HomeMy WebLinkAbout2016-10-11-Meeting Minutes Administrative Services Committee Meeting Commission Chamber - 10/11/2016
ATTENDANCE:
Present: Hons. M. Williams, Chairman; D. Williams, Vice Chairman;
Lockett and Davis, members.
Absent: Hon. Hardie Davis, Jr., Mayor.
ADMINISTRATIVE SERVICES
1. Approve award of the contract to install emergency generator connectors at
Warren Road Community Center and Henry Brigham Community Center to
Data Power Source (DPS) of Covington, GA in the amount of $119,650. (Bid
Item 16-187)
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes 4-
0.
Commissioner
Mary Davis
Commissioner
William Lockett Passes
2. Motion to approve the minutes of the Administrative Services Committee held
on September 28, 2016.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes 4-
0.
Commissioner
William Lockett
Commissioner
Mary Davis Passes
3. Receive as information the layout and content of the proposed dedication plaque
for the Augusta Public Defender’s Office.
Item
Action:
www.augustaga.gov
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
Administrative Services Committee Meeting
10/11/2016 1:15 PM
Attendance 10/11/16
Department:
Presenter:
Caption:
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Invitation to Bid
Sealed bids will be received at this office until Tuesday, June 21, 2016 @ 11:00 a.m. for furnishing:
Bid Item #16-187 Install Emergency Generator Connectors for Recreation, Parks and Facilities Department
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
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.
A Mandatory Pre Bid Conference will be held on Friday, June 3, 2016 @ 10:00 a.m. in the Procurement Department, 535
Telfair Street, Room 605. A Mandatory Site Visit will follow.
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, June 7, 2016 @ 5:00 P.M. No bid will be accepted by fax, all
must be received by mail or hand delivered.
No proposal may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of
contract with the successful bidder. A 10% Bid Bond is required to be submitted along with the bidders’ qualifications;
a 100% performance bond and a 100% payment bond will be required for award.
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
Publish:
Augusta Chronicle May 12, 19, 26, June 2, 2016
Metro Courier May 18, 2016
OFFICIAL
DPS-Infrastructure Monitoring Systems, Inc.
DBA: DATA POWER SOURCE
11187 Bob Williams Pkwy
Covington, GA 30014
Yes
52771
Yes
Yes
Yes
Yes
Yes
Bid Amount
74,650.00
44,700.00
69,475.00
53,200.00
79,230.00
47,400.00
43,400.00
31,350.00
28,550.00Henry Brigham Senior Center
Diamond Lakes Community Center
W.T. Johnson Community Center
Sandhills Community Center
McBean Community Center
Bernie Ward Community Center
Carrie J. Mays Community Center
VENDORS
Attachment B
E-Verify Number
Addendum 1-2
SAVE Form
Henry Brigham Community Center
Bid Bond
Pricing
1-Original
4-Copies
Warren Road Community Center
Bid Opening
Bid Item #16-187
Install Emergency Generator Connectors
for Augusta, Georgia -
Recreation, Parks & Facilities Department
Bid Due: Tuesday, June 28, 2016 at 11:00 a.m.
Total Number Specifications Mailed Out:
Total Number Specifications Download (Demandstar):
Total Electronic Notifications (Demandstar):
Mandatory Pre-Bid/Telephone Conference: 1
Total packages submitted: 1
Total Noncompliant: 0
Page 1 of 1
/- Central Senrices Department
-''/L--4.- Takiyah A. Douse, Direcror Facilities Division
THROUGH, ;2 Mr. Lonnie Wimberly, Deputy Director, Facilities
f*rr. Takiyah Douse, Director, Gentral Services
MEMORANDUM
Mrs. Geri Sams, Director - Procurement Department
July 7,2016
Bid ltem #16-187lnstall Emergency Generator Connections
Lonnie Wimbedy, Deputy Director
Rick Acree, Facilities Manager
2760Peach Orchard Road, Augusta GA 30906
Q 06) 821-2426 Phone (706)799 -5077 Fax
TO:
DATE:
SUBJECT:
Ms. Sams:
The proposals for the referenced RFP were received on 0612812016. We received one
responsive bid.
The total bid for all nine items exceeded the stated budget for the project. However, the
intent of the project was to provide connections for as many locations as the allocated
finds would permit. The projects were listed on the bid form in the order of priority for
completion.
The total for installing connections for the top three projects comes to $188,825 which is
within the budget limit. Should the Commission elect to increase the funding, we can
use the bid numbers to adjust the scope of the project accordingly. We respectfully
request approval to negotiate a contract with DPS to install connections at Henry
Brigham Community Center, Warren Road Community Center, and Diamond Lakes
Community Center.
Thank you for your assistance in securing this pricing. PIease do not hesitate to call if
you have any questions or need additional clarification.
Cc:Lonnie Wimberly
Takiyah Douse
Glenn Parker
r.:i ii t i_. ril.- i- '- :i. t:l ;, '. I
Administrative Services Committee Meeting
10/11/2016 1:15 PM
Emergency Generator Connections
Department:Central Services - Facilities
Presenter:Takiyah A Douse
Caption:Approve award of the contract to install emergency generator
connectors at Warren Road Community Center and Henry
Brigham Community Center to Data Power Source (DPS) of
Covington, GA in the amount of $119,650. (Bid Item 16-187)
Background:The Augusta Commission has expressed interest in preparing
Augusta locations, designated by the Red Cross as emergency
shelters, to be ready for connection of emergency generators in the
event of widespread power outages. Invitation to Bid (ITB) 16-
187 was issued to obtain pricing for installing connections at all
designated shelters. One responsive bid was received from DPS.
Analysis:There are ten Augusta buildings designated by the Red Cross for
use as emergency shelters. Two, May Park Community Center
and Blythe Community Center have already been prepared for
generator connections. In addition to the designated emergency
shelters, staff was requested to obtain pricing for providing
connections to the Henry Brigham Senior Center. The ITB was
issued with each location to be bid as a standalone project
allowing the Commission to select a combination of locations of
their choosing. The bid prices for the various locations are as
follows: •Henry Brigham Community Center $ 74,650 •Warren
Road Community Center $ 44,700 •Diamond Lakes Community
Center $ 69,475 •Carrie J Mays Community Center $
53,200 •Bernie Ward Community Center $ 79,230 •McBean
Community Center $ 47,400 •W.T. Johnson Community Center $
43,400 •Sand Hills Community Center $ 31,350 •Henry Brigham
Senior Center $ 28,550 TOTAL FOR ALL LOCATIONS $
471,955 The Commission set aside $200,000 in current year
capital for this project. The Fire Department issued an ITB to
purchase a small trailer mounted generator that would supply a
portion of the demand for one of these shelters should the need
arise. The low bid was in the amount of $85,346.17 with the intent
to purchase the generator using this same funding source. The Fire
Department has submitted a companion agenda item for that
purchase, which is on this Commission Committee cycle.
Purchase of the generator reduces the amount available for
installation of the connections to $114,653.83. This would allow
for installations at just a couple centers. We recommend installing
emergency generator switchgear at Henry Brigham and Warren
Road Community Centers. These two locations, when added to
installations already in place at May Park and Blythe, provide at
least one Designated Emergency Shelter with generator
connections accessible to most parts of Augusta. The combined
price for installation at Warren Road and Henry Brigham is
$119,650. Recreation and Parks has identified funding in the
amount of $4,996.17 in their allocation from SPLOST VI to cover
the additional necessary to complete this project.
Financial Impact:The financial impact for the recommended installations at Warren
Road and Henry Brigham Community Centers is $119,650.
Alternatives:1.Approve award of contract to install emergency generator
connectors at Warren Road Community Center and Henry
Brigham Community Center to Data Power Source (DPS of
Covington, GA in the amount of $119,650. 2.Award a different
combination of centers. 3.Reject the bids.
Recommendation:Approve award of contract to install emergency generator
connectors at Warren Road Community Center and Henry
Brigham Community Center to Data Power Source (DPS of
Covington, GA in the amount of $119,650.
Funds are Available
in the Following
Accounts:
Current Year Capital and SPLOST VI
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Administrative Services Committee Meeting
10/11/2016 1:15 PM
Minutes
Department:Clerk of Commission
Presenter:
Caption:Motion to approve the minutes of the Administrative Services
Committee held on September 28, 2016.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
10/11/2016 1:15 PM
Public Defender Dedication Plaque
Department:Central Services - Facilities
Presenter:Takiyah A. Douse
Caption:Receive as information the layout and content of the proposed
dedication plaque for the Augusta Public Defender’s Office.
Background:Earlier this summer, the Commission adopted a policy to
recognize the completion of a new installation, building, or major
renovation to an existing building as an event of importance to the
community the Augusta Commission approved a policy
establishing guidelines for dedication plaques for major building
or renovation projects. The renovation of the former public library
to provide offices for the Augusta Public Defender will be
completed later this year. In accordance with the adopted policy,
we are commemorating the completion of this project with a
dedication plaque.
Analysis:The proposed dedication plaque will be installed in addition to the
original plaque installed when the construction of the building was
initially completed. The new plaque design is consistent with the
original by intent.
Financial Impact:None at this time
Alternatives:Receive as information the layout and content of the proposed
dedication plaque for the Augusta Public Defender’s Office.
Recommendation:Receive as information the layout and content of the proposed
dedication plaque for the Augusta Public Defender’s Office.
Funds are Available
in the Following
Accounts:
None at this time
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission