HomeMy WebLinkAbout2016-09-28-Meeting Minutes Administrative Services Committee Meeting Commission Chamber - 9/28/2016
ATTENDANCE:
Present: Hons. M. Williams, Chairman; D. Williams, Vice Chairman;
Davis and Lockett, members.
Absent: Hons. Hardie Davis, Jr., Mayor.
ADMINISTRATIVE SERVICES
1. Approve the purchase of one prepared food transport van for the Augusta
Recreation Department, Community Services, to support the Senior Nutrition
Program. (Bid 16-165B)
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve.
Mr. Lockett out.
Motion Passes 3-0.
Commissioner
Mary Davis
Commissioner
Dennis Williams Passes
2. Approve the purchase of five (5) 4-inch bypass pumps for the Utilities
Department-Facilities Maintenance Division to be used at sewage lift stations
using the GMA lease program.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve.
Mr. Lockett out.
Motion Passes 3-0.
Commissioner
Mary Davis
Commissioner
Dennis Williams Passes
3. Request to approve by Resolution the FY 2017 Annual Action Plan for the
following programs funded by the U.S. Department of Housing and Urban
Development (HUD): Community Development Block Grant (CDBG)
Program, Home Investment Partnerships (HOME) Program, Emergency
Item
Action:
Rescheduled
Solutions Grant (ESG) Program, Housing Opportunities for Persons with
AIDS (HOPWA) Program.
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Defer
Motion to refer this
item to the full
Commission with no
recommendation. Mr.
Lockett votes No.
Motion Passes 3-1.
Commissioner
Mary Davis
Commissioner
Dennis
Williams
Passes
4. Motion to approve the minutes of the Administrative Services Committee held
on September 13, 2016.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes 4-
0.
Commissioner
Dennis Williams
Commissioner
Mary Davis Passes
5. Receive a report from the Clerk's Office regarding the policies for random drug
testing procedures used by other Georgia cities.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve
receiving this item as
information. Mr.
Lockett out.
Motion Passes 3-0.
Commissioner
Mary Davis
Commissioner
Dennis Williams Passes
6. Approve continued in-house Records Retention and Management and utilize
SPLOST VII funding designated for Records Retention to renovate and expand
the former License and Inspections Building at 1815 Marvin Griffin Road for
Records Retention or another suitable location.
Item
Action:
Approved
www.augustaga.gov
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve
continuing Records
Retention and Management
as an in-house operation
and also to bring back
suitable options for the
commissioners to review
for the proper facility. Mr.
Lockett out.
Motion Passes 3-0.
Commissioner
Mary Davis
Commissioner
Dennis
Williams
Passes
Administrative Services Committee Meeting
9/28/2016 1:20 PM
Attendance 9/27/16
Department:
Presenter:
Caption:
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Invitation To Re-Bid
Sealed bids will be received at this office until Friday, August 5, 2016 @ 11:00 a.m. for furnishing:
Re-Bid Item #16-165B Prepared Food Transport Van for Augusta Central Services Department – Fleet
Management Division
Bids will be received by Augusta, GA 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
Re-Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid.
Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street –
Room 605, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of
Augusta, GA Procurement Department.
All questions must be submitted in writing by fax to 706 821-2811 or by email to
procbidandcontract@augustaga.gov to the office of the Procurement Department by Tuesday, July 26, 2016 @
5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered.
The local bidder preference program is applicable to this project. To be approved as a local bidder and
receive bid preference an eligible bidder must submit a completed and signed written application to
become a local bidder at least thirty (30) days prior to the date bids are received on an eligible local
project. An eligible bidder who fails to submit an application for approval as a local bidder at least
thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets
the requirements for approval as a local bidder, will not be qualified for a bid preference on such
eligible local project.
No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of
contract with the successful bidder.
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 BID number on the
outside of the envelope.
Bidders are cautioned that acquisition of BID documents through any source other than the office of the
Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the
bidder 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 bid will be accepted by fax, all must be received by mail or hand delivered.
GERI A. SAMS, Procurement Director
OFFICIAL
VENDORS
Attachment B
E-Verify Number
SAVE Form
Year
Make
Model
Year
Make
Model
BID PRICE
9.01 110/220 VOLT
PLUG IN
9.02 ADD SET OF RACKS
WITH SUPPORTS
PROPOSED
DELIVERY
Total Number Specifications Mailed Out: 12
Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE
Total packages submitted: 1
Total Noncompliant: 0
Re-Bid Opening
Re-Bid Item #16-165B Prepared Food
Transport Van
for Augusta, Georgia -
Fleet Management Department
Re-Bid Due: Friday, August 5, 2016 at 11:00 a.m.
FOOD TRANSPORT VAN:
2016
Mealstar
McClarin Plastics DBA
AMTECH
180 East Jones Road
Wapato, WA 98951
Yes
472615311/
230622
Yes
2016
Ford
XL
$47,373.00
$1,500.00
9.00 OPTIONAL ITEMS:
TC Series
FOOD SERVICE SYSTEM:
$160.00
10 - 12 weeks
Page 1 of 1
Superior Custom Designs Inc.
Attn: Sales
42 Allegheny Square,
Glassport, PA 15045
Amtech Corp/Mobile Advantage Div
Attn: Jay Goldsby
180 East Jones Road
Wapato, WA 98951
National Truck Sales
Attn: Sales
82 Hampton Street
McDonough, GA 30253
Allan Vigil Ford
Attn: Bob Burtner
6790 Mt. Zion Blvd.
P.O. Box 100001
Morrow, GA 30260
Gerald Jones Ford
Attn: Fleet Sales
3480 Wrightsboro Road
Augusta, GA 30919
ReeferTek USA, Corp.
Attn: Sales
133 Lincoln Ave., Suite 2
Bronx, NY 10454
Nationwide Auto Group
Attn: Sales
917 US Highway 130
East Windsor, NJ 08520
Masters of Augusta – GMC
Attn: Buick– Frank Ward
Attn: GMC – Bernard Hughes
3710 Washington Road
Martinez, Ga 30907
Delivery Concepts Central
Attn: Sales
155 Covington Drive
Bloomingdale, IL 60108
Delivery Concepts East
Attn: Gary Sample
1012 NC Hwy 210 W
Hampstead, NC 28443
Cushman
Attn: Sales
1451 Marvin Griffin Road
Augusta, GA 30906
Vending Trucks
Attn: Sales
5 Litchfield Rd
East Brunswick, NJ 08816
Tamlar Walton
DBE/Compliance Dept.
Russell Sanders
Fleet Management
Ron Crowden
Fleet Management
Re-Bid Item #16-165B
Prepared Food Transport Van
For Fleet Department
Mailed Out July 19, 2016
Re-Bid Item #16-165B
Prepared Food Transport Van
For Central Services-Fleet Department
Bid Due: Fri., 08/05/16 @ 11:00 a.m.
Administrative Services Committee Meeting
9/28/2016 1:20 PM
2016 - Recreation Food Transport Van
Department:Central Services - Fleet Management Division
Presenter:Ron Crowden - Fleet Manager
Caption:Approve the purchase of one prepared food transport van for the
Augusta Recreation Department, Community Services, to support
the Senior Nutrition Program. (Bid 16-165B)
Background:The Augusta Recreation Department is requesting the purchase of
one prepared food transport van to assist in their ongoing “Meals
on Wheels” program. The need for this type of vehicle is critical
due to the growing number of homebound senior citizens who are
not able to support their nutritional needs on a daily basis. This
new unit will assist the Department’s current fleet in providing
nutritious meals to senior citizens
Analysis:The Procurement Department published a competitive bid using
the Demand Star application for nation-wide distribution. In
addition, Fleet Management provided the contact information of
two known venders produce this specialized type vehicle. It
should be noted that bids were sent out on two different occasions
for this vehicle. The results of the first bid showed no compliant
bidders and the second bid showed the following results: Bid 16-
165B: McClarin Plastics, LLC/DBA Amtech Corp = $47,373.00.
No other bids were received. Based on prices of the three existing
vehicles that support this program we believe the price by
McClarin Plastics is a competitively priced vehicle.
Financial Impact:The food transport van will be purchased for $47,373 utilizing a
Community Development Block Grant for $46,153.00 and the
remaining balance will be drawn from the 2016 Capital Outlay
account ($1,220).
Alternatives:1) Approve the request 2) disapprove the request
Recommendation:
Approve the acquisition of one prepared food transport van for the
Augusta Recreation Department for $47,373.00.
Funds are Available
in the Following
Accounts:
Community Development Block Grant: 221-07-3211/54.25310
Capital Outlay: 272-06-1110/54.25310
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Administrative Services Committee Meeting
9/28/2016 1:20 PM
2016 - Utilities Pumps
Department:Central Services Department-Fleet Management Division
Presenter:Ron Crowden
Caption:Approve the purchase of five (5) 4-inch bypass pumps for the
Utilities Department-Facilities Maintenance Division to be used at
sewage lift stations using the GMA lease program.
Background:The Utilities Department-Facilities Maintenance Division would
like to request the purchase of five (5) bypass pumps for sewage
lift stations throughout the county in case of a power outage. Lift
stations are required in certain areas of the county where there is a
severe elevation difference in the sewage line grade. The lift
stations are equipped with electrical pumps that lift the sewage
from the lower elevation to the higher elevation for a continuous
flow of the sewage through the line. When there is a power outage
at the lift station, the sewage flow is stopped, backed up, and has
the potential for spillover. Currently, the division has to pull their
only bypass pump to that location, hook it up, and rectify the
disrupted flow by manually pumping the sewage from the lower
line to the higher line. The possibility for multiple power outages
is present. The new additional pumps would be placed with one
at each station and to be ready should there be a power
disruption. These units would greatly assist in eliminating any
major spillover problems therefore saving costly time and money
for the department.
