HomeMy WebLinkAbout2021-07-14 Meeting AgendaPublic Safety Committee Meeting Commission Chamber- 7/14/2021- 1:15 PM
PUBLIC SAFETY
1.Motion to approve Augusta-Richmond County FY22 Capacity
Agreement for State Inmates being housed at the Richmond
County Correctional Institution.
Attachments
2.Motion to approve the minutes of the Public Safety Committee
held on June 8, 2021.Attachments
3.Motion to authorize award of RFP #21-126, Online Training &
Records Management System, of Augusta, Georgia Fire
Department to Target Solutions subject to final contract
negotiations; also authorize the Mayor to execute the final
negotiated contract.
Attachments
www.augustaga.gov
Public Safety Committee Meeting
7/14/2021 1:15 PM
Augusta-Richmond County FY22 Capacity Agreement
Department:Richmond County Correctional Institution
Presenter:Evan Joseph
Caption:Motion to approve Augusta-Richmond County FY22 Capacity
Agreement for State Inmates being housed at the Richmond
County Correctional Institution.
Background:Augusta-Richmond County contracts with the Georgia
Department of Corrections to house Two Hundred Thirty (230)
non-violent inmates. The inmates perform skilled/ non-skilled
labor in various city departments.
Analysis:The Georgia Department of Corrections pays the City of
Augusta a per diem of Twenty Two ($22.00) dollars per day per
inmate. The inmates supplement the City of Augusta's workforce
by performing skilled/ non-skilled labor.
Financial Impact:The revenues receive from the state of Georgia is approximately
(45%) of the department's annual budget.
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 1
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 1
1 FY22_CountyCap
INTERGOVERNMENTAL AGREEMENT
BY AND BETWEEN
GEORGIA DEPARTMENT OF CORRECTIONS
AND
AUGUSTA GEORGIA
COUNTY CAPACITY
THIS AGREEMENT is entered into the 1st day of July, 2021, by and between the
GEORGIA DEPARTMENT OF CORRECTIONS, an agency of the State of Georgia
(“Department”), and AUGUSTA GEORGIA, a political subdivision of the State of Georgia
(“County”), acting by and through its Board of County Commissioners, referred to
individually as “Party” or together as “Parties.”
WHEREAS, Department desires to contract with County for appropriate care and
custody of certain offenders for which Department is responsible, (“State Offenders”); and
County desires to provide appropriate care and custody of State Offenders at a
correctional institution operated by County (“Services”).
NOW, THEREFORE, in consideration of these premises and the mutual promises
and agreements hereinafter set forth, the parties hereby agree as follows:
1. Care and Custody. County agrees to provide complete care and custody of up to 230
State Offenders daily, for the Term of this Agreement and in accordance with all applicable
state and federal laws, rules, and regulations. Without limiting the generality of the
foregoing, County specifically agrees that no State Offender labor shall benefit private
persons or corporations.
2. Recording Offender Movement in SCRIBE. County agrees to record any and all
movement of State Offenders transferred in and out of the County facility by entering the
movement in Department’s SCRIBE system on the same day the movement occurs.
Movements that are not entered in SCRIBE on the day the movement occurs will not show
as an adjustment and result in an inaccurate daily count. County is solely responsible for
implementing procedures to ensure that SCRIBE entries are made accurately and in a
timely manner. County is responsible for verifying the State Offender count and all
movements in and out of the County facility in SCRIBE on a daily basis to ensure that the
count is accurate. County understands that the count reflected in SCRIBE is the official
count for purposes of calculating payment under this Agreement. Late documentation, lack
of documentation, or inaccurate documentation may result in delayed payment or non-
payment under this Agreement. County agrees to grant Department access to County’s
records, documentation procedure, and personnel for purposes of auditing SCRIBE entries
and verifying State Offender count at any time upon Department’s request.
Attachment number 1 \nPage 1 of 8
Item # 1
2 FY22_CountyCap
3. Notification of Medical Treatment. County shall notify Department of any State
Offender that the County transfers to a hospital for treatment that will require an overnight
stay or for whom treatment is likely to cost in excess of One Thousand Dollars ($1,000.00).
Said notification shall be provided via telephone contact within Twenty-Four (24) hours of
offender being admitted for treatment on an outpatient or inpatient basis. County shall
notify Department pursuant to this paragraph by calling the Department’s “On Call
Utilization Management Nurse” at 404-863-3079 at any time of day or night.
4. Employee or Offender Misconduct. The County agrees that it will notify the
Department within ten (10) business days after terminating an employee of the County
correctional institution for misconduct or of the resignation of any employee in connection
with an allegation or investigation of misconduct. The County further agrees that it will
notify the Department within ten (10) business days if it, one of its employees, or any other
law enforcement officer secures a criminal warrant for the arrest or otherwise pursues the
prosecution of an offender being housed at the County CI for criminal conduct allegedly
committed at the County CI. County agrees that it will not hire any employee terminated by
Department for misconduct or who resigns from Department in connection with an
allegation or investigation of misconduct.
5. Compensation. Department agrees to pay County the sum of Twenty-Two Dollars
($22.00) per State Offender per day for the duration of this Agreement. County agrees that
upon receipt of documentation from the Department showing inmate dates and total
amount of payment, County shall validate the accuracy of the documentation in a manner
as prescribed by the Department and return the validation of the same to the Business
Management Unit within seven (7) business days of receiving the documentation.
Department shall endeavor to pay County for Services within Forty-Five (45) days of invoice
receipt in approved form. County acknowledges and agrees that the Commissioner of
Corrections shall have sole authority with respect to the transfer of State Offenders to and
from the County correctional institution and Department shall not incur charges for State
Offenders not under the care and custody of County. A State Offender is not under the care
and custody of County when a State Offender is not housed at the County facility including
when a State Offender is out to court or sent to a Department facility for medical or mental
health evaluation.
6. Term of Agreement. The term of this Agreement shall be from July 1, 2021 until
11:59 p.m. on June 30, 2022 (the “Term”). The Parties may, by mutual agreement in
writing, extend the Term for additional time periods.
7. Termination. Department may at any time and for any reason terminate this
Agreement by providing written notice in advance of such termination to County. In the
event of termination under this paragraph, Department shall pay County for Services
performed prior to the effective date of termination; provided, however, that payments
otherwise due County may be applied by Department against amounts due or claimed to be
due to Department. In the event that County fails to comply with the provisions of this
Agreement, Department may terminate this Agreement for cause and without notice. If
Attachment number 1 \nPage 2 of 8
Item # 1
3 FY22_CountyCap
termination is for cause, payments may be withheld by Department on account of the
Services being deemed deficient and not remedied by County prior to the effective date of
termination. County shall be liable to Department for any additional cost incurred by
Department as a result of deficiencies in the Services to be provided hereunder.
8. Prison Rape Elimination Act. County agrees that it will adopt and comply with 28
C.F.R. 115, entitled the Prison Rape Elimination Act (“PREA”). As required in 28 C.F.R.
155.12, County further agrees to cooperate with Department in any audit, inspection, or
investigation by Department or other entity relating to County’s compliance with PREA.
Department shall monitor the County’s compliance with PREA and shall have the right to
inspect any documents or records relating to such audit, inspection or investigation, and
County will provide such documents or records at Department’s request. County
acknowledges that any violation of PREA is a material breach of this Agreement, is cause for
termination of this Agreement and may lead to administrative and criminal sanctions. The
County shall acknowledge in writing that the Department has advised the County of these
matters.
9. Sexual Harassment Prevention. The State of Georgia promotes respect and dignity
and does not tolerate sexual harassment in the workplace. The State is committed to
providing a workplace and environment free from sexual harassment for its employees and
for all persons who interact with state government. All State of Georgia employees are
expected and required to interact with all persons including other employees, Governmental
Entity’s, and customers in a professional manner that contributes to a respectful work
environment free from sexual harassment. Furthermore, the State of Georgia maintains an
expectation that its Governmental Entity’s and their employees and sub-contractors will
interact with entities of the State of Georgia, their customers, and other Governmental
Entities of the State in a professional manner that contributes to a respectful work
environment free from sexual harassment.
Pursuant to the State of Georgia’s Statewide Sexual Harassment Prevention Policy (the
“Policy”), all Governmental Entities who are regularly on State premises or who regularly
interact with State personnel must complete sexual harassment prevention training on an
annual basis.
