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Public Safety Committee Meeting Commission Chamber- 9/29/2014- 1:15 PM
PUBLIC SAFETY
1. Motion to approve extending Animal Services hours of
operation, and to update fee collection structure, and the
creation of a new Adoption Coordinator position, responsible
for managing adoption policies and procedures.
Attachments
2. Discuss the downtown parking meter proposal. (Requested by
Commissioner Marion Williams) (Referred from September
16 Commission meeting)
Attachments
3. Approve Technical Services Audio Visual to perform system
upgrades and necessary cabling to improve functionality and
reliability of the Audio Visual systems at the Judicial Center
Court Rooms.
Attachments
4. Motion to approve the minutes of the Public Safety Committee
held on August 11, 2014.
Attachments
5. Receive as information the salary structure for the staff at the
Richmond County Correctional Institution. Presented by
Warden Evan Joseph.
Attachments
Public Safety Committee Meeting
9/29/2014 1:15 PM
Animal Services Proposed Change of Hours of Operations
Department:Animal Services
Caption:Motion to approve extending Animal Services hours of operation,
and to update fee collection structure, and the creation of a new
Adoption Coordinator position, responsible for managing
adoption policies and procedures.
Background:See attached
Analysis:Changes are necessary to improve overall operations of Animal
Services.
Financial Impact:NONE
Alternatives:DENY MOTION TO APPROVE
Recommendation:APPROVE MOTION
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
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Public Safety Committee Meeting
9/29/2014 1:15 PM
Downtown Parking Meter Proposal
Department:
Caption:Discuss the downtown parking meter proposal. (Requested by
Commissioner Marion Williams) (Referred from September
16 Commission meeting)
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
9/29/2014 1:15 PM
Judicial Center Court Room Audio Visual Upgrades
Department:Information Technology
Caption:Approve Technical Services Audio Visual to perform system
upgrades and necessary cabling to improve functionality and
reliability of the Audio Visual systems at the Judicial Center Court
Rooms.
Background:The Audio Visual systems currently in use in the Judicial Center
Court Rooms 2A–2H and 3A-3H are four (4) years old. System
enhancements are necessary to: · Improve clarity of recorded
events · Improve audio quality in the Court Room · Improve
reliability of end user peripherals and systems · Provide a system
that is easier to use and modify · Minimize and consolidate
necessary cabling where cable paths are constricted · Provide a
cabling solution that will be resilient and future reoccurrence of
moisture in conduits · Meet new industry standards · Provide
additional storage for retention of audio files Information
Technology set forth these requirements in RFP #14-161.
Technical Services Audio Visual was the lowest bidder which was
qualified to perform the requested system enhancements, cable
path assessment and necessary remediation.
Analysis:Technical Services Audio Visual has met Augusta’s expectation in
the past regarding large system installations and on-going
maintenance. Technical Services Audio Visual met all of the
requirements identified in RFP 14-161 and has met all
Procurement requirements. As selection Committee comprised of
representatives of the Judicial Center, Procurement and
Information Technology evaluated the provided proposal and
collectively request the Technical Services Audio Visual be
awarded this bid.
Financial Impact:The total cost for upgrades and remediation is $374,025.60. Funds
in the amount of $397,430 are available in 272-021110-5413120.
Alternatives:Continue using Audio Visual system that is currently in place.
Cover Memo
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Recommendation:Approve Technical Services Audio Visual to perform system
upgrades and necessary cabling to improve functionality and
reliability of the Audio Visual systems at the Judicial Center Court
Rooms.
Funds are Available
in the Following
Accounts:
Funds in the amount of $ 397,430 are available in 272-021110-
5413120.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
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1
775 Barber Street 2147 Ingleside Avenue
Athens, Georgia 30601 USA Macon, Georgia 31204 USA
Phone 1.706.613.8759 Phone 1.478.254.4111
Fax 1.706.243.4940 Fax 1.866.422.1191
www.tsav.com
August 25, 2014
Mr. Gary Hewett
Deputy Director
Augusta Information Technology
530 Greene St. Annex 101
Augusta, Georgia 30911
Peter Dugas CTS, CTS-D Principal
RE: AV Cabling Solution for Augusta Judicial Complex- Negotiated Reduction
Mr. Hewett,
This document is a result of your request to revise pricing for the project in order to realize some cost
savings and in order to price equipment related to the upgrade to appropriately reflect equipment costs.
After an exhaustive analysis of options related to addressing the opportunity to improve performance of
the systems, we’ve developed an approach that addresses the current problems while concurrently
upgrading the systems to comply with new standards and reducing costs significantly.
The upgrade provides greater stability to the overall system and allow for use of Aquaseal audio cable for
greater protection against audio issues. In short, we believe that this solution is the best long term
investment that the facility can make in addressing the systems performance.
The following scope related points apply:
Existing Cabling inside the conduit will be disconnected and removed.
Existing floorbox plates will then be reconditioned by other trades.
Existing cabling in the AV closets will be disconnected from racks and removed.
In the large courtrooms new DigitalMedia 8G input cards, output cards, and digital signal
transmitter/receiver pairs will be installed.
Cable will be re-pulled using the reconditioned conduit to the existing wall box and floor box
locations, and Aquaseal cable will be used where conduit fill ratios allow.
Equipment racks will be rewired with connections to new cabling
Each system will be reprogrammed to account for the upgrade to 8G.
Each system will be re-commissioned and fully tested.
New cabling system will be under warranty for one year.
The newly functional AV systems will be under warranty via a 5 year service and support
agreement according to the terms provided in previous documents
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Work that is to be provided by Augusta outside of this scope includes the following:
Existing floorbox plates will reconditioned by other trades
Power circuits and connections in new floorboxes.
Removal of existing power outlets in existing floorboxes.
Data connections (if required) in new floorboxes and wall boxes
Coordination for access in areas where staff will be affected by this work. We do anticipate that
there will be some down time for each courtroom as it is not possible to install the new systems
over a weekend or overnight. We also anticipate that some of the office spaces will be affected
by this work and this may result in some of the spaces being unusable by staff for periods of a
few days. Coordination problems resulting in lost time or increased costs may result in additional
charges to cover these costs.
We realize that the systems are in use most of every day and realize that extensive coordination will be
required in order to perform this work. We’ll need full access to spaces for some short periods of days
and will coordinate this operable down time with the facility staff very closely. We also realize that since
the systems in the facility have been under stress due to site conditions, we will need to clean and
recondition as we go. Within reason we’ve accounted for these requirements but it is possible that
unforeseeable circumstances may arise and will need to discuss obstacles and related remedies if a given
situation is cause for concern.
Breakdown of project costs follows. Note labor rates are set according to cost structure of original install.
Resultant labor rates are set at 66% of standards.
Function Resource Man-Day
Requirement
Unit Price (
labor @ 66% of
standard rates)
QTY Extended
Cost
Demolition per
Courtroom 2 man team per 3 per cr 528.00
48
25344.00
Demolition Materials Job Materials na 1640.00 1 1640.00
Digital Media 8g+
Systems Components
DigitalMedia 8G+™ Input
Cards na 1215.00 36 43740.00
Digital Media 8g+
Systems Components
4DM 8G+ Outputs, 2
HDMI Outputs na 1990.00 5 9950.00
Digital Media 8g+
Systems Components
2DM 8G+ Outputs, 6
HDMI Outputs na 3122.00 5 15610.00
Digital Media 8g+
Systems Components
DigitalMedia 8G+™
Transmitter na 1020.00 9 9180.00
Digital Media 8g+
Systems Components
DigitalMedia 8G+™
Receiver & Rm
Controller na 821.00 13 10673.00
Digital Media 8g+
Systems Components
DigitalMedia 8G+™
Receiver w/Scaler na 143.00 5 715.00
Courtroom Wiring 4 man team per 3 per 528.00 76 40128.00
Courtroom
Terminations 4man team per 3 per 528.00
72
38016.00
rack demo & rewiring 2 man team per 3 per 528.00 48 25344.00
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DM System
Programming 2 man team per 3 per 792.00
48
38016.00
System testing per cr 2 man team per 2 per 792.00 48 38016.00
System Documentation 1 Engineering 5 total 792.00 10 7920.00
Plenum Wiring
Materials West Penn Wire, AMX, et al na 22310.00
1
22310.00
Connectors & rack
integration materials TSAV na 2120.00
1
2120.00
Overtime (after hours)
wage factor TSAV na 0.15
214424
32163.60
Per Diems TSAV NA 45.00 292 13140.00
0.00 0.00
Lot All
Job
Mats 374025.60
Bonding 0.00
Grand
Total 374025.60
General AV-Related Considerations__________________
Work by Others
As indicated above, this proposal does not address any line voltage power requirements, conduit,
pullstrings, cable raceways, data systems, blocking, and other Division 16 provided infrastructure related
to the installation of audio visual systems. Additional costs will be incurred in the case these items are to
be provided by TSAV.
