HomeMy WebLinkAbout2013-03-11-Meeting Agendawww.augustaga.gov
Public Safety Committee Meeting Commission Chamber- 3/11/2013- 12:45 PM
PUBLIC SAFETY
1. Motion to approve the minutes of the Public Safety Committee
held on February 25, 2013.
Attachments
2. Motion to approve Mutual Aid Agreement with Georgia
Emergency Management Agency.
Attachments
3. Approve allowing the Augusta Fire Department to contract
with Titus Sports to provide peer fitness training as it relates to
the Augusta Fire Department's Wellness & Occupational Fitness
Program.
Attachments
4. Approve Addendum to Sungard Contract to bring it into
compliance with Augusta Procurement Regulations.
Attachments
Public Safety Committee Meeting
3/11/2013 12:45 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Public Safety Committee
held on February 25, 2013.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
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Public Safety Committee Meeting
3/11/2013 12:45 PM
Motion to Approve Mutual Aid Agreement with Georgia Emergency Management Agency
Department:Fire Department
Caption:Motion to approve Mutual Aid Agreement with Georgia
Emergency Management Agency.
Background:Approximately $59,000 of the Augusta Emergency Management
Agency comes from the Georgia Emergency Management Agency
("GEMA"). In order to account for this money in its annual audit,
GEMA needs the mutual aid agreement approved.
Analysis:
Financial Impact:Loss of $59,000 if denied.
Alternatives:Deny
Recommendation:Approve
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
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Public Safety Committee Meeting
3/11/2013 12:45 PM
RFP 12-226 Fire Department Wellness & Occupational Fitness Program
Department:Fire Department
Caption:Approve allowing the Augusta Fire Department to contract
with Titus Sports to provide peer fitness training as it relates to the
Augusta Fire Department's Wellness & Occupational Fitness
Program.
Background:As mandated by the Augusta, GA Personnel Policy and
Procedures manual, all certified firefighters are expected to meet
the NFPA 1582 and NFPA 1001 standards and to successfully
complete an annual physical. In order to accomplish this task
effectively the Fire Department is providing the firefighters with a
structured progressive occupational wellness program. Titus
Sports will manage this program ensuring adequate training and
oversight through their PROTECTORS Program.
Analysis:The PROTECTORS Program is designed to promote good health
and fitness habits among the firefighters and will provide for a
rehabilitation program. Titus Sports will be responsible for
developing regiments, workouts, nutrition and recovery plans
based on the specific needs of each level, job task, or mission that
is present within the Fire Department.
Financial Impact:After careful negotiations, Titus Sports has proposed a fee of
$65,965 for year one and $33,300 for year two to provide these
services to the Augusta Fire Department. These fees include Peer
Trainer Coach Orientation and Training, Onsite
Supervision/Mentoring, PEAK Performance Database, and all
travel expenses incurred.
Alternatives:None
Recommendation:It is my recommendation, based on the criteria set forth in RFP
12-226 to use Titus Sports for the Fire Department's Wellness &
Occupational Fitness Program.
Cover Memo
Item # 3
Funds are Available
in the Following
Accounts:
Funds are available in the Fire Department's opperational budget
under physicians account number 274034110-52.12110.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 3
February 22, 2013
To: Deputy Chief Sterling Jones
Augusta, GA Fire Department
3117 Deans Bridge Road
Augusta, GA 30906
Re: Proposed Budget for PROTECTORS® Program (Based on January 29, 2013 Revised proposal)
PROTECTORS® Budget Year One Year Two
Peer Trainer Coach Orientation and Training $12,000 N/A
Onsite Supervision/Mentoring $20,000 $10,000
PEAKTM Performance Database $30,075 $22,330
Travel Expenses $3,890 $970
TOTAL COST: $65,965 $33,300
Peer Trainer Coach Orientation and Training (up to 35 attendees):
A 40-hour PROTECTORS® Peer Training program will first be conducted to prepare in-house
trainers for program implementation.
· AFD personnel receive PROTECTORS® certification for three years.
Onsite Supervision/Mentoring:
· Onsite Program Management and Titus Supervision/Mentoring for PROTECTORS®
Coaches.
o Year One: Includes PROTECTORS® staff member onsite for 4 (four) two hour
visits/site/year (20 sites; 19 Stations and HQ) ~ minimum 160 man-hours onsite
o Year Two: Includes PROTECTORS® staff member onsite for 4 (four) two hour
visits/site/year (20 sites; 19 Stations and HQ) ~ minimum 80 man-hours onsite
PEAKTM Performance Database (350 Members, 3 Administrators):
· Year One: $30,075
· Year Two: $22,330
Travel Expenses:
Hotel and Meal expenses for delivering PROTECTORS® program. Expenses based on GSA
published Per Diem rates for Hotels and Meals (http://www.gsa.gov/portal/category/100120).
Respectfully Submitted,
David Batka
COO - Titus
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Request for Proposal
Request for Proposals will be received at this office until Wednesday, January 16, 2013 @ 11:00 a.m. for
furnishing:
RFP Item #12-226 Wellness and Occupational Fitness Program for Augusta 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. 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, December 28, 2012 @ 5:00 P.M. No RFP 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.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle December 6, 13, 20, 27, 2012
Metro Courier December 12, 2012
cc: Tameka Allen Deputy Administrator
Chris James Augusta Fire Department
Revised: 8/15/2011
Attachment number 3 \nPage 1 of 1
Item # 3
VENDORS Attachment B E-Verify SAVE Form Original 7 Copies Fee Proposal
Titus
4729 Roswell Road, Suite 102
Atlanta, GA 30342
Yes 630453 Yes Yes Yes Yes
RFP Opening
RFP Item #12-226
Wellness and Occupational Fitness Program
for Augusta, Georgia - Fire Department
RFP Due: Wednesday, January 16, 2013 @ 11:00 a.m.
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Attachment number 4 \nPage 1 of 1
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Evaluation Criteria
PTS
Titus
4729 Roswell Road,
Suite 102
Atlanta, GA 30342
A. Professional qualifications necessary for satisfactory
performance of required services.25 21.0
B. Specialized experience and technical competence in the
type of work required.30 26.0
C. Capacity to accomplish the work in the required time. 20 16.0
D. 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.
10 8.7
E. Location in the general geographical area of the
project and knowledge of the locality of the project.5 3.3
F. Firm’s understanding of work to be done. 10 8.0
Total 100 83.0
Cumulative Evaluation Sheet - RFP Item #12-226
Wellness & Occupational Fitness Program
for Augusta, Georgia - Fire Department
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Public Safety Committee Meeting
3/11/2013 12:45 PM
Sungard Original Contract Addendum
Department:Information Technology
Caption:Approve Addendum to Sungard Contract to bring it into
compliance with Augusta Procurement Regulations.
Background:Augusta originally contracted with Bi-Tech, Inc. in 1997 to supply
Enterprise Resource Planning (ERP) software, which manages all
the financial, procurement, and human resources processes in the
city. Over the years, additional modules have been added to the
software through various addendums which have been approved
by the Augusta Commission. Furthermore, Bi-Tech, Inc. was
purchased by Sungard, Inc. In 2011, new Procurement
Regulations were approved by the Commission, meaning that
many of the original provisions of the Sungard Contract were
superseded by the new language. In addition, there are many new
contract provisions that are required by the Procurement language
which do not exist at all in the old Bi-Tech contract. This situation
causes extra technical and legal review to occur each time a
proposal is received by Augusta from Sungard.
Analysis:The attached Addendum is intended to be a permanent part of the
contract between Augusta and Sungard. It replaces the obsolete
contract provisions with language that is consistent with
Augusta’s current Procurement Regulations. The effect of
approving this addendum is that the ongoing renewal of our
contract with Sungard and future purchases of Sungard modules
will be subject to provisions that are consistent with Augusta
policies and procedures. This change will have the positive effect
of reducing time and effort spent on administrative management
of the relationship with Sungard. Sungard proposals for updates,
modifications, and new modules will still continue to come before
the Augusta Commission for approval. This addendum just
ensures that the proposals will be able to refer to our existing
contract as opposed to having a set of special Procurement
provisions as they do now.
Financial Impact:There is no specific cost associated with this particular agenda
item, since it is simply bringing a pre-existing contract into
Cover Memo
Item # 4
compliance with current regulations.
Alternatives:N/A
Recommendation:Approve Addendum to Sungard Contract to bring it into
compliance with Augusta Procurement Regulations
Funds are Available
in the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Procurement.
Information Technology.
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
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