Loading...
HomeMy WebLinkAbout2015-01-12-Meeting Mintues Administrative Services Committee Meeting Commission Chamber - 1/12/2015 ATTENDANCE: Present: Hons. M. Williams, Chairman; D. Williams, Vice Chairman; Lockett, member. Absent: Hons. Hardie Davis, Mayor; Davis, member. ADMINISTRATIVE SERVICES 1. Motion to approve the 2015 annual bid award for various departments for the purchase of annual bid items. The following annual bid items require the Commission approval: 15-038 Uniforms & Accessories - Fire Department 15-063A Athletic Clothing & Equipment Recreation, Parks and Facilites Maintenance Department 15-065 Chemicals - Utilities Department 15-118 Tires - Environmental Services Department Item Action: Disapproved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. M. Williams votes No. Motion Fails 2-1. Commissioner William Lockett Commissioner Dennis Williams Fails 2. Presentation by Kim Hines regarding Grow Harrisburg. (Requested by Commissioner Fennoy) Item Action: Rescheduled Motions Motion Type Motion Text Made By Seconded By Motion Result Defer Motion to refer this item to the full Commission with no Commissioner William Commissioner Dennis Passes recommendation. Motion Passes 3-0. Lockett Williams 3. Motion to approve the minutes of the Administrative Services Committee held on December 8, 2014. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 3- 0. Commissioner Dennis Williams Commissioner William Lockett Passes 4. Report by Ms. Margaret Woodard on parking forums and path forward. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve tasking the attorney to meet with Ms. Woodard and Mr. Cassell regarding updating the current parking ordinance and bring back options detailing goals and objectives to the committee for approval. Motion Passes 3-0. Commissioner Dennis Williams Commissioner William Lockett Passes 5. Consider proposed procedure for authorization of Agreements/Contracts for the Laney Walker/Bethlehem Redevelopment Project, the Housing and Community Development Department and the Hyde Park Drainage Improvement Project by the City Administrator and Mayor for program/calendar year 2015. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Motion to approve HCD using the same procedures as they used in 2014 with Commissioner Commissioner Approve a monthly report to be given on the Hyde Park project. Motion Passes 3-0. Dennis Williams William Lockett Passes 6. Discuss/receive report from the Administrator regarding information reported from the Transit Contract Manager to the Commission on December 16, 2014 regarding contractual violations of McDonald Transit. (Requested by Commissioner Marion Williams) Item Action: Rescheduled Motions Motion Type Motion Text Made By Seconded By Motion Result Defer Motion to refer this item to the next committee meeting. Motion Passes 3-0. Commissioner William Lockett Commissioner Dennis Williams Passes 7. Approval to carry over operational funds of $100,000.00 which was approved for the HR 2014 budget year to be redesignated for 2015. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Delete Motion to delete this item from the agenda. Commissioner Dennis Williams Commissioner William Lockett Passes 8. Provide update from the Tax Commissioner to Commission on completed initiatives for 2015 and request funding source for Tax Billing and Collection software. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Commissioner William Lockett Commissioner Dennis Williams Passes 9. County Attorney. Item Action: Approved www.augustaga.gov Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Motion Passes 3-0. Commissioner Dennis Williams Commissioner William Lockett Passes Administrative Services Committee Meeting 1/12/2015 1:10 PM Attendance 1/12/15 Department: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: PROCUREMENT SOURCE SELECTION METHODS AND CONTRACT AWARDS Sec. 1-10-48. Generally. The following sections provide detailed information concerning the use of the seven (7) source selection methods available for use for the procurement of commodities, services and construction products for Augusta, Georgia. The seven methods are: (1) sealed bids, (2) sealed proposals, (3) special services, (4) quotations or informal bids, (5) sole source, (6) emergency procurement and (7) annual contracts. Purpose. A significant portion of the Augusta, Georgia Annual Budget is committed each year to various purchase contracts such as raw materials, equipment, equipment parts or components, general supplies, and professional and non-professional services. Therefore, it is essential that maximum value be obtained for each public tax dollar spent. A proven technique for obtaining this goal is through the annual bid contract process, Sec. 1-10-58. Annual contracts. Upon approval of an annual contract by the Board of Commissioners (or the Administrator for annual bids of up to $25,000), any using agency may order supplies or services under such annual contract as needed up to the maximum amount approved in the annual bid. Purchases on the following annual bid items will exceed $25,000.00 per order: Department Description Recommended Vendors Local Vendors 15-038 Uniforms & Accessories Fire Department NAFECO Inc. 15-063A Athletic Clothing & Equipment Recreation Johannsen Sporting Goods, Riddell/All American BSN Sports Local Vendor Preference was applied for Johannsen Sporting Goods. 15-065 Utilities Chemicals Univar Brenntag Mid-South Carus No Bids were received from Local Vendors. 15-118 Tires Environmental Services Snider Fleet Solutions Snider Fleet Solutions Administrative Services Committee Meeting 1/12/2015 1:10 PM Annual Bid Approval Department:Procurement Department Caption:Motion to approve the 2015 annual bid award for various departments for the purchase of annual bid items. The following annual bid items require the Commission approval: 15-038 Uniforms & Accessories - Fire Department 15-063A Athletic Clothing & Equipment Recreation, Parks and Facilites Maintenance Department 15-065 Chemicals - Utilities Department 15-118 Tires - Environmental Services Department Background:Each item was bid through the annual bid process as directed by the Augusta Procurement Code. The items require Commission approval due to the fact that purchases on the individual items will exceed $25,000.00 per order. Analysis:The various departments have reviewed the submittals and have presented a recommendation of award to the Procurement Department for each item. Financial Impact:The individual departments are responsible for the purchase of the items listed on their individual bid. Alternatives:Not to award and require the individual departments to follow the purchasing guidelines as listed in the Augusta Procurement Code for each individual purchase. Recommendation:Approve the recommendation as submitted by the various departments. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 1/12/2015 1:10 PM Kim Hines Department:Clerk of Commission Caption:Presentation by Kim Hines regarding Grow Harrisburg. (Requested by Commissioner Fennoy) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 1/12/2015 1:10 PM Minutes Department:Clerk of Commission Caption:Motion to approve the minutes of the Administrative Services Committee held on December 8, 2014. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 1/12/2015 1:10 PM Parking Forums Department:Clerk of Commission Caption:Report by Ms. Margaret Woodard on parking forums and path forward. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 1/12/2015 1:10 PM Proposed Procedure for Authorization of Agreements/Contracts for: the Laney Walker/Bethlehem Redevelopment Project, Housing and Community Development Department and the Hyde Park Drainage Improvement Project by the City Administrator and Mayor for Program Department:Housing and Community Development Department (AHCDD) Caption:Consider proposed procedure for authorization of Agreements/Contracts for the Laney Walker/Bethlehem Redevelopment Project, the Housing and Community Development Department and the Hyde Park Drainage Improvement Project by the City Administrator and Mayor for program/calendar year 2015. Background:Laney Walker/Bethlehem Redevelopment Project Background: In 2008, the Augusta Commission passed legislation supporting community development in Laney Walker/Bethlehem. Included in this legislation was the formation of an Urban Redevelopment Authority which ultimately issued bonds to provide financing for the rehabilitation and redevelopment activities in the Laney Walker/Bethlehem area. Augusta has provided oversight and implemented the urban redevelopment plan, generally referred to as the Laney Walker/Bethlehem Redevelopment Project. Since that time, the Augusta Housing & Community Development Department has developed a master plan and development guidelines for the area, set up a financial incentives program for developers and home buyers, selected a team of development partners to focus on early-phase catalytic construction, and created a marketing strategy to promote the overall effort. While still in the early stages of a long term revitalization program, Laney Walker/Bethlehem has already caught the eye of Harvard University’s School of Design, which, in its Student Journal on Real Estate, recently touted Augusta’s project as potentially a “game-changing” national model for public-private partnerships. This ambitious redevelopment project was the recipient of the Georgia Planning Association’s 2011 Outstanding Implementation award and has been a showcase at national conferences ranging from New Partners for Smart Growth to the American Planning Association to the American Architectural Foundation. The Housing and Community Development Department, in conjunction with the City’s Purchasing Dept., issued a Request for Qualifications (RFQ) for developers, builders, architects, engineers, realtors, and marketing firms (contractor) to support the Laney Walker/Bethlehem Redevelopment Project, and will soon solicit for additional interested vendors. Through the RFQ process over 30 firms responded and eighteen (18) firms were selected, on the basis of qualifications and experience, as procured contractors. A process has been established that allocates work to the procured firms on the basis of issuing Task Orders to one, or more, of the firms based on a combination of their project specific qualifications and cost to provide the requested services. Each Task Order provides a description of the requested services and requires the service provider to respond with a detailed scope of work, time line to provide the requested service, and cost to provide services. In addition to the use of Task Orders to facilitate services required for the Laney Walker/Bethlehem Redevelopment Project, there are some service providers that have been procured through the City’s Purchasing Dept. that may require contract extensions and renewals based on their performance and changing project requirements. The day to day management of the Laney Walker/Bethlehem Redevelopment Project requires that the Housing and Community Development Dept. (HCDD) have the ability to make deliberate, but timely, decisions to keep this project moving. See Attachment “A” for an example of a sales contract for the purchase 1012 Spruce/1246 11th Street. The execution of this contract occurred as a result of extensive negotiation between the homebuyer, seller, and lender. The sales contract expiration date is set to accommodate the preparation of construction drawings, the timely execution of the construction contract, and the construction of the new home. If the approval of the construction contract required City Commission approval it would be extremely difficult to meet the time line established by the purchase agreement. In addition a City Commission approval requirement would require public disclosure of the purchaser’s name which could significantly chill sales. Failure to make decisions on the selection of approved builders, architects, engineer, etc. affects our ability to initiate the construction start of new projects, impact the cost of construction interest on each project during the construction period, and directly impacts our ability to place new homes under contract and close on the sale of homes in a timely manner. See Attachment “B” for an overview of range of the types of contracts used, general descriptions of the current process and procedures, and the adverse impact that would be created if the contact/agreement process was expanded. To facilitate the execution of agreements/contracts/task orders with builders, developers, architects, etc. that have been approved through the City’s Purchasing Department, and with acknowledgement by the appropriate staff of the Procurement Dept., we are proposing the following Agreement/Contract/Task Order Execution Procedures be used by the Housing and Community Development Dept. for the calendar year 2015. The Mayor, City Administrator, and the Director of HCDD will be given the authorization to execute all the necessary contracts, agreements, and task orders required to effectively and efficiently manage the Laney Walker/Bethlehem Redevelopment Project within the limits of the budget approved by the URA. All documents will require the signature of all three parties; * The HCDD will provide an annual Financial Report of the Laney Walker/Bethlehem Redevelopment Project inclusive of Policy and Procedures, Tax Base Increase Analysis, Laney Walker/Bethlehem Bond Funding Budget and Budget Breakdown, and a Summary of Housing Construction Expenditures to the Commission and the Urban Redevelopment Authority. The annual report will be due no later than 60 days after December 31st of each year. Any interim reports that may be requested and supplied to the URA will also be provided to the Commission. Housing and Community Development Department Background: Each year the City receives Community Development Block Grant (CDBG), Emergency Solutions Grant (ESG), HOME Investment Partnership (HOME), and Housing Opportunities for Persons with AIDS (HOPWA), Neighborhood Stabilization Program (NSP 1 and 3), and Homeless Prevention and Rapid Re-Housing Program (HPRP) funds from the U. S. Department of Housing and Urban Development. These funds are used to fund agencies and projects to assist low to moderate income persons and revitalize low- income neighborhoods. The Housing and Community Development Department (HCDD) annually solicits proposals from agencies and develops CDBG, ESG, HOME and HOPWA budgets which are incorporated into the City’s Annual Action Plan that is presented to the Augusta Commission for approval. To carry out the projects presented in the Action Plan, HUD requires the City to have agreements with each agency that is to be funded. If a project involves construction, a construction contract and/or professional service contracts may also be required. HUD regulations require grantees to meet a federally mandated spend- down threshold (Timeliness Standard). It is calculated by HUD each year at the end of October. Unfortunately, Congresses failure to approve a federal budget in a timely manner for its entitlement communities to receive grant agreements early in the year is not an acceptable reason for failing to meet this expenditure requirement. As you will note by Attachment 1 (Funding Approval/Agreement), Augusta did not receive its approved agreement until mid-April in year (2012). Funds were not available until mid-May. On October 5, 2012 we received an email from the Atlanta Director of HUD’s Office of Community Planning and Development (Attachment 2), stating concerns that our rate of expending funds would cause us to not meet the spend- down mandate. I am happy to state that we “met” the spend-down mandate last year as well as this year (2014). This was due to the contract/agreement approval process that was approved by the Commission on July 10, 2007, see Attachment 3.. To facilitate the execution of agreements/contracts, we are proposing the following Agreement/Contract Execution Procedure for the Housing and Community Department for Program Year 2015. Once the Consolidated Plan/Action Plan is approved by Commission: Mayor will be given authorization to execute all necessary Grant Agreements relative to the approved Consolidated Plan/Annual Plan as required by HUD; The Mayor, City Administrator and Director of HCDD will be given authorization to execute all the necessary agency grant agreements and contracts required to implement the Consolidated Plan/Annual Action Plan as approved by the Commission. All documents other than Forms HUD-7082 and HUD-40093 which require only the Mayor’s signature, must require signatures of all (3) parties. All City of Augusta Procurement Policies will be complied with and acknowledgement given by the appropriate staff of the Procurement Department. Hyde Park Drainage Improvement Project Background: On October 18, 2011, the Commission approved the transfer of SPLOST III and IV funds to the Hyde Park/Wilkerson Gardens Drainage Improvements Project to fund the design and initial phases of property appraisals, land acquisition, and resident relocations. The Housing and Community Development Department, in conjunction with the City’s Engineering Department, has been charged with Delivering original appraisals (and review appraisals) to access the current values of all current properties apart of this project, Using certified property appraisals/review appraisals (of each existing Hyde Park property) to offer the current property owners a fair and equitable amount for each property in an effort to reach an agreement on a sales price. Once an agreement has been met, Housing and Community Development will move to, Relocate each displaced homeowner/tenant to a replacement property using the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 as a basis. The appraisal process/services will be managed by the staff of the Housing and Community Development Department as well. Additionally, the acquisition process/services will be managed by the staff of the Engineering Department. For these services, the engineering Department will work with current staff to coordinate and administer acquisition and related activities, within the guidelines of local, state, federal laws and Augusta-Richmond County’s policies and procedures. Furthermore, the relocation process/services will be managed by staff of the Housing and Community Development Department. The relocation office will be located at 2024 Golden Rode Street which is in the Hyde Park Neighborhood. In order to fulfill the task required in the relocation process, three (3) temporary employees (were hired per commission approval) to assist families in their relocation to other housing. The day to day management of the Hyde Park Drainage Improvement Project requires that the Housing and Community Development Dept. (HCDD) have the ability to make deliberate, but timely, decisions to keep this project moving. See Attachment “A” for an explanation of responsibilities associated with each service. Also, see Attachment “B” for an example of a sales contract (from another project) that required an extensive negotiation period between the homebuyer, and seller. The execution of this contract would have been further delayed, or possibly lost, if additional approvals were required. Failure to make decisions on the selection of approved homes for homeowners and rental units for tenants affects our ability to