Warranty:
TSAV's systems are provided with a one-year warranty against defects in workmanship or the products
provided. Systems neglect, abuse, or avoidable user error are not covered under this warranty.
Integration Schedule:
Integration of the systems will require approximately 30 days for mobilization. Duration of installation is
dependent on accessibility. We assume that we will be able to work in continuous blocks of time in each
courtroom/av rack room combination.
Training:
It is our policy that every TSAV system includes the training necessary to ensure that our customers get
the most out of their new equipment. Included with this TSAV system is 4 hours of on-site
training/orientation with regard to this new infrastructure. No operational training is provided for herein.
Auxiliary Services:
Reasonable overages will not be billed. However, should additional time be required to complete the job
due to unforeseen circumstances, change orders, or modifications to the proposed bid, the following rates
may apply.
Engineering: $120/hr
Technicians: $100/hr
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Project Manager: $120/hr
Programming: $150/hr
Runners: $45/hr
Secretarial: $60/hr
Accounting: $90/hr
Collection fees are billed at “Engineering” and “Accounting” rates. Holiday time and overtime billed as a
result of change orders, modifications, or altered deadlines are billed at 150% of normal fees.
Job Quality:
TSAV only involves itself in the sale, installation, and servicing of the finest quality components
available. All equipment is installed in a neat and orderly fashion by competent workmen according to
the manufacturer’s instructions and at the locations specified within the bid. All supports and fastenings
exceed adequate safety factors, and are made of galvanized, painted steel channel and threaded
rod. Component steel cable is used for hanging of components. Precautions are taken for unexpected
strain and weathering of all electrical and mechanical connections.
Wiring and Connections:
All wiring connections are made with mechanical connectors or rosin core solder. All Mic, line, video,
rgbs, coaxial, and speaker level lines are free of splices and meet all area code requirements. All terminal
block connections are made with quality crimp connectors.
Grounding, Shields, Etc.
Proper grounding techniques are always employed. Shields are always grounded through chassis ground
connections at the input of the equipment to which it is connected. Cables are grounded at both ends and
are insulated at their connection points. Shields are isolated with shrink tubing, and continuity of shields
is always preserved. Equipment chassis are grounded throughout the electrical power safety ground.
Professional Services:
TSAV employs a variety of professional craftsmen including carpenters, painters, cabinet-makers,
electricians, sound technicians, video technicians, acoustical engineers, and other consultants. Costs
involved in professional consulting and subcontracting are included in each bid.
Cost Increases:
TSAV makes every effort to provide our customers with the best service at competitive prices. From time
to time, due to the increased cost of steel, copper, gasoline, and other commodities necessary to perform
our services, TSAV will have to pass these increased costs onto our customers. TSAV reserves the right
to invoice our customers for these increases in cost when necessary.
Conditions:
Contractor will require full functionality of affected areas during installation. It is expected that
reasonable work environment standards will be maintained including the use of the facility’s restrooms,
heating and air-conditioning wherever possible, etc.
Availability of Information:
It is expected that site technical information be made readily available to the contractor including but not
limited to project scheduling, mechanical clearances, carpet and paint colors, union contacts, etc.
Site Access:
Contractor will require access to the site during working hours. Access through all doors to the facility
and any affected rooms or hallways is required. We will also require one reserved parking place as close
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as possible to the main entrance to the facility. Where access is limited, arrangements must be made for
alternate scheduling.
Coordination with other trades:
Client assumes responsibility for some logistics involved in contractor scheduling. Delays due to
problems involving other trades may result in billing of additional labor hours.
Unforeseen Hazards:
Hazards involving faulty wiring, dangerous structures, or hazardous materials will affect contractor
scheduling. Client assumes responsibility for notifying the contractor in cases where potential hazards
may exist. Client also understands delays involved in the discovery of potentially hazardous situations.
Non Solicitation:
During the period of performance of this Agreement, and for one (1) year after completion of this
agreement, neither Contractor nor customer shall, without the prior written consent of the other party,
solicit for hire, or knowingly allow its employees to solicit for hire any of those employees of the other
party or its affiliates who are associated with the performance of this Agreement.
Payment Schedule:
1/3 due upon mobilization, progress billings as required, final payment due within 30 days of completion.
Use of this document:
This document and the recommendations herein constitute a professional design document. TSAV
engineers spend a considerable amount of time compiling recommendations and creating a customized set
of recommendations for you, our client. This document is available for use in soliciting competitive bids,
in which case the value of this document shall be 10% of the proposed bid or $1000, whichever amount is
greater.
Resolution of dispute:
If a dispute arises relating to this agreement, or breach thereof, and if said dispute cannot be settled by
negotiation, the parties agree first to try in good faith to settle the dispute by mediation under the
Commercial Mediation Rules of the American Arbitration Association before resorting to arbitration,
litigation or some other dispute resolution procedure. (A Guide To Arbitration, American Arbitration
Association, New York 212.484.4000)
Again, I greatly appreciate the opportunity to provide you with this report. If you should have any
questions, please do not hesitate to contact me at any time.
Sincerely,
Peter Dugas CTS, CTS-D, AIA Affil.
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775 Barber St. Athens, GA 30601
office.706|613|8759 x8222
direct.706|534|7322
cell.706|714|6956
By signing this proposal you agree to the terms stated above. This serves as a notice to proceed for this
project.
X
Signed by Gary Hewett on behalf of the City of Augusta Date
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Request for Proposal
Request for Proposals will be received at this office until Tuesday, May 27, 2014 @ 11:00 a.m. for furnishing:
RFP Item #14-161 Courtrooms Systems Rewiring & Upgrades for Information Technology
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, May 16,
2014 @ 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 120 days after time has been called on the date of opening.
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 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.
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 his
qualifications.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle April 24, May 1, 8, 15, 2014
Metro Courier April 30, 2014
Revised: 8/15/2011
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VENDORS Attachment
B
E-Verify
#
SAVE
Form Original 7
Copies
Fee
Proposal
TSAV
775 Barber Street
Athens, GA 30601
YES 223214 YES YES YES YES
RFP Opening
RFP Item #14-161
Courtrooms Systems Rewiring & Upgrades
for Augusta, Georgia - Information Technology
Department
RFP Due: Tuesday, May 27, 2014 @ 11:00 a.m.
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Evaluation Criteria
PTS
TSAV
775 Barber Street
Athens, GA 30601
1. Vendor’s experience installing systems similar to the
size and complexity identified in this RFP 20 15
2, Overall quality of the proposal including
responsiveness and conformance to RFP requirements
for content and format
20 16
3. Vendor’s ability to troubleshoot and repair systems
similar to the size and complexity identified in this RFP.15 12
4. References (include specific individuals with
addresses and telephone numbers 5 4
5. Completeness of proposal 10 9
6. Quality of materials used in the installation 10 8
7. Vendor’s special qualifications and certifications 10 8
8. Proposed Fee (must provide and enclose in a
separate sealed envelope)
• Lowest 10 points
• Second 8 points
• Third 6 points
• Fourth 4 points
• Highest 2 points
10 10
TOTAL 100 84
Cumulative Evaluation Sheet
RFP 14-161 Courtrooms Systems Rewiring & Upgrades
for Augusta, Georgia – Information Technology Department
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Public Safety Committee Meeting
9/29/2014 1:15 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Public Safety Committee
held on August 11, 2014.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 4
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Public Safety Committee Meeting
9/29/2014 1:15 PM
Salary Structure for RCCI
Department:RCCI
Caption:Receive as information the salary structure for the staff at the
Richmond County Correctional Institution. Presented by Warden
Evan Joseph.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 5