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Home My WebLink About2012-01-30-Meeting Agendawww.augustaga.gov Public Safety Committee Meeting Commission Chamber- 1/30/2012- 12:45 PM PUBLIC SAFETY 1. Approve a Memorandum of Understanding (MOU) between Columbia County, GA and Augusta, GA to outline the processes and procedures required to operate two (2) separate 311/Customer Service and Information Centers with cross jurisdictional customer interaction. Attachments 2. Approve the utilization of rebanding reimbursements to pay for 2012 radio maintenance. Attachments 3. Approve the transfer of $120,000 from the fund balance into the Fire Department operational budget to complete the Fire Department Promotional Process. The RFP for the Fire Department Promotional Process has been completed and Selection Works has been recommended to perform this task. Attachments 4. Approve award of the Design/Build Construction of a new support structure for the Marshal's Substation. (Referred from January 9 Public Safety Committee) Attachments Public Safety Committee Meeting 1/30/2012 12:45 PM Approve Memorandum of Understanding (MOU) between Columbia County, GA and Augusta, GA. Department:Information Technology Caption:Approve a Memorandum of Understanding (MOU) between Columbia County, GA and Augusta, GA to outline the processes and procedures required to operate two (2) separate 311/Customer Service and Information Centers with cross jurisdictional customer interaction. Background:Columbia County, GA is currently operational with a 311/Customer Service and Information Center. Augusta, GA is in the process of implementing a system that will improve the dissemination of information to our constituents. This MOU is necessary to identify the method each jurisdiction will use to transfer calls to and from the other. Analysis:After implementation of this system, calls for each agency will be received by the other. This is due to the close proximity of cellular towers and central office locations that share a customer base in each jurisdiction. When this occurs, the guidelines set forth in this MOU will be used to handle these calls in the most efficient manner with the least inconvenience to the caller. Financial Impact:There is no cost associated with the approval of this MOU. Each agency will operate independently and without any financial impact to the other. Alternatives:Not approve MOU or request modifications to the proposed language. Recommendation:Approve Customer Service and Information Center/311 Memorandum of Understanding (MOU) between Columbia County, GA and Augusta, GA. Funds are Available in the Following Accounts:Cover Memo Item # 1 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 1 Memorandum of Understanding For 311 Operations by and between Columbia County, GA and City of Augusta, GA This Memorandum of Understanding (hereinafter referred to as “MOU”) is entered into this 31st day of January, 2012 (hereinafter referred to as the "Effective Date"), by and between Columbia County, GA (hereinafter referred to as "Columbia County"), and the City of Augusta, GA (hereinafter referred to as "Augusta"). WHEREAS, Augusta is political subdivision of the State of Georgia, with a mission to deliver 311 services to its citizens with respect to all matters. Augusta desires to work with Columbia County to provide 311 services to all customers in the most effective and professional manner. WHEREAS, Columbia County is political subdivision of the State of Georgia, with a mission to deliver 311 services to its citizens with respect to all matters. Columbia County desires to work with Augusta to provide 311 services to all customers in the most effective and professional manner. NOW, THEREFORE, in consideration of the mutual covenants and promises contained herein, the parties agree as follows: Term The “Term” of this MOU shall begin on the Effective Date and end sixty (60) months thereafter, or upon termination, whichever occurs first. The Term may be renewed by mutual written agreement of the parties on a month-to-month, annual or extended term basis. Each party agrees to make a written request to the other of its desire to extend the Term no less than ninety (90) days prior to the expiration of the Term. Termination Either party may terminate this MOU for cause. “Cause” shall mean a breach or default of any obligation hereunder which default is incapable of cure, or which, being capable of cure, has not been cured within thirty (30) days after receipt of notice of such default (or such additional cure period as the non-defaulting party may authorize). Attachment number 1 \nPage 1 of 6 Item # 1 Notices All notices, requests, or other communications hereunder shall be in writing and either transmitted via overnight courier, hand delivery or certified or registered mail, postage prepaid and return receipt requested to the parties at the following addresses. Notices will be deemed to have been given when received. To Columbia County To Augusta Columbia County City of Augusta Insert address desired 520 Greene Street 3 Insert address desired Augusta, GA 30901 Insert ph and fx Ph: (706) 842-5550 Fx: (706) 842-5556 Attn: 3-1-1/Customer Service & Information Attn: Law Department Governing Law This MOU shall be governed by and interpreted in accordance with the laws of the State of Georgia. Assignment and Delegation Neither party shall assign any of its rights or delegate the performance of any of its duties under this MOU without prior written consent from the other party. Any purported assignment or delegation shall be null and