initiate the construction start of new projects, impacts our ability to place new homes under contract and close on the sale of homes in a timely manner and increases the risk of a desired rental unit being awarded to another interested tenant. To facilitate the execution of agreements/contracts, we are proposing the following Agreement/Contract Execution Procedures for the Housing and Community Development Dept. for the calendar year 2015: Once a purchase price (using certified property appraisals/review appraisals (of each existing Hyde Park property)) to offer the current property owner a fair and equitable amount has been offered/accepted by the homeowner and each existing homeowner/tenant relocated to a replacement property using the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 as a basis: · The Mayor, City Administrator, and the Director of HCDD will be given the authorization to execute all the necessary contracts, and agreements required to effectively and efficiently manage the Hyde Park Drainage Improvement Project. All documents will require the signature of all three parties; · The HCDD will provide an annual Financial Report of the Hyde Park Drainage Improvement Project inclusive of Policy and Procedures, Hyde Park Drainage Improvement Project Budget and Budget Breakdown, and a Summary of Service (appraisal, acquisition and relocation) Expenditures to the Commission. The annual report will be due no later than 60 days after December 31st of each year. Analysis:The current processes (for Laney Walker/Bethlehem, HCDD and Hyde Park) were approved initially by the Augusta Commission in December 2012 (for program/calendar year 2013) and have worked well. Thus, we seek your approval to continue in program/calendar year 2015. Financial Impact:Approval of the proposed procedures will facilitate the redevelopment of the Laney Walker/Bethlehem neighborhoods in a timely manner that is responsive to market demands and fully accountable to the City Commission and the Urban Redevelopment Authority. Further as it pertains to the Housing and Community Development Department, the approval of the proposed procedure will facilitate the expenditure of funds in a timely manner so as to comply with HUD’s Timeliness Standard. Finally, as it pertains to the Hyde Park Drainage Improvement Project, this approval will facilitate the expenditure of funds in a timely and orderly manner. Alternatives:None Recommended. Recommendation:Approve Procedure for Authorization of Agreements/Contracts/Task Orders for the Laney Walker Redevelopment Program, the Housing and Community Development Department, and the Hyde Park Drainage Improvement Project (administered by the Housing and Community Development Department and Engineering Departments alike) for calendar/program year 2015. Funds are Available in the Following Accounts: Funds are available in the Laney Walker/Bethlehem Project Account/HCDD’s HUD Program Accounts and the Hyde Park Drainage Project Account respectively. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 1/12/2015 1:10 PM Report on McDonald Transit Department:Clerk of Commission Caption:Discuss/receive report from the Administrator regarding information reported from the Transit Contract Manager to the Commission on December 16, 2014 regarding contractual violations of McDonald Transit. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 1/12/2015 1:10 PM Request to Carry Over Operational Funds of $100,000 from the HR 2014 Budget Year to the 2015 Budget Year Department:Human Resources Caption:Approval to carry over operational funds of $100,000.00 which was approved for the HR 2014 budget year to be redesignated for 2015. Background:Purpose: Augusta GA wishes to engage a consultant with experience in organization and operations of municipalities and compensation and consulting services. The consultant shall provide a thorough overview of Augusta GA’s departments providing recommendations on the overall management structure of the departments and a detailed review of the operations of the departments. The consultant shall also provide expert consulting services for the efficient administration of Augusta GA’s compensation program. A comprehensive classification and compensation plan needs to be developed to ensure that employees are appropriately classified according to job duties and responsibilities, and that salaries are internally equitable and externally competitive in the market. Augusta GA needs a classification and compensation plan that is externally competitive, internally equitable, readily updated, easily understood and fiscally responsible. It is critical that Augusta GA provides a compensation plan that has competitive salaries in order to attract and retain good employees. Note: Initially, the proposal was to only solicit proposals for a consultant to develop a comprehensive classification and compensation plan and organizational charts for all of Augusta GA’s departments (see Element 1) which $100,000 was approved in the 2014 budget under professional services line item. The approved $100,000 was to be utilized to address the HR issues as identified below. This $100,000 budget is based on the industry standard for a project of this size. The request for additional funds in 2015 was to cover the cost of completing the expanded project and to address possible recommendations from the salary analysis for situations where there are pay inequities and below market salaries. Issues Identified by HR after the HR Reorganization: · Augusta GA does not have a compensation plan. · There are pay inequities within job classifications in various departments. · Current system of job classification is not aligned with Augusta GA’s growth or the external market. · Current salary structure has ~36 grades that do not reflect a reasonable difference between minimum salaries and midpoints. · A great number of the job descriptions and job specifications do not accurately reflect accurate key responsibilities and salary grades. The internal relationship of positions and salary levels of job titles were determined inconsistently. · A great number of job titles with job levels have been classified incorrectly with the most complex and most impacting decision levels classified at the lowest level, and the least complex and less impacting decision levels were classified at the highest levels. · Majority of the departments do not have organization charts or they do not have organization charts that reflect the current structure of their organizations. Because of critical need and impact to Augusta GA’s business, HR was approved for the $100,000 in 2014 to have a consultant do the following: Element 1 – Development of a comprehensive classification/compensation plan and organizational charts for all Augusta GA’s departments: To develop the classification/compensation plan: a) execute a market analysis of similarly sized municipalities and determine Augusta’s market position; (perform analysis of pay practices, pay rules and salary structure) b) develop a pay schedule in view of governmental objectives regarding pay and budgetary goals (percentages between payrolls and jurisdiction minimum wage and overtime policies) c) review, analyze, and recommend a formal salary structure with recommended salary ranges to include percent spreads between ranges d) update and/or create job descriptions and class specifications as needed to uniformly reflect distinguishing characteristics, essential job functions, minimum qualifications, FLSA exemption status, etc. (identification of promotional opportunities and career ladders for each classification). e) conduct compression analysis within each of the departments f) Provide a recommendation on compensation policy/procedure best practices (pay for performance, hiring incentives, merit pay, bonus, etc.) To develop organizational charts for all Augusta GA’s departments.Review and analyze key comparable municipalities in Georgia. After discussion with the Interim Administrator, it was requested that the scope be expanded to include an organizational review of Recreation, Parks and Facilities Department due to concerns from the Augusta Commission regarding its current organizational structure and alleged pay inequities within job classifications. In addition, it was requested to include the remaining departments in the organizational review. Due to the revised project being massive, it was split into three phases which would extend the project to not be completed in 2014. Analysis:N/A Financial Impact: $100,000 budgeted for the HR 2014 budget year to be redesignated for the HR 2015 budget year. Alternatives:HR would lose the $100,000 funding and have to start over and request monies in addition to the proposed 2015 budget in order to have the needed services provided. Recommendation:Approval to carry over operational funds of $100,000 which was approved for the HR 2014 budget year to the 2015 budget. This project was expanded to include two (2) additional phases and would not have been completed in 2014. Funds are Available in the Following Accounts: Funding of $100,000 was approved in the HR 2014 budget year to procure a consultant for professional services. This is a request to carry over the $100,000 to 2015. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 1/12/2015 1:10 PM Tax Commissioner Update Department:Clerk of Commission Caption:Provide update from the Tax Commissioner to Commission on completed initiatives for 2015 and request funding source for Tax Billing and Collection software. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 1/12/2015 1:10 PM County Attorney Department:Clerk of Commission Caption:County Attorney. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: