusta,
Georgia, taking into consideration price and the evaluation factors set forth in
the request for proposals. No other factors or criteria shall be used in the
evaluation. The contract file shall contain a written report of the basis on
which the award is made/recommended. The contract shall be awarded or let
in accordance with the procedures set forth in this Section and the other
applicable sections of this chapter.
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OFFICIAL
VENDORS Attachment
"B"
E-Verify
#
SAVE
Form Original 7 Copies Fee
Proposal
DENTOS US LLP
303 PEACHTREE STREET NE
SUITE 5300
ATLANTA, GA 30308
Yes 231591 Yes Yes Yes Yes
A.R. LONG COMPANY LLC
5605 VININGS RETREAT PASS SW
MABLETON, GA 30126
Yes 1764133 Yes Yes Yes Yes
HOLLAND & KNIGHT
1180 WEST PEACHTREE ST. NW
SUITE 1800
ATLANTA, GA 30309
Yes 166390 Yes Yes Yes Yes
ROBBINS GOVERNMENT
RELATIONS
500 14TH ST. NW
ATLANTA, GA 30318
Yes 1764066 Yes Yes Yes Yes
GEORGIA PUBLIC AFFAIRS
PO BOX 78602
ATLANTA, GA 30357
Yes 570625 Yes Yes Yes Yes
RFP Oppening - RFP Item #22-300 State Lobbying and
Legislative Representation Services
for Augusta, GA – Administrator's Office
RFP Date: Thursday, December 2, 2021 @ 11:00 a.m.
Total Number Specifications Mailed Out: 50
Total Number Specifications Download (Demandstar): 11
Total Electronic Notifications (Demandstar): 453
Georgia Procurement Registry: 13596
Total packages submitted: 5
Total Noncompliant: 0
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Request for Proposal
Request for Proposals will be received at this office until Thursday, December 2, 2021 @ 11:00 a.m. via ZOOM
Meeting ID: 831 7619 4686 Passcode: 428517 for furnishing:
RFP Item # 22-300 State Lobbying and Legislative Representation Services for Augusta, GA –
Administrator’s Office
RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams, Director
Augusta Procurement Department
535 Telfair Street - Room 605
Augusta, Georgia 30901
RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP
documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room
605, Augusta, GA 30901 (706-821-2422).
All questions must be submitted in writing by fax to 706 821-2811 or by email to
procbidandcontract@augustaga.gov to the office of the Procurement Department by Tuesday, November 23,
2021 @ 5:00 P.M. No RFP will be accepted by fax or email, all must be received by mail or hand delivered.
No RFP may be withdrawn for a period of 120 days after bids have been opened, pending the execution of contract
with the successful bidder(s).
Request for proposals (RFP) and specifications. An RFP shall be issued by the Procurement Office and shall include
specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and
conditions, applicable to the procurement. All specific requirements contained in the request for proposal
including, but not limited to, the number of copies needed, the timing of the submission, the required financial
data, and any other requirements designated by the Procurement Department are considered material conditions
of the bid which are not waivable or modifiable by the Procurement Director. All requests to waive or modify any
such material condition shall be submitted through the Procurement Director to the appropriate committee of the
Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFP number on the
outside of the envelope.
GEORGIA E-Verify and Public Contracts: The Georgia E-Verify law requires contractors and all sub-contractors on Georgia public
contract (contracts with a government agency) for the physical performance of services over $2,499 in value to enroll in E-Verify,
regardless of the number of employees. They may be exempt from this requirement if they have no employees and do not plan
to hire employees for the purpose of completing any part of the public contract. Certain professions are also exempt. All requests
for proposals issued by a city must include the contractor affidavit as part of the requirement for their bid to be considered.
Proponents are cautioned that acquisition of RFP documents through any source other than the office of the Procurement
Department is not advisable. Acquisition of RFP documents from unauthorized sources places the proponent at the risk of
receiving incomplete or inaccurate information upon which to base their qualifications.
Correspondence must be submitted via mail, fax or email as follows:
Augusta Procurement Department
Attn: Geri A. Sams, Director of Procurement
535 Telfair Street, Room 605
Augusta, GA 30901
Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle November 12, 18, 22, 2021
Metro Courier November 12, 2021
Revised: 8/11/2016
Attachment number 5 \nPage 1 of 1
Item # 1
DENTOS US LLP
303 PEACHTREE STREET NE
SUITE 5300
ATLANTA, GA 30308
A.R. LONG CO.
5605 VININGS RETREAT
PASS SW
MABLETON, GA 30126
HOLLAND & KNIGHT
1180 WEST PEACHTREE ST. NW
SUITE 1800
ATLANTA, GA 30309
ROBBINS GOVERNMENT
RELATIONS
500 14TH ST. NW
ATLANTA, GA 30318
GEORGIA PUBLIC AFFAIRS
PO BOX 78602
ATLANTA, GA 30357
DENTOS US LLP
303 PEACHTREE STREET NE
SUITE 5300
ATLANTA, GA 30308
A.R. LONG CO.
5605 VININGS RETREAT
PASS SW
MABLETON, GA 30126
HOLLAND & KNIGHT
1180 WEST PEACHTREE ST. NW
SUITE 1800
ATLANTA, GA 30309
ROBBINS GOVERNMENT
RELATIONS
500 14TH ST. NW
ATLANTA, GA 30318
GEORGIA PUBLIC AFFAIRS
PO BOX 78602
ATLANTA, GA 30357
Evaluation Criteria Ranking Points
1. Completeness of Response
• Package submitted by the deadline
• Package is complete (includes requested information as required
per this solicitation)
• Attachment B is complete, signed and notarized
N/A Pass/Fail PASS PASS PASS PASS PASS PASS PASS PASS PASS PASS
2. Qualifications & Experince (0-5)15 3.9 3.4 5.0 3.5 4.1 58.1 51.4 75.0 52.5 61.9
3. Organizaiton & Aproach (0-5)10 3.8 3.9 4.3 3.6 3.7 37.5 38.8 42.5 36.3 36.8
4. Scope of Services
Firms professional experience as representative and liaison
services as a State Representative Lobbyist to include but not
limited to the items listed under Section II Scope Statement of
Work, A.
(0-5)30 4.0 3.1 4.7 3.1 3.6 120.0 93.8 140.3 93.8 108.8
5. Financial Stability (0-5)5 4.8 4.0 5.0 4.3 4.4 23.8 20.0 25.0 21.3 21.9
6. References (0-5)5 4.0 4.5 4.5 4.3 4.3 20.0 22.5 22.5 21.3 21.3
Within Richmond County 5 10 0 0 0 0 0
Within CSRA 5 6 0 0 0 0 0
Within Georgia 5 4 5 5 5 5 5 20 20 20 20 20
Within SE United States (includes AL, TN, NC, SC, FL) 5 2 0 0 0 0 0
• All Others 5 1 0 0 0 0 0
25.4 23.9 28.4 23.8 25.1 279.4 246.4 325.3 245.0 270.5
8. Presentation by Team (0-5)10 0 0 0 0 0
9. Q&A Response to Panel Questions (0-5)5 0 0 0 0 0
Lowest Fees 5 10 5 5 0 50 0 0 50
Second 5 6 0 0 0 0 0
Third 5 4 5 5 0 0 20 20 0
Forth 5 2 0 0 0 0 0
Fifth 5 1 5 5 0 0 0 0
Total Phase 2 - (Total Maximum Ranking 15 -
Maximum Weighted Total Possible 125) 5 5 5 5 5 5 50 20 20 50
30.4 28.9 33.4 28.8 30.1 284.4 296.4 345.3 265.0 320.5
Procurement DepartmentRepresentative:_________Nancy Williams_________________________________
Procurement Department Completion Date: 12/6/21
RFP Item #22-300 State Lobbying and Legislative Representation Services
for Augusta, GA - Administrator's Office
RFP Date: Friday, December 3, 2021 @ 1:00 p.m.
7. Proxomity to Area (Ony choose 1 line according to the location of the company - enter the ranking value for the one line only)
Phase 2 (Option - Numbers 8-9) (Vendors May Not Receive Less Than a 3 Ranking in Any Category to be Considered for Award)
Internal Use Only
Evaluator: Cumulative Date: 12/6/21
10. Cost/Fee Proposal Consideration (only choose 1 line according to dollar value of the proposal in relation to all fee proposals - enter the point value for the one line only)
Phase 1 Total - (Total Maximum Ranking 30 -
Maximum Weighted Total Possible 375)
Vendors
Phase 1 Ranking of 0-5 (Enter a number value between 0 and 5)
Scale 0 (Low) to 5 (High) Weighted Scores
Total Cumulative Score
(Maximum point is 500)
Total (Total Possible Score 500) Total (May not Receive Less Than a 3 Ranking in Any Category to be
Cost/Fee Proposal Consideration
Attachment number 6 \nPage 1 of 1
Item # 1
Legal Administration Committee Meeting
12/13/2021 2:00 PM
Approve Price Proposal for Contract Evaluation - RFQ 21-249
Department:Central Services - Facilities
Presenter:Takiyah A. Douse
Caption:Motion to approve the price proposal Option B received from
JBA Consulting Engineers, Inc. dba NV5 Consultants for
Professional Services Performance Contract Evaluation (RFQ
#21-249) not to exceed $260,000.
Background:An RFP was submitted for the Professional Services
Performance Contract Evaluation. Two vendors responded.
NV5 was selected by the evaluation committee to provide
performance contract evaluation services for the upcoming
Trane, Inc. performance contract.
Analysis:NV5 has proposed services to include construction oversight,
construction close out and limited performance period services.
With a potential investment of more than $25M, it is in
Augusta’s best interest to take advantage of the above services to
ensure our interest is protected.
Financial Impact:not to exceed $260K financed with the performance contract
Alternatives:(1) Approve the price proposal received from JBA Consulting
Engineers, Inc. dba NV5 Consultants for Professional Services
Performance Contract Evaluation (Bid #21-249) not to exceed
$260,000 ; (2) Do not approve the request
Recommendation:Approve the price proposal received from JBA Consulting
Engineers, Inc. dba NV5 Consultants for Professional Services
Performance Contract Evaluation (Bid #21-249) not to exceed
$260,000
Funds are
Available in the
not to exceed $260K financed with the performance contractCover Memo
Item # 2
Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 2
Aldo Mazzaferro, PE, CEM, CEA
Executive Director of Business Development
NV5 Energy Efficiency Services
32 Old Slip, Suite #401
New York, NY 10005
Aldo.mazzaferro@NV5.com
C: 516.567.2337
PRICE PROPOSAL (BAFO) FOR PROFESSIONAL SERVICES PERFORMANCE
CONTRACT EVALUATION SOLUTION FOR AUGUSTA, GA – CENTRAL
SERVICES DEPARTMENT / RFQ#21-249
PROPOSAL NUMBER P63021-0007023.00
NOVEMBER 30TH, 2021
Prepared For:
CITY OF AUGUSTA, GEORGIA
Geri A. Sams, Director
Augusta Procurement Department
535 Telfair Street – Room 605
Augusta, Georgia 30901
(610) 570-5350
Attachment number 1 \nPage 1 of 13
Item # 2
NV5 Proposal No. P63021-0007023.00
Page 2 of 13
November 30th, 2021
Geri A. Sams, Director
Augusta Procurement Department
535 Telfair Street – Room 605
Augusta Georgia 30901
Subject: Price Proposal – Best and Final Offer (BAFO) for Performance Contract Evaluation
NV5 Proposal No. P63021-0007023.00
Dear Ms. Sams:
We appreciate the time the City of Augusta representatives have spent on our previous calls to discuss this opportunity.
Thank you for requesting our services for your ESPC project. In accordance with your request, JBA Consulting Engineers,
Inc. dba NV5 Consultants (NV5) is pleased to offer our Best and Final Offer (BAFO) Price Proposal for the following
professional services. For clarity, our BAFO is presented as Options A & B as follows
Option A - Phase 1 – Performance Contract Evaluation
Option B – Phases 1-3 – Performance Contract Evaluation, Construction Oversight & Close-out Services, and First Year
Performance Period Services
PROJECT BACKGROUND
We understand the project as proposed will impact nearly 80 facilities across the City, generate over $1 Million in annual
savings, and invest nearly $25 Million in Energy Conservation Measures. Based on our discussions, we also understand
the City is seeking to sign a Letter of Intent to execute the PACT with the ESCO (Trane) by December 31st, 2021. Afterwards,
the full contract will be executed upon finalization of legal, financial, and technical terms and conditions of both the PACT
and the Investment Grade Audit (IGA). However, the PACT, IGA, and the Financing Agreement need to be approved by
February 28th, 2022.
SCOPE OF SERVICES
We are proposing two options for our Scope of Services:
Option A is to perform only our Phase 1 – Performance Contract Evaluation. This will be done in two phases: (A) Initial
Evaluation & (B) Detailed Review & Negotiation of IGA & PACT. This is modified from our typical approach since the draft
IGA has already been completed and there is an expedited timeline.
Phase 1 – Performance Contract Evaluation
(A) – Initial Evaluation of Investment Grade Audit & PACT Agreement proposed by Trane
1. Conduct an initial review of the IGA & PACT submitted by Trane and provided to NV5 via DropBox on November
19th, 2021. The goal of the cursory review is to identify any and all potential, “showstoppers” or “deal breakers”
that may prevent the City from executing a Letter of Intent (LOI) to Execute the PACT by December 31st, 2021.
2. The scope of the initial review will include some or all of the following activities:
a. Confirmation that all the proper documentation and components of an ESPC are included in the IGA and
PACT
b. Confirmation that industry best practices have been employed by Trane in the development of the IGA,
the proposed scope of work, and the costs/savings for each Energy Conservation Measure (ECM)
c. Cursory review of the proposal’s various cost components including development costs, ECM costs, on-
going services, etc.
Attachment number 1 \nPage 2 of 13
Item # 2
NV5 Proposal No. P63021-0007023.00
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d. Preliminary evaluation of proposed savings for individual Energy Conservation Measures (ECMs) including
methodology, baseline assumptions, future conditions, etc.
e. Review proposed approach to Measurement & Verification with adherence to the industry’s best practices
and standardized protocols
f. Participation in calls with the City’s technical, financial, and legal representatives to address questions
related to the ESPC, this specific proposal, terms, and/or conditions. Additionally, participate in calls with
Trane as needed to expeditiously address any concerns or confusion from our initial findings.
g. Upon completion of initial review, NV5 will issue a formal recommendation based on our findings including
next steps.
3. Timeline
a. Our initial review will require approximately 2 weeks of effort from our team. Accordingly, we have
expedited preparation of this proposal, so that the City can bring this to council for approval at the
December 7th meeting.
b. If the proposal is approved on December 7th, we ask that the City please execute and return this
agreement by Friday, December 10th, 2021, so that we can provide you with our initial findings and
recommendation for next steps by Friday, December 24th, 2021.
c. Please note: Although it is unlikely, if our initial findings result in the City choosing not to proceed with
executing the LOI, our fees for this portion of the work (Phase 1 – A) are presented below.
(B) – Detailed Evaluation of Investment Grade Audit & PACT Agreement proposed by Trane
1. Conduct a detailed technical and financial evaluation of all proposal components, files, attachments, appendices,
terms, and conditions. Additionally, NV5 team will assist your legal counsel in the legal negotiations of the contract.
At the conclusion of this phase, NV5 will issue an executive summary of our findings and recommendations for
next steps.
2. The detailed scope of work for Phase 1(B) is as follows:
a. Participate in an introductory call with Trane and the City of Augusta to discuss project objectives,
information requests, engineering methodologies, and expectations of cooperation, communication,
review and response timeframes, etc. After the call we will prepare a Request for Information (RFI) based
on outstanding information.
b. Conduct review of information submitted by Trane and submit a report that will include an Executive
Summary of our findings, and a Comment/Response/Resolution (CRR) log with the details of our initial
findings, as well as which items that still must be supplied. We will use our CRR log to work with Trane and
the City to resolve any questions or additional RFIs.
c. Once Trane has submitted all requested information (listed above) in full, NV5 will conduct a
comprehensive review of the Revised IGA focusing on validating energy savings calculations (review
energy simulation models), Baseline calculations, Commissioning Plan, M&V Plan, Risk-Responsibility-
Performance Matrix (RRPM), O&M Plan, and Close-out and Training plans. We will also conduct a cost-
reasonableness check on Trane’s price buildup.
d. Participate in “Workshops” with Trane and the City officials to discuss Baseline development, ECM
development, Cx Plan, M&V Plan, O&M Plan, PIR / Close-out / Training Plan.
e. NV5 will review the existing facility/facility baseline calculations along with associated supporting
information such as field data/measurements/data logging, light level readings, equipment inventories,
historical utility/metering analysis, facility descriptions, etc. If Trane is using spreadsheets, we will review
the live MS Excel spreadsheets, with intact formulae, so we can check the calculation logic. If Trane is
utilizing a computer energy simulation model, NV5 will ensure this powerful tool is being constructed and
utilized properly to depict the proposed ECM intent/scope of work and the proposed energy usage and
costs (and associated savings). This task is unique to NV5 in an Owner’s Agent role and has been
immensely useful in uncovering mistakes in savings estimates, providing the City with tremendous value.
f. NV5 will review Trane’s proposed ECMs and draft scope of work, energy savings calculation projections,
utility escalation rates, etc. NV5 will work with the City reps to determine if the proposed ECMs and
technologies are appropriate for the facilities and other energy-using systems, and for the maintenance
staff to maintain over the contract term. NV5 will review any preliminary project and ECM cost estimates
to ensure reasonableness. NV5 will facilitate appropriate discussions regarding inclusion of proposed
ECMs and projected savings as part of the overall proposed program. We will make sure discussions
include all ECMs being evaluated, intended to be evaluated, or determined by Trane to not be cost-
effective, so that the City can be the ultimate decision maker on which ECMs will be included for further
evaluation and ultimate inclusion in final project.
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Item # 2
NV5 Proposal No. P63021-0007023.00
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g. NV5 will review the parameters and measurement strategies of the M&V plan to determine if they are in
line with appropriate measurement and verification protocols and guidelines as defined by the
International Performance Measurement & Verification Protocols (IPMVP) for each piece of equipment
and/or system, without unnecessarily burdening the project with extra costs. Specifically, NV5 evaluates
the performance measurement strategies to ensure that the appropriate level of rigor and accuracy is
used to protect the City and fulfill the intent of the contractual requirements. NV5 will evaluate the risk
and cost of the performance measurement strategies and detailed project specific M&V plan according
to the methodology described in the M&V guidelines.
h. NV5 will review the proposed Commissioning Plan submitted by Trane to ensure it meets ESPC industry
best practices. A robust and transparent commissioning process is key to the success of any ESPC project.
i. NV5 will review Trane’s project cost buildup for accuracy and compliance with industry standards using
our experience with 150+ other ESPC projects we have overseen. This includes a thorough analysis of the
whole project cost pro forma to ensure reasonableness of subcontractor costs, and proper application of
expected and negotiated design, construction management, commissioning, measurement & verification,
O&M oversight, and training fees, as well as overhead and markups.
j. NV5 will work with the City and Trane to develop the Risk/Responsibility/Performance Matrix which clearly
explains all of the main risks associated with the development, implementation, and monitoring of the
ESPC, and details who is responsible for mitigating each risk throughout the contract term.
k. Discussions and review will also include the key economic and cash flow assumptions being utilized by
Trane for the total project, such as contract term, escalation rates, financing rate, payment methods, etc.
l. NV5 will submit our comments for the IGA through a Comment/Response/Resolution document, which
tracks all comments and questions until they are resolved to the satisfaction of the City and NV5; this later
will become an appendix in the ESA to memorialize final agreements reached on issues.
m. NV5 will conduct a detailed analysis of the Final IGA report and prepare a list of questions, and
clarifications for Trane to address. We will also review the City’s comments and combine them with NV5's
to submit to Trane. We will follow-up with Trane until all the questions have been answered to the
satisfaction of NV5 and the City.
n. Review the Draft Energy Services Agreement (ESA) and assist the City in negotiating and executing the
ESA and Financing Agreement. It is important to ensure that the language in the ESA matches the risk
presented by the development and implementation of the proposed ECMs. We will also check that the
information presented in the IGA gets fully and accurately transferred into the appropriate appendices in
the ESA.
3. Timeline
a. Depending on the time it takes for Trane to submit the requested information in the format required and
how long it takes to resolve IGA and ESA review comments with Trane, the timeframe to complete the
Phase 1 Services tasks could range from 21 to 60 days.
NV5 is only providing the expressly identified foregoing services and as such NV5 shall not be responsible or liable for
any other area or portion of the Project.
*End of Option A Services*
Option B is to perform comprehensive services. This include the services described in Phase 1 above, but also Phases 2 &
3 as presented below. Comprehensive Owner’s Representative (OR) services are considered best practice in the ESPC
industry and our service pays for itself when we are involved throughout the project. A simple, static evaluation of an IGA is
rarely sufficient to protect an Owner during a complex ESPC project across many facilities. This is especially true when the
Owner is investing millions of dollars and it is expecting millions of dollars in future savings to pay for the project.
Phase 2 – Construction Oversight & Close-out Services
1. Construction
a. Attend all construction meetings hosted by Trane and/or City staff
b. Review all subcontractors
c. Review proposed ECM designs and all submittals of equipment for ECMs to ensure efficiency, energy
savings and environmental benefits can be realized.
d. Provide a system for tracking the resolution of any issues that are identified at such meetings.
e. Review and comment on the Trane’s baseline and planned schedule including but not limited to,
completeness, accuracy, conformance with the overall project milestones and the terms of the contract.
Attachment number 1 \nPage 4 of 13
Item # 2
NV5 Proposal No. P63021-0007023.00
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f. Provide written reports including photos for each site visit as requested.
g. Advise the City of any construction related issues or risks found in the field or determined by the site
visit.
h. Submit monthly reports to the City about the project, including but not limited to, progress of the work
against approved schedules, potential schedule approval and inspections.
i. Ensure all invoices are accurate and complete.
j. Assist the City in ensuring all required insurance certificates and other contractually required paperwork
has been submitted.
k. Monitor and report on any incomplete or nonconforming work.
2. Project Close-out
a. Assist the City in the preparation of a project punch list.
b. Ensure that the Trane has provided all the required contractual close-out documentation such as
operation and maintenance manuals, warranties, punch list close out, training, etc.
c. Review final requisitions from the Trane.
d. Review Trane’s management of all construction closeout requirements with the City.
e. Review Trane’s process to ensure that all final funding, incentive and/or reimbursement paperwork have
been properly submitted, processed by the applicable grantor and that the City awards have been
received.
f. Review Trane’s preparation and issuance of a final closeout report including a final reconciliation.
g. Compile all project related documentation representing a complete project record, including the as-builts
are turned over to the City.
Phase 3– Performance Period Services
1. During the first year of the performance period of the ESPC, NV5 will provide technical support to the City,
including the following tasks;
a. NV5 will review the monitored data during the first month of operation to ensure that all systems are
operating as expected and that the necessary M&V parameters are being generated and logged. During
the first year of operation, NV5 will review the quarterly performance and/or M&V reports and Trane
invoices to the City to ensure that the energy savings persist or if there are issues that they are identified
early on for resolution.
b. Review of select ECMs of Trane’s M&V Reports – NV5 will conduct a review of non-stipulated savings
ECMs of Trane’s M&V Report. We will submit comments to the City and Trane using our standard
Comment/Response/Resolution document. We will assist the City in the resolution of the comments to a
satisfactory conclusion.
c. If needed, NV5 will also make a brief visit to the City office to review comments with the City and to
conduct a short inspection of major ECMs to verify the integrity of the information in Trane’s report.
d. If significant operational changes occur, such as building renovations, etc., NV5 will assist the City with
any baseline adjustments that may be required.
e. NV5 will certify acceptance of annual M&V report following review with the City.
2. Handle miscellaneous emails and telephone calls regarding any other issues that may arise during the term of
the contract.
3. Perform a review of the M&V reports for Years 1-3 & issue an Executive Summary of our findings.
4. Additional Services to be considered: Perform annual review of M&V reports for years 4-20, as many years as
requested, and/or required by statute. Based upon our experience with past projects, we recommend a
minimum of 3 years.
REIMBURSABLE EXPENSES
1. Travel expenses for staff traveling to the City to include commercial airfare, car rental/ground transportation, hotel
accommodations and meals, and are included in the total below.
SUMMARY OF PROPOSED FEES
Option A - Performance Contract Evaluation Services
NV5 is usually involved from the beginning of the ESPC process, and we have a standard pricing methodology for ESPC
Attachment number 1 \nPage 5 of 13
Item # 2
NV5 Proposal No. P63021-0007023.00
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oversight from conception through IGA Finalization & Contract Execution. In those cases, we usually calibrate our fee to
between 20-25% of the ESCO’s IGA fee. In this case, since we were not involved in the development of the IGA or any other
prior phases of the project, we have de-rated our fee accordingly based on the estimated hours to complete our reviews.
Based on your request for a Best and Final Offer (BAFO) price proposal, we have reduced our FIXED FEE for Phase 1 to
$48,000.
This is a $12,000 (20%) reduction from our original proposal dated November 19th, 2021. Please note that we are offering
this not by reducing our scope of services, but by utilizing other, more cost-effective team members for some portions of
the work. By doing so, we are able to offer this reduced fee, continue to provide insight by our team of experts, and thereby
maintain our standards of service for the City.
OPTION A - SERVICES FEES
Performance Contract Evaluation Services
Phase 1 – IGA & PACT Evaluation & Negotiation
A – Initial Evaluation $7,200
B – Detailed Evaluation $40,800
Expenses (We don’t expect to incur any travel expenses in Phase 1) $0
TOTAL $48,000
Payments are due within thirty (30) days of submission of NV5’s statement of services.
Option B – Comprehensive Services
We have also developed a pricing proposal for comprehensive services. This includes the scope of services offered in
Phases 1, but also Phases 2, and 3. This is the best value for the City. The City will be investing over $24 Million in
anticipation of realizing nearly $30 Million in savings over the next 20 years. Our expertise and guidance throughout the
term of the project will protect your investment and our services can be incorporated into the project cost and paid for by
the savings, at no out-of-pocket cost to the City. If you have any questions as to how this can be structured, please don’t
hesitate to reach out.
SERVICES FEES
Comprehensive Services
Phase 1 – IGA & PACT Evaluation & Negotiation
A – Initial Evaluation Included
B – Detailed Evaluation Included
Phase 2 – Construction & Project Close-out Services Included
Phase 3 – Performance Period Services (Year 1-3) Included
Phase 3 – Performance Period Services (Years 4-20) TBD
Expenses Included
TOTAL 1% of Final Program Construction Cost
Payments are due within thirty (30) days of submission of NV5’s invoices. NV5 will submit invoices in accordance with the
following schedule:
• 20% upon Approval of PACT and Financial Agreement by City.
• 60% to be billed in accordance with percent complete of construction.
• 20% Upon Completion of Year 1 review of Measurement & Verification Report and Issuance of an Executive
Summary of Findings
In the event the City does not approve the PACT and Financing Agreement, NV5 shall submit a pro-rated invoice for our
services which shall not exceed $36,000. Payment is due within thirty (30) days of submission of invoice.
The hours and fees we have estimated are based on us receiving the full amount of information requested, in the format
requested, in a timely manner. Otherwise, we reserve the right to adjust our fees accordingly. Payment for work will not be
withheld by Client due to the lack of an executed proposal or contract. NV5 shall have the right to withhold any and all
Attachment number 1 \nPage 6 of 13
Item # 2
NV5 Proposal No. P63021-0007023.00
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deliverables until Client is made current on its payments, and shall be entitled to any collection costs and attorney’s fees
in connection with any outstanding payment amount
Authorization
All services will be conducted in accordance with this Proposal and the attached terms and conditions. To initiate services,
please complete and return the attached “Proposal Acceptance Agreement” form. Our Proposal will remain valid for
acceptance for up to 90-days from the date of this Proposal. Upon which, we reserve the right to modify the Proposal,
scope and fees.
We appreciate the opportunity to be of service to you.
Sincerely,
Aldo Mazzaferro PE, CEM, CEA
Executive Director of Business Development
NV5 Energy Efficiency Services
Attachment number 1 \nPage 7 of 13
Item # 2
NV5 Proposal No. P63021-0007023.00
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STANDARD TERMS AND CONDITIONS
1. J.B.A. Consulting Engineers Inc. dba NV5 (hereinafter “NV5”) will provide services for the Project as defined in the
attached proposal. NV5 shall not have any duties or responsibilities for any other part of the Project. The attached
proposal and these terms and conditions together shall be referred to as the “Agreement.”
2. NV5 shall not be responsible for the acts or omissions of the Client, Client’s other consultants, Contractor,
subcontractors, their agents or employees, or other persons performing any other portion of the Project.
3. NV5 shall recommend to Client that appropriate investigations, surveys, tests, analyses and reports be obtained
as necessary for the proper execution of NV5’s services.
4. Additional Services of NV5, not specifically included as part of the Scope of Services defined in the attached
proposal, and compensation for requested Additional Services, shall be mutually agreed upon in writing by the
Client and NV5 prior to commencement of such Additional Services.
5. NV5 shall perform services in a manner consistent with the level of care and skill ordinarily exercised by members
of NV5’s profession currently practicing in the same locality under similar conditions.
6. Consistent with NV5’s standard of care, NV5’s services shall comply to applicable laws, rules, codes, regulations
and orders of applicable governmental or public authority having jurisdiction over the Project in force at time of
issuance of the Construction Documents for building permit. Furthermore, Client and NV5 are aware that many
factors outside NV5’s control may affect NV5’s ability to complete the services to be provided under this
Agreement. NV5 will perform these services with reasonable diligence and expediency consistent with sound
professional practices. NV5 shall not be responsible for the methods, means or sequencing of any contractors or
any construction work related to the Project.
7. Irrespective of any other provision in any Agreement, nothing contained herein shall be construed:
a. to constitute a guarantee, warranty or assurance, either express or implied, that NV5’s services
will yield or accomplish a perfect outcome for the Project; or
b. to obligate NV5 to exercise professional skill or judgment greater than that which can reasonably
be expected from other consultants under similar conditions; or
c. as an assumption by NV5 of the liability of any other party.
8. On NV5’s request, if reasonably necessary for the performance of NV5’s services, the Client shall furnish services
of other consultants, information, surveys and reports required by law or the Construction Documents. The
services, information, surveys, and reports requested shall be furnished at no expense to NV5 and NV5 shall be
entitled to rely upon the accuracy and completeness thereof.
9. NV5 shall procure and maintain the following insurance on this Project: (1) Worker’s Compensation at statutory
limits: (2) Commercial General Liability at $1M each occurrence / $1M general aggregate; (3) Excess or Umbrella
Liability at $1M each occurrence and $2M general aggregate; (4) Professional Liability at $500,000 each claim
and $500,000 annual aggregate. NV5 shall deliver to Client a certificate of insurance (ACORD form) evidencing
this coverage.
Attachment number 1 \nPage 8 of 13
Item # 2
NV5 Proposal No. P63021-0007023.00
Page 9 of 13
10. Instruments of Service
a. Drawings, specifications, and other documents, including those in electronic form, prepared by NV5 are
Instruments of Service for use solely with respect to this Project. NV5 shall be deemed the author and
owner of NV5’s Instruments of Service and shall retain all common law, statutory and other reserved
rights, including copyrights.
b. Upon execution of this Agreement NV5 grants to Client a nonexclusive license to reproduce NV5’s
Instruments of Service for purposes of designing, administering, using and maintaining the Project,
providing the Client shall comply with all obligations, including prompt payment of all sums when due,
under this Agreement. Such license shall permit the Client to include NV5’s Instruments of Service in a
similar nonexclusive license to an Owner in a Prime Agreement, authorizing an Owner or an Owner’s
contractors or consultants to reproduce applicable portions of NV5’s Instruments of Service solely for the
purposes of constructing, using and maintaining this Project. Any termination of this Agreement prior to
completion of the Project shall terminate this license.
c. Except for the license granted above, no other license or right shall be deemed granted or implied. Client
shall not assign, delegate, sublicense, pledge or otherwise transfer any license granted herein to another
party without the prior written agreement of NV5.
d. Client shall not use the Instruments of Service for future additions or alterations to this Project or for other
projects, unless Client obtains the prior written agreement of NV5. Any unauthorized use, reuse or
modifications of the Instruments of Service shall be at the Client’s sole risk and without liability to NV5,
and Client agrees to defend, indemnify and hold harmless NV5 from all claims and damages arising out
of or purported to arise out of the use, reuse, or modification of the Instruments of Service.
11. Waiver of Consequential Damages - Neither NV5 nor the Client, their respective officers, directors, partners,
employees, contractors or subconsultants shall be liable to the other for, or shall make any claim for any incidental,
indirect or consequential damages arising out of or connected in any way to the Project or to this Agreement. This
mutual waiver of consequential damages shall include, but is not limited to, loss of use, loss of profit, loss of
business, loss of income, damage to reputation or any other consequential damages either party may have
incurred from any cause of action including negligence, strict liability, breach of contract and breach of strict or
implied warranty.
12. Sole Corporate Remedy - It is intended by the parties to this Agreement that NV5’s services in connection with the
Project shall not subject NV5’s individual shareholders, officers, directors, members, managers or employees to
any personal legal exposure for the risks associated with this Project. Therefore, and notwithstanding anything to
the contrary contained herein, the Client agrees that as the Client’s sole and exclusive remedy, any claim, demand
or suit shall be directed and/or asserted only against NV5 and not against any of the individual shareholders,
officers, directors, members, managers or employees.
13. Limitation of Liability - In recognition of the relative risks and benefits of the Project to both the Client and NV5
relating to NV5’s provision of services in accordance with this Agreement, the risks have been allocated such that
the Client agrees, to the fullest extent permitted by law, to limit the liability of NV5 for any and all claims, losses,
costs, damage of any nature whatsoever or claims expenses from any cause or causes, including attorneys’ fees
and costs and expert witness fees and costs, regardless of theories of liability or causes of action, so that the total
aggregate liability of NV5 to the Client shall not exceed the sum of $50,000 or NV5’s fee for the Project, whichever
is less.
14. Payment – NV5 shall invoice Client monthly for services rendered and for Reimbursable Expenses, and Client shall
make payment within thirty (30) days of submission of respective invoice(s). No deductions shall be made from
NV5’s compensation on account of penalty, liquidated damages or other sums withheld from payments to
contractors, or on account of the cost of changes in the Work other than those for which NV5 has been adjudged
to be liable. Client agrees that NV5 shall be entitled to reasonable attorney’s fees and costs of collection in addition
to any unpaid amounts due and owing to NV5 under this Agreement.
15. Termination - This Agreement may be terminated by the Client upon not less than seven (7) days’ written notice to
NV5 for the Client’s convenience and without cause. This Agreement may be terminated by either party upon not
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Item # 2
NV5 Proposal No. P63021-0007023.00
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less than seven (7) days’ written notice should the other party fail substantially to perform in accordance with the
terms of this Agreement through no fault of the party initiating the termination. In addition, if the Client fails to
make payments when due or otherwise is in breach of this Agreement, NV5 may, at its option, terminate this
Agreement for material breach or suspend performance of services upon five (5) calendar days’ notice to the Client.
NV5 shall have no liability whatsoever to the Client for any costs or damages as a result of such suspension caused
by any breach of this Agreement by the Client. Upon payment in full by the Client under a suspension, NV5 shall
resume services under this Agreement, and the time schedule and compensation shall be equitably adjusted to
compensate for the period of suspension. If the Client still fails to make payment or otherwise cure the breach
following a suspension of services, NV5 may terminate this Agreement upon an additional seven (7) days' notice.
16. The Client shall not transfer, subject, or assign the rights under or interest in this Agreement (including but not
limited to payments that are due or that may be due) to any other party without the prior written consent of NV5.
17. Nothing contained in this Agreement shall create a contractual relationship with or a cause of action in favor of a
third party against either the Client or NV5.
18. NV5 shall have the right to include photographic or artistic representations of the Project among NV5’s promotional
and professional materials, including but not limited to its website and tradeshow booths. NV5 shall be given
reasonable access to the completed Project to make such representations. NV5’s materials shall not include the
Client’s or Owner’s confidential or proprietary information if the Client has previously advised NV5 in writing of the
specific information considered by the Client or Owner to be confidential or proprietary.
19. Dispute Resolution - The parties agree to first try in good faith to settle any dispute arising out of or related to this
Agreement by mediation pursuant to the Construction Industry Mediation Rules of the American Arbitration
Association. If the claim or controversy is not settled by mediation, the claim or controversy may be resolved by
final and binding arbitration, if the parties so agree, or by civil litigation.
20. This Agreement shall be venued in Hartford County, CT and otherwise governed by the law of the State of
Connecticut.
21. This Agreement represents the entire and integrated agreement between Client and NV5 and supersedes all prior
negotiations, representations or agreements, either written or oral. This Agreement may be amended or modified
only by written instrument signed by both Client and NV5. If any term, condition, or covenant of this Agreement is
held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of this
Agreement shall be valid and binding on Client and NV5.
22. By executing this Agreement both parties acknowledge and agree that this Agreement has been freely negotiated
by both parties, and that, in any dispute over the meaning, interpretation, validity or enforceability of this Agreement
or any of its terms or conditions, there shall be no presumption whatsoever against either party by virtue of that
party having drafted this Agreement or any portion thereof.
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Item # 2
NV5 Proposal No. P63021-0007023.00
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2021 HOURLY RATE SCHEDULE - Effective January 1, 2021
Vice President $300.00
Sr. Engr/Exec. Dir $289.00
Project Facilitator $289.00
Senior Project Manager $250.00
Director $230.00
Project Manager $215.00
Senior Energy Engineer $180.00
Energy Engineer $150.00
Administrative $ 89.00
** The above rates are applicable to the 2021 calendar year. Rates may be adjusted for escalation beyond 2021.
Attachment number 1 \nPage 11 of 13
Item # 2
OFFICES NATIONWIDE
CONSTRUCTION QUALITY ASSURANCE • INFRASTRUCTURE ENGINEERING • ENERGY SERVICES • PROGRAM MANAGEMENT • ENVIRONMENTAL SERVICES
PROPOSAL ACCEPTANCE AGREEMENT
Description of Services: Performance Contract Evaluation Services (OPTION A)
Project Name:City of Augusta, GA - ESPC
Project Location:Augusta, GA
Proposal No.:P63020-0007023.00
Proposal Date:November 30, 2021
APPROVAL & PAYMENT OF CHARGES
Invoices will be charged and mailed to the account of:
Client:
Attention:
Address:
Email:
Telephone: Fax:
PROPOSAL ACCEPTED BY:
AUTHORIZED SIGNATURE:
NAME & TITLE:
DATE ACCEPTED:
PAYMENT TERMS: Payments are due within thirty (30) days of submission of NV5’s
statement of services.
Please remit payments to: P.O. Box 74008680, Chicago, IL 60674-8680
PROPERTY OWNER IDENTIFICATION (If other than above)
Name:
Address:
Telephone: Fax:
This Proposal Acceptance Agreement, the Scope of Services outlined in the proposal, Schedule
of Fees, and Standard Terms and Conditions constitute the entire agreement between the Client
and NV5 and supersede all prior written or oral understandings.
Attachment number 1 \nPage 12 of 13
Item # 2
PROPOSAL ACCEPTANCE AGREEMENT
Description of Services: Performance Contract Evaluation Services (OPTION B)
Project Name: City of Augusta, GA - ESPC
Project Location: Augusta, GA
Proposal No.: P63020-0007023.00
Proposal Date: November 30, 2021
APPROVAL & PAYMENT OF CHARGES
Invoices will be charged and mailed to the account of:
Client:
Attention:
Address:
Email:
Telephone: Fax:
PROPOSAL ACCEPTED BY:
AUTHORIZED SIGNATURE:
NAME & TITLE:
DATE ACCEPTED:
PAYMENT TERMS: Payments are due within thirty (30) days of submission of NV5’s
invoices in accordance with the schedule presented above.
Please remit payments to: P.O. Box 74008680, Chicago, IL 60674-8680
PROPERTY OWNER IDENTIFICATION (If other than above)
Name:
Address:
Telephone: Fax:
This Proposal Acceptance Agreement, the Scope of Services outlined in the proposal, Schedule
of Fees, and Standard Terms and Conditions constitute the entire agreement between the Client
and NV5 and supersede all prior written or oral understandings.
Attachment number 1 \nPage 13 of 13
Item # 2
Request for Qualifications
Request for Qualifications will be received at this office until Wednesday, November 3, 2021 @ 11:00 a.m. via ZOOM
Meeting ID: 842 2142 2757 Passcode: 613569 for furnishing:
RFQ #21-249 Professional Services Performance Contract Evaluation Solution for Augusta, GA – Central Services
Department
RFQs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams, Director
Augusta Procurement Department
535 Telfair Street - Room 605
Augusta, Georgia 30901
RFQ documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFQ
documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605,
Augusta, GA 30901.
All questions must be submitted in writing by fax to 706 821-2811 or by email to
procbidandcontract@augustaga.gov to the office of the Procurement Department by Tuesday, October 26, 2021, @
5:00 P.M. No RFQ will be accepted by fax or email, all must be received by mail or hand delivered.
No RFQ may be withdrawn for a period of ninety (90) days after qualifications have been opened, pending the
execution of contract with the successful vendor.
Request for qualifications (RFQ) and specifications. An RFQ shall be issued by the Procurement Office and shall
include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and
conditions, applicable to the procurement. All specific requirements contained in the request for qualification
including, but not limited to, the number of copies needed, the timing of the submission, the required financial
data, and any other requirements designated by the Procurement Department are considered material conditions
of the bid which are not waivable or modifiable by the Procurement Director. All requests to waive or modify any
such material condition shall be submitted through the Procurement Director to the appropriate committee of the
Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFQ number on the
outside of the envelope.
GEORGIA E-Verify and Public Contracts: The Georgia E-Verify law requires contractors and all sub-contractors on
Georgia public contract (contracts with a government agency) for the physical performance of services over $2,499 in
value to enroll in E-Verify, regardless of the number of employees. They may be exempt from this requirement if they
have no employees and do not plan to hire employees for the purpose of completing any part of the public contract.
Certain professions are also exempt. All requests for proposals issued by a city must include the contractor affidavit as
part of the requirement for their bid to be considered.
Proponents are cautioned that acquisition of RFQ documents through any source other than the office of the
Procurement Department is not advisable. Acquisition of RFQ documents from unauthorized sources places the
proponent at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
Correspondence must be submitted via mail, fax or email as follows:
Augusta Procurement Department
Attn: Geri A. Sams, Director of Procurement
535 Telfair Street, Room 605
Augusta, GA 30901
Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle October 14, 21, 25, 2021
Metro Courier October 14, 2021
Attachment number 2 \nPage 1 of 1
Item # 2
OFFICIAL
VENDORS Attachment
"B"
E-Verify
#
SAVE
Form Original 7 Copies
2KB ENERGY SERVICES
1389 PEACHTREE ST NE, SUITE 129
ATLANTA, GA 30309
Yes 1148896 Yes Yes Yes
J.B.A. CONSULTING ENGINEERS, INC.
DBA NV5 CONSULTANTS
200 SOUTH PARK ROAD, SUITE 350
HOLLYWOOD, FL 33021
Yes 455751 Yes Yes Yes
RFQ Opening - RFQ #21-249 Professional Services Performance Contract
Evaluation Solution for Augusta, GA – Central Services Department
Date: Wednesday, November 3, 2021 @ 11:00 a.m.
Total Number Specifications Mailed Out: 38
Total Number Specifications Download (Demandstar): 7
Total Electronic Notifications (Demandstar): 71
Georgia Procurement Registry: 1109
Total packages submitted: 2
Total Noncompliant: 0
Page 1 of 1
Attachment number 3 \nPage 1 of 1
Item # 2
2KB ENERGY SERVICES
1389 PEACHTREE ST NE,
SUITE 129
ATLANTA, GA 30309
J.B.A. CONSULTING
ENGINEERS, INC.
DBA NV5 CONSULTANTS
200 SOUTH PARK ROAD,
SUITE 350
HOLLYWOOD, FL 33021
2KB ENERGY SERVICES
1389 PEACHTREE ST NE,
SUITE 129
ATLANTA, GA 30309
J.B.A. CONSULTING
ENGINEERS, INC.
DBA NV5 CONSULTANTS
200 SOUTH PARK ROAD,
SUITE 350
HOLLYWOOD, FL 33021
Ranking of 0-5 (Enter a Ranking of 0-5 (Enter a Ranking of 0-5 (Enter a Ranking of 0-5 (Enter a
Evaluation Criteria Ranking Points Scale 0 (Low) to 5 (High) Scale 0 (Low) to 5 (High) Scale 0 (Low) to 5 (High) Scale 0 (Low) to 5 (High)
1. Completeness of Response
• Package submitted by the deadline
• Package is complete (includes requested information as
required per this solicitation)
• Attachment B is complete, signed and notarized
N/A Pass/Fail PASS PASS PASS PASS
2. Qualifications & Experience (0-5)25 4.5 5.0 112.5 125.0
3. Organization & Approach Include (0-5)25 3.3 4.9 81.3 121.9
4. Scope of Services
The vendor shall review the specifications, terms, conditions, and
all exhibits of the proposed Performance Contract with respect to
the owner’s best interests. Firm is to include specific details on the
following criteria:
a. The firm, organization, or company(ies) must be familiar
with the details and methodology used to develop energy
conservation-based performance contracts.
b. The principal assigned to the project by the submitting firm
shall have demonstrated experience in at least three (3) projects
similar in size and scope to the proposed work.
(0-5)25 2.8 5.0 68.8 125.0
5. Referenceds (0-5)5 3.3 3.8 16.3 18.8
6. Financial Stability (0-5)5 3.9 5.0 19.4 25.0
Within Richmond County 5 10 0 0
Within CSRA 5 6 0 0
Within Georgia 5 4 5 20 0
Within SE United States (includes AL, TN, NC, SC, FL) 5 2 5 0 10
• All Others 5 1 0 0
22.6 28.6 318.1 425.6
8. Presentation by Team (0-5)5 0 0
9. Q&A Response to Panel Questions (0-5)5 0 0
Total Phase 2 - (Total Maximum Ranking 10 -
Maximum Weighted Total Possible 50) 0 0 0 0
22.6 28.6 318.1 425.6
RFQ Evaluation Sheet
RFQ #21-249 Professional Services Performance Contract
Evaluation Solution for Augusta, GA – Central Services Department
RFQ Evaluation Meeting: Thursday, November 18, 2021 @ 9:00 a.m.
Total (Total Possible Score 500) Total (May not Receive Less Than a 3 Ranking in Any Category to be Considered for Award)
Vendors
Phase 1 Total - (Total Maximum Ranking 30 -
Maximum Weighted Total Possible 475)
Phase 1
7. Proximity to Area (only choose 1 line according to location of the company - enter the ranking value for the one line only)
Procurement DepartmentRepresentative:____Nancy Williams ________________________________________
Procurement Department Completion Date: __11/18/21__________________________
Phase 2 (Option - Numbers 8-9 (Vendors May Not Receive Less Than a 3 Ranking in Any Category to be Considered for Award)
Internal Use Only
Total Cumulative Score
(Maximum point is 525)
Evaluator: _______Cumulative ________________________ Date: ________11/18/21____________________
Attachment number 4 \nPage 1 of 1
Item # 2
TO:
FROM:
DATE:
SUBJECT:
Z ?":l:l*"*m:es Department
A 2700 peach Orchard Road, Augusta GA 30906
Q06) 828-7174 phone ff06)796_5077 Fax
MEMORANDUM(- )
-
ff"ms, Director, Procurement Department
<, Takiyah A. Douse, Director, Central Services Department
November 3012021
RFQ #21-249 Professional services performance contract Evaluation
Solution Recommendation of Award
Two vendors submitted compliant Statements of Qualifications for the referenced project onNovember 2,2021. The information presented by each firm was carefully reviewea Uy tt"Evaluation Committee on November 18, 2o2l.This qualifications-based assessment resulted inJ-'B'.A' Consulting Engineers, Inc dba NV5 Consultanis of Hollywood, Florida being selected asthe best qualified firm for this project.
on November 29,2021 the Evaluation Committee met with representatives of the selectedvendor to discuss contract terms, which details phases, services, length of time and associatedpayments. After receiving the vendor's best and final proposal, we i. in agreement and wouldlike to move forward.
The Central Services Deparhnent recommends award of the contract to NV5 Consultants.
Thank you for your assistance in this matter. Please do not hesitate to contact me with anyquestions.
TD/nd
LaQuona Sanderson
Attachment number 5 \nPage 1 of 1
Item # 2
Attachment number 6 \nPage 1 of 5
Item # 2
Attachment number 6 \nPage 2 of 5
Item # 2
Attachment number 6 \nPage 3 of 5
Item # 2
Attachment number 6 \nPage 4 of 5
Item # 2
Attachment number 6 \nPage 5 of 5
Item # 2
1
FYI: Process Regarding Request for Proposals
Sec. 1-10-51. Request for proposals.
Request for proposals shall be handled in the same manner as the bid process as
described above for solicitation and awarding of contracts for goods or services with
the following exceptions:
(a) Only the names of the vendors making offers shall be disclosed at the proposal
opening.
(b) Content of the proposals submitted by competing persons shall not be
disclosed during the process of the negotiations.
(c) Proposals shall be open for public inspection only after the award is made.
(d) Proprietary or confidential information, marked as such in each proposal, shall
not be disclosed without the written consent of the offeror.
(e) Discussions may be conducted with responsible persons submitting a proposal
determined to have a reasonable chance of being selected for the award. These
discussions may be held for the purpose of clarification to assure a full
understanding of the solicitation requirement and responsiveness thereto.
(f) Revisions may be permitted after submissions and prior to award for the
purpose of obtaining the best and final offers.
(g) In conducting discussions with the persons submitting the proposals, there
shall be no disclosure of any information derived from the other persons
submitting proposals.
Sec. 1-10-52. Sealed proposals.
(a) Conditions for use. In accordance with O.C.G.A. § 36-91-21(c)(1)(C), the
competitive sealed proposals method may be utilized when it is determined in
writing to be the most advantageous to Augusta, Georgia, taking into
consideration the evaluation factors set forth in the request for proposals. The
evaluation factors in the request for proposals shall be the basis on which the
award decision is made when the sealed proposal method is used. Augusta,
Georgia is not restricted from using alternative procurement methods for
Attachment number 7 \nPage 1 of 4
Item # 2
2
obtaining the best value on any procurement, such as Construction
Management at Risk, Design/Build, etc.
(b) Request for proposals. Competitive sealed proposals shall be solicited through
a request for proposals (RFP).
(c) Public notice. Adequate public notice of the request for proposals shall be
given in the same manner as provided in section 1-10- 50(c)(Public Notice
and Bidder's List); provided the normal period of time between notice and
receipt of proposals minimally shall be fifteen (15) calendar days.
(d) Pre-proposal conference. A pre-proposal conference may be scheduled at
least five (5) days prior to the date set for receipt of proposals, and notice shall
be handled in a manner similar to section 1-10-50(c)-Public Notice and
Bidder's List. No information provided at such pre-proposal conference shall
be binding upon Augusta, Georgia unless provided in writing to all offerors.
(e) Receipt of proposals. Proposals will be received at the time and place
designated in the request for proposals, complete with bidder qualification and
technical information. No late proposals shall be accepted. Price information
shall be separated from the proposal in a sealed envelope and opened only
after the proposals have been reviewed and ranked.
The names of the offerors will be identified at the proposal acceptance;
however, no proposal will be handled so as to permit disclosure of the detailed
contents of the response until after award of contract. A record of all responses
shall be prepared and maintained for the files and audit purposes.
(f) Public inspection. The responses will be open for public inspection only after
contract award. Proprietary or confidential information marked as such in
each proposal will not be disclosed without written consent of the offeror.
(g) Evaluation and selection. The request for proposals shall state the relative
importance of price and other evaluation factors that will be used in the
context of proposal evaluation and contract award. (Pricing proposals will not
be opened until the proposals have been reviewed and ranked). Such
evaluation factors may include, but not be limited to:
(1) The ability, capacity, and skill of the offeror to perform the contract or
Attachment number 7 \nPage 2 of 4
Item # 2
3
provide the services required;
(2) The capability of the offeror to perform the contract or provide the
service promptly or within the time specified, without delay or
interference;
(3) The character, integrity, reputation, judgment, experience, and
efficiency of the offeror;
(4) The quality of performance on previous contracts;
(5) The previous and existing compliance by the offeror with laws and
ordinances relating to the contract or services;
(6) The sufficiency of the financial resources of the offeror relating to his
ability to perform the contract;
(7) The quality, availability, and adaptability of the supplies or services to
the particular use required; and
(8) Price.
(h) Selection committee. A selection committee, minimally consisting of
representatives of the procurement office, the using agency, and the
Administrator's office or his designee shall convene for the purpose of
evaluating the proposals.
(i) Preliminary negotiations. Discussions with the offerors and technical
revisions to the proposals may occur. Discussions may be conducted with the
responsible offerors who submit proposals for the purpose of clarification and
to assure full understanding of, and conformance to, the solicitation
requirements. Offerors shall be accorded fair and equal treatment with respect
to any opportunity for discussions and revision of proposals and such
revisions may be permitted after submission and prior to award for the purpose
of obtaining best and final offers. In conducting discussions, there shall be no
disclosure of information derived from proposals submitted by competing
offerors.
(j) From the date proposals are received by the Procurement Director through the
date of contract award, no offeror shall make any substitutions, deletions,
Attachment number 7 \nPage 3 of 4
Item # 2
4
additions or other changes in the configuration or structure of the offeror’s
teams or members of the offeror’s team.
(k) Final negotiations and letting the contract. The Committee shall rank the
technical proposals, open and consider the pricing proposals submitted by
each offeror. Award shall be made or recommended for award through the
Augusta, Georgia Administrator, to the most responsible and responsive
offeror whose proposal is determined to be the most advantageous to Augusta,
Georgia, taking into consideration price and the evaluation factors set forth in
the request for proposals. No other factors or criteria shall be used in the
evaluation. The contract file shall contain a written report of the basis on
which the award is made/recommended. The contract shall be awarded or let
in accordance with the procedures set forth in this Section and the other
applicable sections of this chapter.
Attachment number 7 \nPage 4 of 4
Item # 2
Legal Administration Committee Meeting
12/13/2021 2:00 PM
TRANE Statement of Intent.
Department:Administration
Presenter:Administrator Odie Donald
Caption:Motion to authorize the Administrator to send a non-binding
statement of intent to Trane, Inc. expressing Augusta’s intent to
proceed with the Performance Contract and hold contract pricing
of $24,778,553 until February 28, 2022.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 3
Legal Administration Committee Meeting
12/13/2021 2:00 PM
Legal Meeting Affidavit
Department:
Presenter:
Caption:Motion to authorize execution by the Mayor of the affidavit of
compliance with Georgia's Open Meeting Act.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 4