A Governmental Entity, including its employees and sub-contractors, who have violated the
Policy, including but not limited to engaging in sexual harassment and/or retaliation may be
subject to appropriate corrective action. Such action may include, but is not limited to,
notification to the employer, removal from State premises, restricted access to State premises
and/or personnel, termination of contract, and/or other corrective action(s) deemed necessary
by the State.
Attachment number 1 \nPage 3 of 8
Item # 1
4 FY22_CountyCap
(i) If Governmental Entity is an individual who is regularly on State premises or
who will regularly interact with State personnel, Governmental Entity
certifies that:
(a) Governmental Entity has received, reviewed, and agreed to comply
with the State of Georgia’s Statewide Sexual Harassment Prevention
Policy located at http://doas.ga.gov/human-resources-
administration/board-rules-policy-and-compliance/jointly-issued-
statewide-policies/sexual-harassment-prevention-policy;
(b) Governmental Entity has completed sexual harassment prevention
training in the last year; or will complete the Georgia Department of
Administrative Services’ sexual harassment prevention training located
at http://doas.ga.gov/human-resources-administration/sexual-
harassment-prevention/hr-professionals/employee-training (scroll down
to section for entities without a LMS section) or this direct link
https://www.youtube.com/embed/NjVt0DDnc2s?rel=0 prior to
accessing State premises and prior to interacting with State employees;
and on an annual basis thereafter; and,
(c) Upon request by the State, Governmental Entity will provide
documentation substantiating the completion of sexual harassment
training.
(ii) If Governmental Entity has employees and sub-contractors that are regularly
on State premises or who will regularly interact with State personnel,
Governmental Entity certifies that:
(a) Governmental Entity will ensure that such employees and sub-
contractors have received, reviewed, and agreed to comply with the
State of Georgia’s Statewide Sexual Harassment Prevention Policy
located at http://doas.ga.gov/human-resources-administration/board-
rules-policy-and-compliance/jointly-issued-statewide-policies/sexual-
harassment-prevention-policy;
(b) Governmental Entity has provided sexual harassment prevention
training in the last year to such employees and sub-contractors and will
continue to do so on an annual basis; or Governmental Entity will ensure
that such employees and sub-contractors complete the Georgia
Department of Administrative Services’ sexual harassment prevention
Attachment number 1 \nPage 4 of 8
Item # 1
5 FY22_CountyCap
training located at http://doas.ga.gov/human-resources-
administration/sexual-harassment-prevention/hr-
professionals/employee-training (scroll down to section for entities
without a LMS section) or this direct link
https://www.youtube.com/embed/NjVt0DDnc2s?rel=0 prior to
accessing State premises and prior to interacting with State employees;
and on an annual basis thereafter; and
(c) Upon request of the State, Governmental Entity will provide
documentation substantiating such employees and sub-contractor’s
acknowledgment of the State of Georgia’s Statewide Sexual Harassment
Prevention Policy and annual completion of sexual harassment prevention
training.
10. Notices. Any notice under this Agreement, other than those referenced in Paragraph
3, “Notification of Medical Treatment,” shall be deemed duly given if delivered by hand
(against receipt) or if sent by registered or certified mail, return receipt requested, to a Party
hereto at the address set forth below or to such other address as the Parties may designate
by notice from time to time in accordance with this Agreement.
If to the County: Augusta Georgia
Administrator, Board of Commissioners
535 Telfair Street, Suite 910
Augusta, GA 30901
With a copy to: Richmond County Prison
Warden, Evan Joseph
2314 Tobacco Road
Augusta, GA 30906
If to the Department: Jennifer Ammons
General Counsel
Georgia Department of Corrections
State Office South, Gibson Hall, 3rd Floor
P.O. Box 1529
Forsyth, Georgia 31029
With a copy to: Robert Toole
Facilities Director
Georgia Department of Corrections
State Office South, Gibson Hall, 1st Floor
P.O. Box 1529
Forsyth, Georgia 31029
Attachment number 1 \nPage 5 of 8
Item # 1
6 FY22_CountyCap
11. Reimbursement of Medical Costs.
a. Department agrees to reimburse County for certain costs of medical services
required for medical conditions which: (1) pose an immediate threat to life or
limb, and (2) occur under circumstances in which the State Offender cannot
reasonably be placed in a state institution for the receipt of this care
(“Emergency Medical Services”). Department’s obligation to reimburse
County for the cost of any medical services, to include Emergency Medical
Services, arises only when the cost per State Offender per incident exceeds
One Thousand Dollars ($1,000.00), and Department shall only be liable for
the amount in excess of One Thousand Dollars ($1,000.00), subject to the
limitations of this paragraph and other applicable laws and regulations.
b. County agrees to invoice Department monthly for the actual cost of
Emergency Medical Services paid by County. If there existed any rate
agreement between County and the hospital or hospital authority at the time
Emergency Medical Services were rendered, the invoice must reflect such
rate. All invoices from County must include an invoice or receipt from the
hospital that clearly shows the actual cost of Emergency Medical Services
paid by County.
c. Department is not liable to County for any late fees or charges imposed by the
hospital, hospital authority (collectively, “Late Fees”), or other service
provider, for late or nonpayment by the County. County agrees to exclude
Late Fees from its invoices to Department.
d. If Department reasonably determines that there is a difference between the
actual cost incurred by County and the invoice sent to Department,
Department may assess an administrative fee of one-half (1/2) of the
difference to cover the administrative costs incurred by the Department.
Department shall send County written notice of any administrative fees, and
County shall have Thirty (30) days to make payment or to dispute the fee in
writing. If County does not make payment of undisputed administrative fees
by the due date, Department is entitled to a setoff of the same amount against
future payments owing to County.
e. Pursuant to O.C.G.A. § 42-5-2(c), Department shall reimburse County no
more than the applicable Georgia Medicaid Rate for Emergency Medical
Services provided to a State Offender by a hospital, hospital authority, or
other service provider. Department shall not be liable to County for any
amount paid by County to a hospital, hospital authority, or other service
provider, in excess of the Medicaid Rate for emergency services provided to a
State Offender.
Attachment number 1 \nPage 6 of 8
Item # 1
7 FY22_CountyCap
12. Entire Agreement. This Agreement constitutes the entire agreement and
understanding between the parties hereto and replaces, cancels and supersedes any
prior agreements and understandings relating to the subject matter hereof, and all prior
representations, agreements, understandings and undertakings between the parties
hereto with respect to the subject matter hereof are merged herein.
13. Sole Benefit. Department and County enter into this Agreement for their sole
benefit. Department and County do not intend to give any rights pursuant to this
Agreement to any other parties.
14. Choice of Law and Venue. The Contract shall be governed in all respects by the laws of
the State of Georgia. Any lawsuit or other action brought against the Department and the
State based upon or arising from this Agreement shall be brought in the Superior Court of
Fulton County, Georgia.
15. Amendment. The Parties recognize and agree that it may be necessary or convenient
for the Parties to amend this Agreement and the Parties agree to cooperate fully in
connection with such amendments if and as necessary. However, no change,
modification or amendment to this Agreement shall be effective unless the same is
reduced to writing and signed by the Parties.
16. Counterparts. This Agreement may be executed in multiple counterparts, each of
which shall be an original but all of which shall constitute one agreement. No Party
shall be bound by this Agreement until all Parties have executed it.
IN WITNESS WHEREOF, the parties have caused the authorized representatives of
each to execute this Agreement on the day and year first above written.
GEORGIA DEPARTMENT OF COUNTY:
CORRECTIONS:
By: _______________________ By: _______________________
Jennifer Ammons
General Counsel Print Name: _________________
Date: _____________________
Title:______________________
Date: ______________________
FACILITY WARDEN/SUPERINTENDENT
By: _______________________
Attachment number 1 \nPage 7 of 8
Item # 1
8 FY22_CountyCap
Print Name: _________________
Date: ______________________
Attachment number 1 \nPage 8 of 8
Item # 1
Public Safety Committee Meeting
7/14/2021 1:15 PM
Minutes
Department:
Presenter:
Caption:Motion to approve the minutes of the Public Safety Committee
held on June 8, 2021.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 2
Public Safety Committee Meeting Commission Chamber - 61812021
ATTENDANCE:
Present: Hons. Clarke, Chairman; D. Williams, Vice Chairman; B.
Williams and Garreff, members.
Absent: Hon. Hardie Davis, Jr., Mayor.
PUBLIC SAFETY
1. Motion to approve FY22 Criminal Justice Coordinating Council Grant for ltem
State Court Accountability Court DUI and Veterans Court Programs. Action:
Approved
Made Seconded Motion
By By Result
It was the consensus of the
committee that this item be
approved without objection.
2. Motion to approve the minutes of the Public Safety Committee held on May Item25,2021. Action:
Approved
Motions
f#:"' Motion rext
Motions
f#:" Motion rext Made Seconded Motion
By By Result
It was the consensus of the
committee that this item be
approved without objection.
3. Presentation/request for support from Solicitor General Omeeka Loggins and
State Senator Harold Jones relative to State Court's Records Restriction
Summit Initiative.
Item
Action:
Approved
Attachment number 1 \nPage 1 of 2
Item # 2
Motions
Motion
Type
Motion to approve
funding for this
initiative in an amount
^ not to exceed $10,000ADDroVeand letters of support
from the other
participating partners.
Motion Passes 4-0.
Made By Seconded ByMotion Text Motion
Result
4. Visible Address Numbers: Discuss non-enforcement of ordinance. Item
(Requested by Commissioner John Clarke) Action:
Approved
Commissioner CommissionerBrandon Dennis Passes
Garrett Williams
Made Seconded Motion
By By Result
Motions
ryJ:'" Motion rext
It was the consensus of the
committee that this item be received
as information without objection.
www.auqustaqa.qov
Attachment number 1 \nPage 2 of 2
Item # 2
Public Safety Committee Meeting
7/14/2021 1:15 PM
Vendor Award RFP Item #21-126 Online Training & Records Management System
Department:Fire
Presenter:
Caption:Motion to authorize award of RFP #21-126, Online Training &
Records Management System, of Augusta, Georgia Fire
Department to Target Solutions subject to final contract
negotiations; also authorize the Mayor to execute the final
negotiated contract.
Background:This system will be used for the purpose of scheduling,
managing, and documenting all training recertification hours and
licensure in the areas of firefighting, EMS, EMA, Emergency
Vehicle Operations, Human Resources, and NFPA/OSHA
Compliance. In addition, the online platform will allow
department members to assign, monitor, and document all
critical activities to ensure that state/federal laws and
departmental policies pertaining to training hours and
certifications are being followed.
Analysis:After careful review and scoring of the proposals submitted to
the Procurement Department in response to RFP Item #21-126
Online Training & Records Management System, Target
Solutions is the current vendor providing this service and was
the only vendor that met all the criteria outlined in the
specification.
Financial Impact:Funding for this contract is allocated in the Fire Department's
operational budget 274034110-5237111. 1st yr $36,748, 2nd
year $36,748, 3% annual increase for the three 1 year options.
Alternatives:None at this time
Recommendation:To approve the motion to authorize award of RFP #21.126
Online Training & Records Management System of Augusta,
Georgia Fire Department to Target Solutions subject to final
Cover Memo
Item # 3
contract negotiations, and to authorize the Mayor to execute the
final negotiated contract.
Funds are
Available in the
Following
Accounts:
274034110-5237111
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 3
Attachment number 1 \nPage 1 of 1
Item # 3
Request for Proposal
Request for Proposals will be received at this office until Wednesday, January 20, 2021 @ 11:00 a.m.
opening will be via ZOOM for furnishing: Meeting ID: 942 0968 8657 Password: 566022
RFP Item #21-126 Online Training & Records Management System for the 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
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.
A Pre Proposal Conference will be held on Tuesday, January 5, 2021 @ 10:00 a.m. Via ZOOM
Meeting ID: Meeting ID: 967 5832 7227 Passcode: 825319
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 Wednesday,
January 6, 2021 @ 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 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.
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.
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
No RFP will be accepted by fax, all must be received by mail or hand delivered.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle December 10, 17, 24, 31, 2020
Metro Courier December 10, 2020
Revised: 2/17/2016
Attachment number 2 \nPage 1 of 1
Item # 3
OFFICIAL
Vendors Attachment
"B"
E-Verify SAVE Form Original 7 Copies Fee
Proposal
Vector Solutions
Target Solutions Learning LLC
4890 W. Kennedy Blvd
Suite 300
Tampa, FL 33609
Yes 32855 Yes Yes Yes Yes
The Angelo Group
604 Government Center Way
Unit #4
Evans, GA 30809
Yes 500281 Yes Yes Yes Yes
RFP Item #21-126
Online Training & Records Management System
for Augusta, GA - Augusta Fire Department
RFP Date: Wednesday January 20, 2021 @ 11:00 a.m. via ZOOM
Total Number Specifications Mailed Out: 16
Total Number Specifications Download (Demandstar): 51
Total Number Vendors Notified (Demandstar): 1
Georgia Procuement Registry: 1603
Total Packages Submitted: 2
Total Noncompliant: 0
Page 1 of 1
Attachment number 3 \nPage 1 of 1
Item # 3
Vector Solutions
Target Solutions Learning LLC
4890 W. Kennedy Blvd
Suite 300
Tampa, FL 33609
The Angelo Group
604 Government Center Way
Unit #4
Evans, GA 30809
Vector Solutions
Target Solutions Learning LLC
4890 W. Kennedy Blvd
Suite 300
Tampa, FL 33609
The Angelo Group
604 Government Center Way
Unit #4
Evans, GA 30809
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
2. Qualifications & Experience (0-5)20 4.5 1.0 90.0 20.0
3. Organization & Approach (0-5)15 4.5 1.0 67.5 15.0
4. Scope of Services
• Ability to provide 24/7 Customer Service
• Ability to satisfy Program Features required by the Augusta Fire
Department
• User-Friendliness and Training for end users and site
administrators on entire software package.
• Ability to integrate locally developed content into (power point
presentations, videos, etc.) into program.
(0-5)20 4.5 1.5 90.0 30.0
5. Financial Stability (0-5)5 4.5 4.5 22.5 22.5
6. References (0-5)5 4.5 1.0 22.5 5.0
Within Richmond County 5 10 0.0 0.0
Within CSRA 5 6 5.0 0.0 30.0
Within Georgia 5 4 0.0 0.0
Within SE United States (includes AL, TN, NC, SC, FL) 5 2 5.0 10.0 0.0
· All Others 5 1 0.0 0.0
27.5 14.0 302.5 122.5
8. Presentation by Team (0-5)10 0 0
9. Q&A Response to Panel Questions (0-5)5 0 0
Lowest Fees 5 10 10 100 0
Second 5 6 0 0
Third 5 4 0 0
Forth 5 2 0 0
Fifth 5 1 0 0
Total Phase 2 - (Total Maximum Ranking 15 -
Maximum Weighted Total Possible 125) 10 0 100 0
37.5 14 402.5 122.5
RFP Item #21-126
Online Training & Records Management System
for Augusta, GA - Augusta Fire Department
Evaluation Committee Meeting: Monday, February 8, 2021 @ 10:00 a.m. via ZOOM
Total (Total Possible Score 500) Total (May not Receive Less Than a 3 Ranking in Any Category to be
Vendors
Phase 1 Total - (Total Maximum Ranking 30 -
Maximum Weighted Total Possible 375)
Phase 1 Ranking of 0-5 (Enter a number value between
Scale 0 (Low) to 5 (High)
7. Proximity to Area (only choose 1 line according to location of the company - enter the ranking value for the one line only)
Weighted Scores
Procurement DepartmentRepresentative:______Nancy Williams___________________________________
Procurement Department Completion Date: _____2/8/21___________________
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 500)
Evaluator: __________Cumulative __________________ Date: __2/8/21
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)
Attachment number 4 \nPage 1 of 1
Item # 3
Attachment number 5 \nPage 1 of 1
Item # 3
Attachment number 6 \nPage 1 of 4
Item # 3
Attachment number 6 \nPage 2 of 4
Item # 3
Attachment number 6 \nPage 3 of 4
Item # 3
Attachment number 6 \nPage 4 of 4
Item # 3
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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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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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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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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