void. Entire Agreement This MOU, including all Exhibits and documents incorporated hereunder, constitutes the entire agreement between the parties with respect to the subject matter and supersedes any and all other prior and contemporaneous agreements and understandings between the parties, whether oral or written. No amendment to this MOU shall be valid unless made in writing and signed by both parties. Central Office Information Columbia County shall use the same central offices that are currently in use. These central offices are defined as Martinez, Appling and Harlem. Augusta shall use the central offices defined as The Hill, Fleming, Main and Hephzibah. Both parties acknowledge that these central offices cross jurisdictional boundaries and agree to make every effort to provide 311 services in the most professional manner possible to constituents within these central office boundaries. Attachment number 1 \nPage 2 of 6 Item # 1 Call Transfer Procedures Both parties shall make every effort to assist callers without transferring calls to the other party. Each party will provide information that will assist the other party in resolving calls and producing informative literature. No effort will be given to the determination of the jurisdiction of the caller. Only when the transferring of a caller will result in faster call resolution will a transfer take place. When call transfers are required the transfer should take place in a seamless manner to the customer. All information previously collected should be forwarded to the receiving call taker and the call sender should stay on the line to announce the call and insure the call is being received prior to completing the transfer. The transfer should take place within a minimum amount of time to the customer and the call taker. Reporting Both parties shall provide information to the other, annually, regarding the number of calls taken from constituents within the others jurisdiction. This information will be collected and reported on an as available basis. The callers will not be asked to provide this information as this will increase the time required to resolve the call. Attachment number 1 \nPage 3 of 6 Item # 1 IN WITNESS WHEREOF the parties have executed this MOU on the date first written above. Columbia County, GA The City of Augusta, GA By: ___________________________ By: ___________________________ Name: ___________________________ Name: ___________________________ Title: ___________________________ Title: ___________________________ Date: ___________________________ Date: ___________________________ Attachment number 1 \nPage 4 of 6 Item # 1 EXHIBIT A Map of Central Office Coverage Insert Map Here Attachment number 1 \nPage 5 of 6 Item # 1 Notes: Find all references to GTA and remove. Transfer should appear seamless to customer. If help can be provided without transfer, do so. Report annually to each other when we provide help to other jurisdiction. Send a copy to Kevin, Mike, Kristal and Marty before presenting it to Tameka Review the phone call protocol procedures Attachment number 1 \nPage 6 of 6 Item # 1 Public Safety Committee Meeting 1/30/2012 12:45 PM Approve the utilization of rebanding reimbursements to pay for 2012 radio maintenance. Department:Information Technology Caption:Approve the utilization of rebanding reimbursements to pay for 2012 radio maintenance. Background:The FCC has mandated that all 800 MHz band users, within the United States, reconfigure their radios to accommodate a restructuring of the frequencies. This plan will reduce or eliminate the interference that previously existed. This interference was between Sprint/Nextel and/or Cellular A & B bands and Public Safety. Due to this fact, Sprint/Nextel is also mandated to fund all associated expenses. Analysis:Approval of this agenda item will reduce the operating budget of twenty nine (29) departments for a total of $185,741.25 and add $4,488.75 to the general fund. By using this method of reallocation the departments that have been impacted by this rebanding project will be reimbursed proportionately to their contribution. Financial Impact:The approved reimbursement to Augusta is $85.00 per radio. Augusta has an inventory of 2,238 radios. The anticipated reimbursement amount is $190,230.00. The remaining $4,488.75 will go into the general fund. Alternatives:NA Recommendation:Approve the utilization of rebanding reimbursements to pay for 2012 radio maintenance. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 2 Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 2 SERVICE AGREEMENT Attn: National Service Support 1309 East Algonquin Road Schaumburg, IL 60196 (800) 247-2346 Date: 01/18/2012 Contract Number: S00001003092Contract Modifier: RN02-OCT-11 10:57:55 Supercedes Agreement(s): Company Name: AUGUSTA RICHMOND COUNTYAttn: Steve Smead Billing Address: 501 Greene St Annex 101City, State, Zip: Augusta, GA 30901 Customer Contact: Tameka AllenPhone: (706)821-1562 Fax: Required P.O.: No Customer # : 1011387439Bill to Tag # : 0003 Contract Start Date: 01/01/2012Contract End Date: 12/31/2012 Anniversary Day: Dec 31stPayment Cycle: ANNUAL Tax Exempt: Exempt From All Taxes PO # : Annual Prepay Discount Applied Qty Model/Option Description Monthly Ext Extended ANIMAL CONTROL TOT. $1,399.71 911 CENTER SUB. TOT. $1,726.05 EMA TOT. $222.00 EMS TOT. $ 551.67 FIRE TOT. $20,858.01 FLEET MGT. TOT. $1,830.39 LICENSE & INSP. TOT. $3,021.42 MARSHALL TOT. $2,307.69 FT. GORDON TOT. $445.85 PW FACILITIES TOT. $3,337.77 PW MAINT TOT. $5,168.16 RCCI TOT. $3,983.79 SHERIFF TOT. $48,239.49 PARKS & REC TOT. $4,212.45 SOLID WASTE TOT. $215.34 TRAFFIC ENG. TOT. $2,382.06 TRANSIT TOT. $0.00 - REMOVED 1-18-12 TREES & LANDSCAPE TOT. $2,799.42 UTILITIES-BAY ST. TOT. $2,691.75 UTILITIES-CEN. AVE. TOT. $2,819.40 UTILITIES-PEACH ORCH. TOT. $3,367.08 $ 15,478.44 $185,741.25 Attachment number 1 \nPage 1 of 6 Item # 2 UTILITIES-FILTER PLNT TOT. $215.34 BUSH FIELD TOT. $12,042.60 C/S MAX HICKS TOT. $ 4,767.45 RAW WATER TOT. $ 111.00 ENGINEERING ADMIN TOT. $849.36 UTL. GROUND & WATER TOT. $111.00 911 - INFRA REPAIR + LOCAL ONSITE TOT. $37,041.65 *Repair, OnSite & Tech Spt on Consoles & FSA4000 System FIRE - INFRA REPAIR + LOCAL ONSITE TOT. $19,023.35 *Repair, OnSite & Tech Spt on Consoles & FSA4000 SystemSPECIAL INSTRUCTIONS PERFORMANCE DESCRIPTIONS Subtotal - Annual Recurring Services Total $15,478.44 $185,741.25 Taxes - - Grand Total $ 15,478.44 $ 185,741.25 ** Sell Price Reflects Annual Prepay Discount THIS SERVICE AMOUNT IS SUBJECT TO STATE AND LOCAL TAXING JURISDICTIONS WHERE APPLICABLE, TO BE VERIFIED BY MOTOROLA. Subcontractor(s) City State MOTOROLA RADIO SUPPORT CENTER ELGIN IL AUGUSTA COMMUNICATIONS AUGUSTA GA AUGUSTA COMMUNICATIONS AUGUSTA GA AUGUSTA COMMUNICATIONS AUGUSTA GA AUGUSTA COMMUNICATIONS AUGUSTA GA AUGUSTA COMMUNICATIONS AUGUSTA GA AUGUSTA COMMUNICATIONS AUGUSTA GA AUGUSTA COMMUNICATIONS AUGUSTA GA AUGUSTA COMMUNICATIONS AUGUSTA GA AUGUSTA COMMUNICATIONS AUGUSTA GA I received Statements of Work that describe the services provided on this Agreement. Motorola's Service Terms and Conditions, a copy of which is attached to this Service Agreement, is incorporated herein by this reference. AUTHORIZED CUSTOMER SIGNATURE TITLE DATE CUSTOMER (PRINT NAME) MOTOROLA REPRESENTATIVE (SIGNATURE)TITLE DATE MOTOROLA REPRESENTATIVE (PRINT NAME) PHONE FAX Attachment number 1 \nPage 2 of 6 Item # 2 Service Terms and Conditions Motorola, Inc.,("Motorola") and the customer named in this Agreement ("Customer") hereby agree as follows: Section 1 APPLICABILITY These Service Terms and Conditions apply to service contracts whereby Motorola agrees to provide to Customer either (1) maintenance, support and/or other services under a Motorola Service Agreement, or (2) installation services under a Motorola Installation Agreement. Section 2 DEFINITIONS AND INTERPRETATION 2.1. "Agreement" means these Service Terms and Conditions; the cover page for the Service Agreement or the Installation Agreement, as applicable; and any other attachments, all of which are incorporated herein by this reference. Ininterpreting this Agreement and resolving any ambiguities, these Service Terms and Conditions will take precedence over any cover page, and the cover page will take precedence over any attachments, unless the cover page or attachment specifically states otherwise. 2.2. "Equipment" means the equipment that is specified in the attachments or is subsequently added to this Agreement. 2.3. "Services" means those installation, maintenance, support, training, and other services described in this Agreement. Section 3 ACCEPTANCE Customer accepts these Service Terms and Conditions and agrees to pay the prices set forth in the Agreement. This Agreement will become binding only when accepted in writing by Motorola. The term of this Agreement will begin on the "Start Date" indicated in this Agreement. Section 4 SCOPE OF SERVICES 4.1. Motorola will provide the Services described in this Agreement or in a more detailed statement of work or other document attached to this Agreement. At Customer's request, Motorola may also provide additional services at Motorola's then-applicable rates for such services. 4.2. If Motorola is providing Services for Equipment, Motorola parts or parts of equal quality will be used; the Equipment will be serviced at levels set forth in the manufacturer's product manuals; and routine service procedures that are prescribed by Motorola will be followed. 4.3. If Customer purchases from Motorola additional equipment that becomes part of the same system as the initial Equipment, the additional equipment may be added to this Agreement and will be billed at the applicable rates after the warranty for such additional equipment expires. 4.4. All Equipment must be in good working order on the Start Date or when additional equipment is added to the Agreement. Upon reasonable request by Motorola, Customer will provide a complete serial and model number list of the Equipment. Customer must promptly notify Motorola in writing when any Equipment is lost, damaged, stolen or taken out of service. Customer's obligation to pay Service fees for such Equipment will terminate at the end of the month in which Motorola receives such written notice. 4.5. Customer must specifically identify any Equipment that is labeled intrinsically safe for use in hazardous environments. 4.6. If Equipment cannot, in Motorola's reasonable opinion, be properly or economically serviced for any reason, Motorolamay modify the scope of Services related to such Equipment; remove such Equipment from the Agreement; or increase the price to Service such Equipment. 4.7. Customer must promptly notify Motorola of any Equipment failure. Motorola will respond to Customer's notification in a manner consistent with the level of Service purchased as indicated in this Agreement. Section 5 EXCLUDED SERVICES 5.1. Service excludes the repair or replacement of Equipment that has become defective or damaged from use in other than the normal, customary, intended, and authorized manner; use not in compliance with applicable industry standards; excessive wear and tear; or accident, liquids, power surges, neglect, acts of God or other force majeure events. 5.2. Unless specifically included in this Agreement, Service excludes items that are consumed in the normal operation of the Equipment, such as batteries or magnetic tapes.; upgrading or reprogramming Equipment; accessories, belt clips, battery chargers, custom or special products, modified units, or software; and repair or maintenance of any transmission line, antenna, microwave equipment, tower or tower lighting, duplexer, combiner, or multicoupler. Motorola has no Attachment number 1 \nPage 3 of 6 Item # 2 obligations for any transmission medium, such as telephone lines, computer networks, the internet or the worldwide web, or for Equipment malfunction caused by such transmission medium. Section 6 TIME AND PLACE OF SERVICE Service will be provided at the location specified in this Agreement. When Motorola performs service at Customer's location, Customer will provide Motorola, at no charge, a non-hazardous work environment with adequate shelter, heat, light, and power and with full and free access to the Equipment. Waivers of liability from Motorola or its subcontractors willnot be imposed as a site access requirement. Customer will provide all information pertaining to the hardware and software elements of any system with which the Equipment is interfacing so that Motorola may perform its Services. Unless otherwise stated in this Agreement, the hours of Service will be 8:30 a.m. to 4:30 p.m., local time, excluding weekends and holidays. Unless otherwise stated in this Agreement, the price for the Services exclude any charges or expenses associated with helicopter or other unusual access requirements; if these charges or expenses are reasonably incurred by Motorola in rendering the Services, Customer agrees to reimburse Motorola for such charges and expenses. Section 7 CUSTOMER CONTACT Customer will provide Motorola with designated points of contact (list of names and phone numbers) that will be availabletwenty-four (24) hours per day, seven (7) days per week, and an escalation procedure to enable Customer's personnel to maintain contact, as needed, with Motorola. Section 8 PAYMENT Unless alternative payment terms are specifically stated in this Agreement, Motorola will invoice Customer in advance for each payment period. All other charges will be billed monthly, and Customer must pay each invoice in U.S. dollars within twenty (20) days of the invoice date. Customer agrees to reimburse Motorola for all property taxes, sales and use taxes, excise taxes, and other taxes or assessments levied as a result of Services rendered under this Agreement (except income, profit, and franchise taxes of Motorola) by any governmental entity. Section 9 WARRANTY Motorola warrants that its Services under this Agreement will be free of defects in materials and workmanship for a period of ninety (90) days from the date the performance of the Services are completed. In the event of a breach of this warranty,Customer's sole remedy is to require Motorola to re-perform the non-conforming Service or to refund, on a pro-rata basis, the fees paid for the non-conforming Service. MOTOROLA DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. Section 10 DEFAULT/TERMINATION 10.1. If either party defaults in the performance of this Agreement, the other party will give to the non-performing party a written and detailed notice of the default. The non-performing party will have thirty (30) days thereafter to provide a written plan to cure the default that is acceptable to the other party and begin implementing the cure plan immediately after plan approval. If the non-performing party fails to provide or implement the cure plan, then the injured party, in addition to any other rights available to it under law, may immediately terminate this Agreement effective upon giving a written notice of termination to the defaulting party. 10.2. Any termination of this Agreement will not relieve either party of obligations previously incurred pursuant to this Agreement, including payments which may be due and owing at the time of termination. All sums owed by Customer to Motorola will become due and payable immediately upon termination of this Agreement. Upon the effective date of termination, Motorola will have no further obligation to provide Services. Section 11 LIMITATION OF LIABILITY Except for personal injury or death, Motorola's total liability, whether for breach of contract, warranty, negligence, strict liability in tort, or otherwise, will be limited to the direct damages recoverable under law, but not to exceed the price of twelve (12) months of Service provided under this Agreement. ALTHOUGH THE PARTIES ACKNOWLEDGE THE POSSIBILITY OF SUCH LOSSES OR DAMAGES, THEY AGREE THAT MOTOROLA WILL NOT BE LIABLE FOR ANY COMMERCIAL LOSS; INCONVENIENCE; LOSS OF USE, TIME, DATA, GOOD WILL, REVENUES, PROFITS OR SAVINGS; OR OTHER SPECIAL, INCIDENTAL, INDIRECT, OR CONSEQUENTIAL DAMAGES IN ANY WAY RELATED TO OR ARISING FROM THIS AGREEMENT OR THE PERFORMANCE OF SERVICES BY MOTOROLA PURSUANT TO THIS AGREEMENT. No action for contract breach or otherwise relating to the transactions contemplated by this Agreement may be brought more than one (1) year after the accrual of the cause of action, except for money due upon anopen account. This limitation of liability will survive the expiration or termination of this Agreement and applies notwithstanding any contrary provision. Section 12 EXCLUSIVE TERMS AND CONDITIONS 12.1. This Agreement supersedes all prior and concurrent agreements and understandings between the parties, whether written or oral, related to the Services, and there are no agreements or representations concerning the subject matter of Attachment number 1 \nPage 4 of 6 Item # 2 this Agreement except for those expressed herein. The Agreement may not be amended or modified except by a written agreement signed by authorized representatives of both parties. 12.2. Customer agrees to reference this Agreement on any purchase order issued in furtherance of this Agreement, however, an omission of the reference to this Agreement shall not affect its applicability. In no event shall either party be bound by any terms contained in a Customer purchase order, acknowledgement, or other writings unless: the purchase order, acknowledgement, or other writing specifically refers to this Agreement; clearly indicate the intention of both parties to override and modify this Agreement; and the purchase order,acknowledgement, or other writing is signed by authorizedrepresentatives of both parties. Section 13 PROPRIETARY INFORMATION; CONFIDENTIALITY; INTELLECTUAL PROPERTY RIGHTS 13.1. Any information or data in the form of specifications, drawings, reprints, technical information or otherwise furnished to Customer under this Agreement will remain Motorola's property, will be deemed proprietary, will be kept confidential, and will be promptly returned at Motorola's request. Customer may not disclose, without Motorola's written permission or as required by law, any confidential information or data to any person, or use confidential information or data itself for any purpose other than performing its obligations under this Agreement. The obligations set forth in this Section will survive the expiration or termination of this Agreement. 13.2. Unless otherwise agreed in writing, no commercial, financial or technical information disclosed in any manner or at any time by Customer to Motorola will be deemed secret or confidential. Motorola will have no obligation to provide Customer with access to its confidential and proprietary information, including cost and pricing data. 13.3. This Agreement does not grant directly or by implication, estoppel, or otherwise, any ownership right or license under any Motorola patent, copyright, trade secret, or other intellectual property including any intellectual property createdas a result of or related to the Equipment sold or Services performed under this Agreement. Section 14 FCC LICENSES AND OTHER AUTHORIZATIONS Customer is solely responsible for obtaining licenses or other authorizations required by the Federal Communications Commission or any other federal, state, or local government agency and for complying with all rules and regulations required by governmental agencies. Neither Motorola nor any of its employees is an agent or representative of Customer in any governmental matters. Section 15 COVENANT NOT TO EMPLOY During the term of this Agreement and continuing for a period of two (2) years thereafter, Customer will not hire, engage on contract, solicit the employment of, or recommend employment to any third party of any employee of Motorola or its subcontractors without the prior written authorization of Motorola. This provision applies only to those employees of Motorola or its subcontractors who are responsible for rendering services under this Agreement. If this provision is found to be overly broad under applicable law, it will be modified as necessary to conform to applicable law. Section 16 MATERIALS, TOOLS AND EQUIPMENT All tools, equipment, dies, gauges, models, drawings or other materials paid for or furnished by Motorola for the purpose of this Agreement will be and remain the sole property of Motorola. Customer will safeguard all such property while it is in Customer's custody or control, be liable for any loss or damage to such property, and return it to Motorola upon request. This property will be held by Customer for Motorola's use without charge and may be removed from Customer's premises by Motorola at any time without restriction. Section 17 GENERAL TERMS 17.1. If any court renders any portion of this Agreement unenforceable, the remaining terms will continue in full force and effect. 17.2. This Agreement and the rights and duties of the parties will be governed and interpreted in accordance with the laws of the State in which the Services are performed. 17.3. Failure to exercise any right will not operate as a waiver of that right, power, or privilege. 17.4. Neither party is liable for delays or lack of performance resulting from any causes that are beyond that party's reasonable control, such as strikes, material shortages, or acts of God. 17.5. Motorola may assign its rights and obligations, and may subcontract any portion of its performance, under this Agreement. 17.6. THIS AGREEMENT WILL RENEW, FOR AN ADDITIONAL ONE (1) YEAR TERM, ON EVERY ANNIVERSARY OFTHE START DATE UNLESS EITHER THE COVER PAGE SPECIFICALLY STATES A TERMINATION DATE OR ONE PARTY NOTIFIES THE OTHER IN WRITING OF ITS INTENTION TO DISCONTINUE THE AGREEMENT NOT LESS Attachment number 1 \nPage 5 of 6 Item # 2 THAN THIRTY (30) DAYS OF THAT ANNIVERSARY DATE. At the anniversary date, Motorola may adjust the price of theServices to reflect its current rates. 17.7. If Motorola provides Services after the termination or expiration of this Agreement, the terms and conditions in effect at the time of the termination or expiration will apply to those Services and Customer agrees to pay for those services on a time and materials basis at Motorola's then effective hourly rates. Attachment number 1 \nPage 6 of 6 Item # 2 DIVISION OF STATE INFORMATION TECHNOLOGY (803) 896-0300 FAX: (803) 896-0789 4430 BROAD RIVER ROAD  COLUMBIA, SOUTH CAROLINA 29210-4012  WWW.CIO.SC.GOV NIKKI HALEY, CHAIRMAN GOVERNOR CURTIS M. LOFTIS, JR. STATE TREASURER RICHARD ECKSTROM, CPA COMPTROLLER GENERAL HUGH K. LEATHERMAN, SR. CHAIRMAN, SENATE FINANCE COMMITTEE DANIEL T. COOPER CHAIRMAN, HOUSE WAYS AND MEANS COMMITTEE ELEANOR KITZMAN EXECUTIVE DIRECTOR TO: George Crouch, Division of State Information Technology DATE: April 28, 2011 SUBJECT: Rebanding Disbursement Request – Subscriber Rebanding This expenditure is made in accordance with Sprint/Nextel Rebanding Agreement REQUEST FOR FUNDS DISBURSEMENT IS REQUESTED TO THE PROGRAM RECIPIENT LISTED BELOW: (A) Name of Payee: (B) Department: (C) Address: (D) City, State & Zip: (E) Contact Person: (F) Contact Number: (G) Federal Identification #: (H) Fiscal Budget Year: (I) Disbursement Amount (Total): $ REQUEST FOR FUNDS ALLOCATION: (J) Disbursement of Cash (Check) - must provide W-9 form with request $ (K) Funds allocated to Palmetto 800 User Fees: (Please provide Palmetto 800 Account Codes) $ (Acct# ) (L) Funds allocated to Equipment or Service Purchases (Motorola Quote must be attached) $ (M) Total Radios Reconfigured: (N) Per Radio Reimbursement: $ 85.00 (O) Total Funds Allocated: $ Please allocate the program funds equipment and/or checks will be sent directly to the program recipient. Authorizing Agency Signature: _____________________________________________ Date ______________ ________________________________________________ _____________________ Print Name Title _________________________________________________ _____________________ E-mail Phone Attachment number 2 \nPage 1 of 2 Item # 2 South Carolina 800 MHz Rebanding Disbursement Request Form Instructions The Rebanding Disbursement Request form is one of the most important forms in the rebanding process as it provides reimbursement for your agency’s time, management and travel to have your radios rebanded. The form is also how we report the distribution of funds for the mandated audit of the rebanding process. NOTE: THIS FORM IS ONLY TO BE COMPLETED AND SUBMITTED AFTER ALL OF YOUR RADIOS HAVE BEEN REBANDED. Instructions for Top Section: Line A – Insert the name of your agency, city or county. Line B – Insert the department (i.e., Police, Fire, Rescue, EMS, etc.) if applicable. Line C – Mailing address. Line D – Mailing address including city, state and zip code. Line E – Name of contact person. Line F – Contact telephone number for the person in Line E. Line G – Federal tax identification number. Line H – Current State budget year at the time of your form submission. Line I – Total amount of funds disbursement you are requesting (# of radios rebanded x $85.00). This information must match the radio inventory sheet for the rebanding audit. Instructions for Bottom Section: Line J – List the dollar amount requested to be dispersed in the form of a check. (If requesting any amount of funds in the form of a check, a W-9 form must be completed). Line K – List the dollar amount allocated to prepay Palmetto 800 user fees. (If possible, please include your Palmetto 800 account number). Line L – List the dollar amount allocated to purchase Motorola equipment. (You must attach a Motorola quote for the equipment you want with your request). Note - Or any combination of the three (lines J, K, L) to add up to the total funds allocated. Line M – List the total number of radios rebanded (must match inventory sheet). Line N – Amount of reimbursement per radio (pre-set at $85.00). Line O - Total amount of disbursement you are requesting (# of radios rebanded x $85.00). This information must match the radio inventory sheet for the rebanding audit. The signature part of the form “must” be completed including e-mail and phone number as this is the form that will be submitted to the auditors verifying that the State dispersed the funds list above to your agency. If you have any questions, please contact your rebanding coordinator or a team member below. Mary Ellen Laster - mlaster@cio.sc.gov - (803) 767-9678 (South/East of I-20 coordinator) Ernie Flores - eflores@cio.sc.goc - (803) 767-5343 (North/West of I-20 coordinator) Howard Ramey – hramey@cio.sc.gov – (404) 862-4239 George Crouch – gcrouch@cio.sc.gov - (803) 896-0367 Buddy Jordon – jordanb@cio.sc.gov – (803) 896-0443 Rick Daves – rdaves@cio.sc.gov – (803) 896-0675 Attachment number 2 \nPage 2 of 2 Item # 2 Public Safety Committee Meeting 1/30/2012 12:45 PM Augusta Fire Department Promotional Process Department:Fire Department Caption:Approve the transfer of $120,000 from the fund balance into the Fire Department operational budget to complete the Fire Department Promotional Process. The RFP for the Fire Department Promotional Process has been completed and Selection Works has been recommended to perform this task. Background:The RFP process for the Fire Department Promotional Process has been completed and Selection Works has been recommended to perform this task. Approval to complete the RFP process to procure professional services for this project was requested and approved by Commission on 9/6/2011. Included in the attachment it was indicated that funds would be available from the Fire Department Fund Balance, however, the transfer of these funds into the operational budget was never made. The transfer request was made again in January, 2012 but we were advised by Finance to go through the Commission approval process again. The last promotional process was held in 2008 and the eligibility list has expired. Our department is in dire need to hold a promotional process to fill vacancies in key leadership and operational positions within the various ranks and to establish a new promotional eligibility list for future vacancies. We have chosen to use a professional company to ensure the process is statistically valid and reliable, to assure a lack of bias, and to keep litigation at a minimum. Analysis:According to Fire Department Policy, promotional eligibility lists are only valid for two years. The last promotional lists expired in 2010. Our department needs to establish new promotional lists to keep in compliance with our policy and to maintain personnel at the appropriate ranks of Battalion Chief, Captain, Lieutenant, and Sergeant. Financial Impact:Funding for this process will need to be supported by the Fire Department fund balance in the amount of $120,000. Alternatives:Postpone the promotional process. Cover Memo Item # 3 Recommendation:Approve the transfer of $120,000 from the fund balance into the Fire Department operational budget to complete the Fire Department Promotional Process. Funds are Available in the Following Accounts: Funds are available in the Fire Department fund balance. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 3 Request for Proposal Request for Proposals will be received at this office until Tuesday, November 22, 2011 @ 11:00 a.m. for furnishing: RFP Item #11-158 Promotional Assessment for Fire Department RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 530 Greene 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, 530 Greene Street – Room 605, Augusta, GA 30901. A Mandatory Pre-Proposal Conference will be held on Friday, November 4, 2011 @ 10:00 a.m. in the 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 Monday, November 7, 2011 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No RFP may be withdrawn for a period of 120 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 RFP number on the outside of the envelope. Bidders 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 bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle October 13, 20, 27, November 3, 2011 Metro Courier October 19, 2011 cc: Tameka Allen Deputy Administrator Howard Willis Fire Department Mike Rogers Fire Department Revised: 8/15/2011 Attachment number 1 \nPage 1 of 1 Item # 3 Vendors: I/O Solutions 1127 S. Manheim Rd., Suite 203 Westchester, IL 60154 Booth Research Group 19029 E. Plaza Dr., Suite 200 Parker, CO 80134 CPS HR Consulting Services 241 Lathrop Way Sacramento, CA 95815 Fields Consulting Group Inc 7926 Jones Branch Drive, Suite 200 McLean, VA 22102 Selection Works 451 Lowell Avenue Glen Ellyn, IL 60137 Attachment B Yes Yes Yes Yes E-Verify Number 45334 226136 466785 464470 One Original Yes Yes Yes Yes Seven Copies Yes Yes Yes Yes Addendums 1 Yes Yes Yes Yes Fee Proposal Yes Yes Yes Yes RFP Item #11-158 Promotional Assessment For the City of Augusta - Fire Department RFP Opening Date: Tuesday, November 22, 2011 at 11:00 a.m. Page 1 of 1 At t a c h m e n t n u m b e r 2 \ n P a g e 1 o f 1 It e m # 3 Total PTS I/O Solutions 1127 S. Manheim Rd., Suite 203 Westchester, IL 60154 Booth Research Group 19029 E. Plaza Dr., Suite 200 Parker, CO 80134 Fields Consulting Group Inc 7926 Jones Branch Drive, Suite 200 McLean, VA 22102 Selection Works 451 Lowell Avenue Glen Ellyn, IL 60137 Professional qualifications necessary for satisfactory performance of required services 35 32.4 29.8 31.4 31.6 Specialized experience and technical competence in the type of work required 30 28.2 25 25 29.6 Capacity to accomplish the work in the required time 20 18.6 18.8 18 17.6 Past performance on contracts with Government agencies, private agencies, private industry in terms of cost control, quality work, and compliance with performance schedules. Document by references and other means 5 4.8 3.4 3.6 4.2 Firm’s understanding of work to be done 5 4.8 4.4 4.6 5 Proximity to the Area Within Richmond County 5 points Within CSRA 4 points Within Georgia 3 points Within SE (SC, NC, AL) 2 points Other 1 point 5 1 1 1 1 Phase I - Total 100 89.8 82.4 83.6 89 2.4 4 2.6 1 Phase II Cumulative Evaluation Sheet - RFP Item #11-158 Promotional Assessment For the City of Augusta - Fire Department Tuesday, Decemeber 20, 2011 @ 3:00 p.m. Phase II - Presentations Attachment number 3 \nPage 1 of 1 Item # 3 Attachment number 4 \nPage 1 of 3 Item # 3 Attachment number 4 \nPage 2 of 3 Item # 3 Attachment number 4 \nPage 3 of 3 Item # 3 Attachment number 5 \nPage 1 of 4 Item # 3 Attachment number 5 \nPage 2 of 4 Item # 3 Attachment number 5 \nPage 3 of 4 Item # 3 Attachment number 5 \nPage 4 of 4 Item # 3 ------.......,rz--£L..~~ F_'_RE_D_E_P_f\._R_T_M_E_N_T__ o I A Christopher E. Jamu Interim FIre Chief TO: Ms. Geri Sams, Procurement Director FROM: Christopher E. James, Interim Fire Chief DATE: January 17,2012 RE: RFP Hem #J 1-158 Promotional Assessm~nt Selection Committee Recommendation The Selection Committee for the Promotional Assessment (RFP# J1-158) for the Augusta Fire Department met on January 12,2012 for the vendor's presentations. The Selection Committee convened afterwards, and compared comments of each of the comrniltec mc:mbers. Based on the criteria used, the Selection Committee and I agree that Selection Works will be the best compan)' to perfornl the promotional assessment for the Augusta Fire Department. I request that the Procurement Department proceed with the notifications. Thank you, and if you should have any questions, pkasc [t:d free to contact mc @706-821-1648. Fire VepartmelJl Adminlstnlion 3111 Deans Bridge Road -Augusta. GA 30906 (106) 821-2909-Fax (106) 821-2901 WWW.AUGUSTAGA.GOV Attachment number 6 \nPage 1 of 1 Item # 3 Attachment number 7 \nPage 1 of 7 Item # 3 Attachment number 7 \nPage 2 of 7 Item # 3 Attachment number 7 \nPage 3 of 7 Item # 3 Attachment number 7 \nPage 4 of 7 Item # 3 Attachment number 7 \nPage 5 of 7 Item # 3 Attachment number 7 \nPage 6 of 7 Item # 3 Attachment number 7 \nPage 7 of 7 Item # 3 Public Safety Committee Meeting 1/30/2012 12:45 PM Design Build Construction - Support Structure Department:Marshal's Department Caption:Approve award of the Design/Build Construction of a new support structure for the Marshal's Substation. (Referred from January 9 Public Safety Committee) Background:RFP-11-131 was issued requesting proposals from qualified firms to design build a support structure for the Marshal's Office Substation on Deans Bridge Rd. Responses were reviewed on Oct. 04, 2011 and presentations were received on Nov. 04, 2011. Analysis:Based on the presentations and information in the proposals, the Marshal's Office is prepared to make its recommendation to the Committee. Financial Impact:The project has a $90,000 budget Alternatives:None Recommendation:Approve award of the Design Build Construction of a support structure for the Marshal's Office Substation to S. D. Clifton. Funds are Available in the Following Accounts: Funds are available in Capital - 272-02-2610-54.13130 REVIEWED AND APPROVED BY: Cover Memo Item # 4 Request for Proposal Request for Proposals will be received at this office until Tuesday, September 27, 2011 @ 11:00 a.m. for furnishing: RFP Item #11-131 Design/Build Construction Services for a Support Structure for Marshal’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 530 Greene 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, 530 Greene Street – Room 605, Augusta, GA 30901. A Mandatory Pre-Proposal Meeting will be held on Wednesday, September 7, 2011 @ 11:00 a.m. in the Procurement Department 530 Greene Street, Room 605. 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, September 9, 2011 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No RFP may be withdrawn for a period of 90 days after 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 RFP number on the outside of the envelope. Bidders 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 bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. The purpose of this Disadvantaged Business Enterprises program is to comply with U.S. Department of Transportation (DOT), Federal Transit Administration (FTA), Federal Aviation Administration (FAA) and other federal and state mandated DBE requirements for certain DOT, FTA, FAA, and other federal and state assisted contracts as required by 49 C.F.R. Part 26, et. seq. and/or 49 C.F.R. Part 23, et. seq. This DBE program is only for DOT, FTA and FAA assisted contracts and other federal or state funded contracts having mandatory DBE requirements. (See Article 13 of the Augusta, GA Code) GERI A. SAMS, Procurement Director Publish: Augusta Chronicle August 11, 18, 25, September 1, 2011 Metro Courier August 17, 2011 cc: Tameka Allen Interim Deputy Administrator Steve Smith Marshal’s Office Teresa Russell Marshal’s Office Jeff Barrett Marshal’s Office Revised: 7/14/11 Attachment number 1 \nPage 1 of 1 Item # 4 Vendors: Saido P. O. Box 14517 Augusta, GA 30919 Kuhlke Construction 3704 Benchmark Dr Augusta, GA 30909 RW Allen 1015 Broad St Augusta, GA 30901 SD Clifton Construction 4324 Wheeler Rd Martinez, GA 30907 Allen-Batchelor 1063 Franke Industrial Augusta, GA 30909 Green Earth 204 Davis Rd Pelser, SC Attachment B Yes Yes E-Verify Number 46611 212153 One Original Yes Yes Nine Copies Yes Yes Addendums 1 Yes Yes Fee Proposal No Bid Response Yes Yes RFP Item #11-131 Design/Build Construction Services for a Support Structure For the City of Augusta - Marshall's Department RFP Opening Date: Tuesday, September 27, 2011 at 11:00 a.m. Page 1 of 2 At t a c h m e n t n u m b e r 2 \ n P a g e 1 o f 2 It e m # 4 Vendors: Creative Concrete 30771 Hwy 17 Waverly, GA 31565 Crestline Builders 5880 Crestline Rd Laurinburg, NC Parr Builders 220 Gunter St St Mary's, GA 31558 Attachment B E-Verify Number One Original Nine Copies Addendums 1 Fee Proposal RFP Item #11-131 Design/Build Construction Services for a Support Structure For the City of Augusta - Marshall's Department RFP Opening Date: Tuesday, September 27, 2011 at 11:00 a.m. Page 2 of 2 At t a c h m e n t n u m b e r 2 \ n P a g e 2 o f 2 It e m # 4 Attachment number 3 \nPage 1 of 1 Item # 4 Attachment number 4 \nPage 1 of 2 Item # 4 Attachment number 4 \nPage 2 of 2 Item # 4 Attachment number 5 \nPage 1 of 5 Item # 4 Attachment number 5 \nPage 2 of 5 Item # 4 Attachment number 5 \nPage 3 of 5 Item # 4 Attachment number 5 \nPage 4 of 5 Item # 4 Attachment number 5 \nPage 5 of 5 Item # 4 Attachment number 6 \nPage 1 of 3 Item # 4 Attachment number 6 \nPage 2 of 3 Item # 4 Attachment number 6 \nPage 3 of 3 Item # 4 Attachment number 7 \nPage 1 of 1 Item # 4 Attachment number 8 \nPage 1 of 13 Item # 4 Attachment number 8 \nPage 2 of 13 Item # 4 Attachment number 8 \nPage 3 of 13 Item # 4 Attachment number 8 \nPage 4 of 13 Item # 4 Attachment number 8 \nPage 5 of 13 Item # 4 Attachment number 8 \nPage 6 of 13 Item # 4 Attachment number 8 \nPage 7 of 13 Item # 4 Attachment number 8 \nPage 8 of 13 Item # 4 Attachment number 8 \nPage 9 of 13 Item # 4 Attachment number 8 \nPage 10 of 13 Item # 4 Attachment number 8 \nPage 11 of 13 Item # 4 Attachment number 8 \nPage 12 of 13 Item # 4 Attachment number 8 \nPage 13 of 13 Item # 4