Analysis:The Utilities Department has requested to utilize the federal
General Services Administration (GSA) bid program for this
purchase. The GSA bid program is a federal sponsored program
allowing various businesses across the nation to bid on selective
items to be utilized by federal and city governmental entities. The
low bid for this type pump was awarded to Thompson Pump
Manufacturing Company, bid award number GS-07F-0140, as
indicated by the attached paperwork. The vendor has also credited
the department an additional 15% price discount for the quantity
sale of 5 pumps. We have attached the competitor’s price for their
similar class pump for comparison purposes. Please see
attachments
Financial Impact:The cost of the pumps is $33,090.50 each for a total of
$165,452.50. Funding for the procurement of these pumps will be
through the GMA lease program for 60 months with 5 annual
payments of $33,090.50 each.
Alternatives:1. Approve the purchase of 5 bypass pumps. 2. Do not approve the
request.
Recommendation:Approve the acquisition of 5 bypass pumps for the Utilities
Department-Facilities Maintenance Division for a total of
$165,452.50.
Funds are Available
in the Following
Accounts:
GMA Lease Program: 631-10-1110/54.99631
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Administrative Services Committee Meeting
9/28/2016 1:20 PM
2017 Annual Action Plan
Department:Housing and Community Development
Presenter:Hawthorne E. Welcher, Jr. and Shawn L. Edwards
Caption:Request to approve by Resolution the FY 2017 Annual Action
Plan for the following programs funded by the U.S. Department of
Housing and Urban Development (HUD): Community
Development Block Grant (CDBG) Program, Home Investment
Partnerships (HOME) Program, Emergency Solutions Grant
(ESG) Program, Housing Opportunities for Persons with AIDS
(HOPWA) Program.
Background:In order to fulfill statutory and regulatory requirements mandated
by the U.S. Department of Housing and Urban Development with
regard to the FY2017 Annual Action Plan, the City of Augusta,
Georgia is required to make available for public comment the
FY2017 Annual Action Plan that provides the jurisdiction an
opportunity to review the City of Augusta’s Housing and
Community Development Department’s local strategy to address
needs in the areas of community development, economic
development, affordable housing and homelessness.
This proposal includes an Annual Action Plan for 2017 with a
budget that includes proposed funding allocations for the
Community Development Block Grant ($1,675,892), HOME
($719,023), ESG ($152,133), HOPWA ($1,048,948) and Program
Income from loan repayments (CDBG & HOME).
Analysis:If approved by the Augusta – Richmond County Commission, the
Housing and Community Development Department will be
capable of funding these projects in accordance with the
submission of the FY2017 Annual Action Plan to the U. S.
Department of Housing and Urban Development (HUD). Careful
and serious consideration has been given to these projects
suggested by citizens.
Financial Impact:If approved by the Augusta – Richmond County Commission, the
2017 Annual Action Plan will allow for the Housing and
Community Development Department to continue to provide
funding of needed services and housing projects for low- to
moderate-income households throughout the City of Augusta,
Georgia.
Alternatives:None Recommended.
Recommendation:Accept the FY2017 Annual Action Plan by Resolution at the
conclusion of the thirty (30) day public comment period (end at
12:noon 10/14/16).
Funds are Available
in the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Administrative Services Committee Meeting
9/28/2016 1:20 PM
Minutes
Department:Clerk of Commission
Presenter:
Caption:Motion to approve the minutes of the Administrative Services
Committee held on September 13, 2016.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
9/28/2016 1:20 PM
Random Drug Testing
Department:Clerk of Commission
Presenter:
Caption:Receive a report from the Clerk's Office regarding the policies
for random drug testing procedures used by other Georgia cities.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
9/28/2016 1:20 PM
Records Retention Presentation Update
Department:Central Services - Facilities
Presenter:Takiyah A. Douse
Caption:Approve continued in-house Records Retention and Management
and utilize SPLOST VII funding designated for Records Retention
to renovate and expand the former License and Inspections
Building at 1815 Marvin Griffin Road for Records Retention or
another suitable location.
Background:Augusta is required by statute to retain Government and legal
documents. The length of time they are required to be retained
varies, but many must be held in perpetuity. The quantity of
documents stored increases constantly.
Analysis:The current Records Retention Center is over capacity and
additional storage is required to meet our legal obligation. The
proposed solution provides for current and future needs for
approximately 15 years.
Financial Impact:Financial Impact of this project is $2,150,000 in SPLOST VII set
aside for this purpose.
Alternatives:No action means that critical records and documents will not be
properly cataloged and stored.
Recommendation:Approve continued in-house Records Retention and Management
and utilize SPLOST VII funding designated for Records Retention
to renovate and expand the former License and Inspections
Building at 1815 Marvin Griffin Road for Records Retention or
another suitable location.
Funds are Available
in the Following
Accounts:
Funds are available in SPLOST VII
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission