HomeMy WebLinkAbout2017-10-31 Meeting Minutes Administrative Services Committee Meeting Commission Chamber - 10/31/2017
ATTENDANCE:
Present: Hons. M. Williams, Chairman; Jefferson, Vice Chairman; Davis
and D. Williams, members.
Absent: Hon. Hardie Davis, Jr., Mayor.
ADMINISTRATIVE SERVICES
1. Approve the following changes to Blue Cross Major Medical plan:
Revised Employee Contributions (per pay period (24 a year) per attachment:
Item
Action:
None
Motions
Motion
Type Motion Text Made
By
Seconded
By
Motion
Result
No action is taken on this item due to
its addition to the Called Meeting.
2. Discuss the placement of dedicated staff attorneys in certain city departments
without notifying the commission and/or approvals. (Requested by
Commissioner Marion Williams)
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve
receiving this item as
information and bringing
back information
regarding the PDQ from
HR to start the process for
the position.
Motion Passes 4-0.
Commissioner
Andrew
Jefferson
Commissioner
Mary Davis Passes
3. Approve award of contract for renovations to the Central Services Item
Department administrative offices on Peach Orchard Road to Contract
Management Inc. of Augusta in the amount of $529,584. (Bid Item 17-209A)
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 4-0.
Commissioner
Mary Davis
Commissioner
Dennis Williams Passes
4. Discuss using only "The City of Augusta" in all advertising
campaigns involving events sponsored and paid for by Augusta, GA (Requested
by Commissioner Marion Williams)
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve having
the Administrator's Office
to send out the appropriate
memos to the departments
to make sure we're
consistent regarding the
marketing of the City of
Augusta.
Motion Passes 4-0.
Commissioner
Mary Davis
Commissioner
Andrew
Jefferson
Passes
5. Approve award for installation of a 60 kW photovoltaic solar array on Friedman
Branch Library to Hannah Solar of Atlanta, GA in the amount of $112,746.00.
(RFP 17-213)
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
Andrew Jefferson Passes
6. Motion to approve the minutes of the Administrative Services Committee held
on October 31, 2017.
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
Mary Davis
Commissioner
Andrew Jefferson Passes
7. Request Commission approve the Municipal Campus Phase II renovations
for the following purposes: Creating options for additional parking and
selective demolition; adapting Municipal Building space to accommodate
evolving department and commission needs; and renovating satellite
buildings to consolidate operations in single locations.
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 4-0.
Commissioner
Mary Davis
Commissioner
Dennis Williams Passes
Administrative Services Committee Meeting
10/31/2017 1:05 PM
Attendance 10/31/17
Department:
Presenter:
Caption:
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Item: I
ADMINISTRATIVE SERIVCES COMMITTEE
Tuesdav. October 31. 2017
HMO Plan Effective: l/l/18
Wellness Rate:
Employee: $51.41 (Was $48.98)
Employee & I Dep: $102.83 (Was $97.93)
Ernployee & 2+ Deps: $154.25 (Was $146.90)
Standard Rate:
Ernployee: $61.94 (Was $53.86)
Emplovee & 1 Dep: $123.89 (Was $107.73)
Er-nployee & 2+ psrr: $185.83 (Was $161.59)
POS Plan Effective: lllll8
Wellness Rate:
Er.nployee: $57.04 (Was $54.36)
[:mplovee & I Dep: $114.16 (Was $108.72)
Emplol,ee & 2+ pgpr: $ 1 71 .22 (Was $ 163.07)
Standard Rate:
Employee: $68.77 (Was $59.80)
Ernployee & 1 Dep: $137.53 (Was $119.59)
Employee & 2+ Deps: $206.29 (Was $179.38)
Plan Changes:' Addition of deductibles (300i600/900)' lncrease in PC/Specialist co-pay (from 30/50 to 40160)' Increase in ER co-pay (from 300 to 400)
Administrative Services Committee Meeting
10/31/2017 1:05 PM
Approve Medical New Rates and Plan Changes - BCBSga
Department:Human Resources
Presenter:Michael Loeser
Caption:Approve the following changes to Blue Cross Major Medical
plan:
Revised Employee Contributions (per pay period (24 a year) per
attachment:
Background:Since 2009, Augusta, Georgia has implemented the following
changes and improvements: Moved from a fully-insured to a self-
funded arrangement.
Implemented an on-site Health and Wellness clinic at no cost to
employees.
No across the board premium increase since 2012.
Employees currently pay 22.5% of the total cost for employee
only coverage.
No changes in benefits under the medical plan since 2009.
Implemented a tobacco surcharge for tobacco users.
Implemented a discounted wellness rate for employees who
participate in the wellness initiatives (Health Risk
Assessment/Tobacco Cessation)
The cost of the medical programs for Augusta, Georgia has
steadily rose in the past three years.
The approximate cost has been:
$23,863,000 (2015)
$26,636,000 (2016)
$28,489,000 (estimated cost for 2017)
Analysis:It is becoming increasingly difficult for Augusta Georgia to
continue to absorb 100% of the increased benefit costs annually.
This recommendation will help to share the rising cost of
healthcare with our employees. Prior to 2017, participation in the
wellness activities has been 100% voluntary by tying the proposed
increase in employee contributions to the wellness initiative it will
provide employees with an opportunity and a choice to minimize
the increase in 2018. Historically Wellness Programs that are tied
to incentives are historically more successful any program that
drives employee’s to healthier choices will translate into
decreased costs in the future for both Augusta Georgia and its
employees
Financial Impact:Plan changes are expected to have cost savings of $400,000 in
2018.
Alternatives:No change to current plan options. Other level of benefit changes
and increases to employee contributions
Recommendation:Approve the changes as recommended.
Funds are Available
in the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Administrative Services Committee Meeting
10/31/2017 1:05 PM
ARC Department Dedicated staff attorneys
Department:
Presenter:Commissioner Marion Williams
Caption:Discuss the placement of dedicated staff attorneys in certain city
departments without notifying the commission and/or approvals.
(Requested by Commissioner Marion Williams)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Invitation to Re-Bid
Sealed re-bids will be received at this office until Thursday, September 14, 2017 @ 11:00 a.m. for furnishing:
Re-Bid Item #17-209A Augusta Central Services Department Office Renovations - 2760 Peach Orchard Road for
Augusta Central Services Department
Re-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 examined at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605,
Augusta, GA 30901. Plans and specifications for the project shall be obtained by all prime contractors, subcontractors and
suppliers exclusively from ARC. The fees for the plans and specifications which are non-refundable are $125.00.
It is the wish of the Owner that all businesses are given the opportunity to submit on this project. To facilitate this policy the
Owner is providing the opportunity to view plans online (www.e-arc.com) at no charge through ARC Southern (706 821-0405)
beginning Monday, August 28, 2017. Bidders are cautioned that submitting a package without Procurement of a complete set
are likely to overlook issues of construction phasing, delivery of goods or services, or coordination with other work that is
material to the successful completion of the project. Bidders are cautioned that acquisition of documents through any other
source is not advisable. Acquisition of documents from unauthorized sources places the bidder at the risk of receiving
incomplete or inaccurate information upon which to base his qualifications.
A Mandatory Pre Bid Conference for Re-Bid Item #17-209A will be held on Friday, September 1, 2017 @ 10:00 a.m. in the
Procurement Department, 535 Telfair Street, Room 605.
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, September 5, 2017 @ 5:00 P.M. No bid will be accepted by fax, all must be received
by mail or hand delivered.
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. 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 RE-BID number on
the outside of the envelope.
Bidders are cautioned that acquisition of RE-BID documents through any source other than the office of the Procurement Department
is not advisable. Acquisition of RE-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 re-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 Bid
Bond
SAVE
Form
Addendum
#1 Bid Price
Alternate
Deduct No.
1
Alternate
Deduct No.
2
Contract Management Inc.
1827 Killingsworth Road
Augusta, GA 30904 YES 225306 YES YES YES $525,312.00 $4272.00
(ADD)-$2,250.00
First Choice Home
Inspection & Construct
2321 Peach Orchard Rd
Suite 2
Augusta, GA 30906
RW Allen
1015 Broad Street
Augusta, GA 30901
Sommers Construction
6320 Old Belair Rd
Grovetown, GA 30813
HBJ Enterprises
2124 Pepperidge Dr
Augusta, GA 30906
Re-Bid Item #17-209A
Augusta Central Services Department Office-2760 Peach Orchard Road for Augusta,
GA- Central Services Department-Facilities Division
Re-Bid Date: Thursday, September 14, 2017 @ 11:00 a.m.
Total Number Specifications Mailed Out:
Total Number Specifications Download (Demandstar):
Total Electronic Notifications (Demandstar):
Mandatory Pre-Bid Attendees:
Total packages submitted: 1
Total Noncompliant: 0
Contract Management was the only eligible vendor to submit on this project.
Page 1 of 1
KUHLKE CONSTRUCTION
3704 BENCHMARK DRIVE
AUGUSTA, GA 30909
SHEARER CONSTRUCTION
ATTN: ROBBIE SHEARER
P. O. BOX 2570
EVANS, GA 30809
R.D BROWN CONSTRUCTION
410 CAROLINA SPRINGS ROAD
NORTH AUGUSTA, SC 29841
SOMMERS CONSTRUCTION
ATTN: PATRICK SOMMERS
4889 SOMERSET DRIVE
EVANS, GA 30809
LARRY PITTMAN
1249 GORDON PARK ROAD
AUGUSTA, GA 30901
CONTRACT MANAGEMENT
ATTN: JAMES WILLIAMS
1827 KILLINGSWORTH ROAD
AUGUSTA, GA 30904
ALLEN + BATCHELOR CONSTRUCTION
1063 FRANKE INDUSTRIAL DRIVE
AUGUSTA, GEORGIA 30909
RCN CONTRACTING
ATTN: JIM NEWMAN
1115 FRANKE PLACE CT
AUGUSTA, GA 30909
HEAVENER CONSTRUCTION
ATTN: RICHARD PIECZYNSKI
1530 CRESCENT COURT
AUGUSTA, GA 30909
MRC CONSTRUCTION COMPANY
2203 WILLIS FOREMAN ROAD
HEPHZIBAH, GA 30815
S. D. CLIFTON CONSTRUCTION
ATTN: MAX KNIGHT
4324 WHEELER ROAD
MARTINEZ, GA 30907
LARRY MCCORD DESIGN/BUILD
ATTN: LARRY MCCORD
2016 HIGHLAND AVE
AUGUSTA, GEORGIA 30904
R.W. ALLEN LLC
1015 BROAD STREET
AUGUSTA, GA 30901
JBC CONSTRUCTION
118 N BELAIR ROAD SUITE 1
EVANS GA 30809
MCKNIGHT CONSTRUCTION
635 NORTHWEST FRONTAGE RD.
AUGUSTA, GA 30901
TWENTIETH CENTURY CONST.
ATTN: CARL JORDAN
2106 KELLY STREET
AUGUSTA, GA 30904
CONTINENTAL CONSTRUCTION
ATTN: ROBBIE HORTON
4190 CROSSTOWNE CT
EVANS, GA 30809
BLOUNT’S COMPLETE HOME SERVICE
ATTN: JIMMY BLOUNT
2907C OLD TOBACCO ROAD
HEPHZIBAH, GA 30815
J & B CONSTRUCTION
ATTN: JEROME JONES
3550 GORDON HWY
GROVETOWN, GA 30813
HORIZON CONSTRUCTION
ATTN: HENRY HENDERSON
P.O. BOX 798
EVANS, GA 30809
ACC CONSTRUCTION CO
635-A NORTHWEST FRONTAGE RD
AUGUSTA, GA 30907
ATTAWAY CONSTRUCTION
ATTN: MELISSA TYLER
3810 OAK DRIVE
MARTINEZ, GA 30907
SERVANTS HANDS CSRA
ATTN: STANLEY BECKETT
P. O. BOX 51
AUGUSTA, GA 30903
DABBS-WILLIAMS
ATTN: JAY JAMES
319 S WALNUT STREET
STATESBORO, GA 30459
Rick Acree
Central Services Dept.- Facilities Takiyah Douse
Central Services Dept.- Facilities RR&B ASSOCIATES INC.
6120 HWY 85
RIVERDALE, GA 30274
Kelli Irving
Compliance
Bid Item #17-209A
Augusta Central Services Department
Office Renovations for Central Services-
Facilities Div.
Mailed Out 08/24/17
Bid Item #17-209A
Augusta Central Services Department
Office Renovations for Central Services-
Facilities Div.
Bid Due: Thurs 9/14/2017 @ 11:00 a.m.
Administrative Services Committee Meeting
10/31/2017 1:05 PM
Central Services Department Office Renovations
Department:Central Services Department
Presenter:Takiyah A. Douse
Caption:Approve award of contract for renovations to the Central Services
Department administrative offices on Peach Orchard Road to
Contract Management Inc. of Augusta in the amount of $529,584.
(Bid Item 17-209A)
Background:The Central Services Department (est. June 2016) administrative
employees are operating out of the former Utilities Payment
Center on Peach Orchard Road. This building, circa 1971,
currently houses the distribution pumps, water treatment and data
hub for Augusta Utilities Department (AUD) distribution system
for South Augusta. Use and occupancy of this building by Central
Services is valuable to AUD for operations and maintenance of
the water system. To improve operational efficiency, Augusta
311, one of five divisions of Central Services, will be collocated
with other Central Services Department operations at this
location. The relocation of Augusta 311 will allow for proposed
future expansion of the Compliance Department from the seventh
floor to the fifth floor and the Marshall’s Office. Pricing for bid
item 17-209A was received on September 14, 2017. Contract
Management Inc. submitted the only compliant bid.
Analysis:Contract Management Inc. of Augusta submitted the only
compliant bid of $529,584. The bid price is in line with the
anticipated budget costs for this work.
Financial Impact:The cost of the renovation project is $529,584.
Alternatives:1. Approve award of contract for renovations to the Central
Services Department Offices on Peach Orchard Road to Contract
Management Inc. of Augusta in the amount of $529,584. 2. Do
not approve the purchase.
Recommendation:Approve award of contract for renovations to the Central Services
Department administrative offices on Peach Orchard Road to
Contract Management Inc. of Augusta in the amount of $529,584.
Funds are Available
in the Following
Accounts:
This project is funded through current year capital and SPLOST 7
designated for Exisiting Facility Upgrades.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Administrative Services Committee Meeting
10/31/2017 1:05 PM
City Advertising Campaigns
Department:
Presenter:
Caption:Discuss using only "The City of Augusta" in all advertising
campaigns involving events sponsored and paid for by Augusta,
GA (Requested by Commissioner Marion Williams)
Background:
Analysis:How to effectively advertise our events and/or services is
something that should constantly be re-evaluated.
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Request for Proposal
Request for Proposals will be received at this office until Thursday, July 27, 2017 @ 11:00 a.m. for furnishing:
RFP Item # 17-213 Install Roof Mounted Solar Array for Augusta, GA – Central Services 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.
A Mandatory Pre Proposal Conference will be held on Wednesday, July 12, 2017 @ 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 Thursday, July 13, 2017, @
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 60 days after bids have been opened, pending the execution of contract
with the successful bidder(s). A 100% performance bond and a 100% payment bond will be required for award.
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
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle June 15, 22, 29, July 6, 2017
Metro Courier June 21, 2017
OFFICIAL
VENDORS Attachment
"B"E-Verify SAVE
Form
Addendum
1
Addendum
2 Original Copies
6
Fee
Proposal
Hannah Solar, LLC.
1311 Collier Road NW
Atlanta, GA 30318
YES 379609 YES YES YES YES YES YES
True Energy USA, LLC.
3840 Windermere Pkwy STE 403
Cummings, GA 30041
YES 1121140 YES YES YES YES YES YES
RFP Opening Item #17-213
Install Roof Mounted Solar Array
for Augusta, GA- Central Services Department
RFP Due: Thursday, July 27, 2017 @ 11:00 a.m.
Total Number Specifications Mailed Out:
Total Number Specifications Download (Demandstar):
Total Electronic Notifications (Demandstar):
Mandatory Pre Proposal Conference Attendees:
Total packages submitted:
Total Noncompliant:
Page 1 of 1
Hannah Solar, LLC.
1311 Collier Road NW
Atlanta, GA 30318
True Energy USA, LLC.
3840 Windermere Pkwy
STE 403
Cummings, GA 30041
A. Package submitted by the deadline Pass/Fail PASS PASS
B. Package is complete (includes requested
information as required per this solicitation)Pass/Fail PASS PASS
C. Overall Quality of RFP
(concise and to-the-point) 50 45.0 46.7
1. Technical Approach 100 90.0 91.7
2. Financial Responsibility 100 50.0 60.0
3. Project Management 95 85.0 90.0
4. Key Personnel & Staff 90 86.7 86.7
5. Organizational Qualifications 75 85.0 78.3
6. Optional Interview (Potential Bonus Points)10
D. TOTAL 470 396.7 406.7
1. Project Specific Experience 100 91.7 96.7
2. Past performance on projects similar in nature 50 46.7 45.0
3. Evidence that firm fully understands Owner’s
goals and project scope. 50 44.7 46.7
Total 200 183.0 188.3
Within Richmond County 10
Within CSRA 8
Within Georgia 6 6 6
Within SE United States (includes AL, TN, NC, SC,
FL) 4
All Others 2
TOTAL 10 6 6
Lowest Fees 10 10
Second 8 2
Third 6
Forth 4
Fifth 2
TOTAL 10 10 2
H. References 10 10 10
Total 750 650.7 659.7
Evaluation Sheet RFP Opening Item #17-213
Install Roof Mounted Solar Array
for Augusta, GA- Central Services Department
RFP Due: Thursday, July 27, 2017 @ 11:00 a.m.
Vendors
Total (Total Possible Score 750)
Second Round Elimination (Total Points 50) (MUST ACHIEVE 35 POINTS FOR CONTINUED CONSIDERATION)
(MUST PASS FOR CONTINUED CONSIDERATION)
RANKING - First Round Elimination
Proximity to Area (Total Points 10)
F. Proximity to Area
Scope of Services (Total Points 200)
Proposer’s Overall Ability to Provide the Services (Total Points 470)
Cost/Fee Consideration
Reference(s) (Total Points 10
Procurement DepartmentRepresentative:___Nancy Williams ____________________
Evaluator: Cumulative Date: 8/16/17
Procurement Department Completion Date: 8/16/17
Internal Use Only
Note: Respondent/Offeror(s) receiving 600 or more points will be invited to do presentations
Submittal and Quality of RFP
D. Narrative
E. Scope of Services
G. Proximity to Area
Quality of RFP
True Solar USA
3840 Windemere Pkwy
Cumming, GA 30041
Solar Crave
4145 Thruman Road
Hampton, GA 30228
RETURNED MAIL
White Electrical
1730 Chattahoochee Ave
Atlanta, GA 30318
Energy Consulting Group
One Overton Park
3625 Cumberland Blvd, Suite 1525
Atlanta, GA 30339
RETURNED MAIL
Solar Art Group
50 Royal Oak Drive
Rossville, GA 30741
Okefenokee Solar, Inc
2889 Bob Bowen Road
Blackshear, GA 31516
SolarFlex Technologies – Watkinsville
3001 Monroe Hwy, Suite 200 B
Watkinsville, GA 30677
RETURNED MAIL
Southern View Energy
5022 BU Bowman Dr
Buford, GA 30518
RETURNED MAIL
All American Solar Services
P.O. Box 554
Murrayville, GA 30564
RETURNED MAIL
Solar Energy USA
7565 Industrial Court
Alpharetta, GA 30004
Georgia Solar Power Company
56 Hamby Road
Marietta, GA 30061
RETURNED MAIL
Hannah Solar
2135 Defoor Hills Road
Atlanta, GA 30318
RETURNED MAIL
Solarsmith LLC
601 Wild Turkey Rd
Savannah, GA 31406
Ecomech Geothermal Heating and Air
Service
1100 Peachtree St NE
Atlanta, GA 30309
RETURNED MAIL
One World Sustainable – Savannah
229 East 50th St
Savannah, GA 31405
RETURNED MAIL
OneWorld Sustainable – Lexington
206 South Gilmer St
Lexington, GA 30648
RETURNED MAIL
Coastal Solar Power Company
229 W. General Screven Way
Suite M4
Hinesville, GA 31313
Solar USA
3355 Lenox Road
Atlanta, GA 30326
RETURNED MAIL
US Power Solutions
5028S Atlanta Road SE, Ste 28
Atlanta, GA30080
RETURNED MAIL
Summit Green Solutions
3070 Damascus Road
Augusta, Ga 30909
RETURNED MAIL
UNITED RENEWABLE ENERGY
5895 SHILOH ROAD, SUITE 104
ALPHARETTA GA 30005
INMAN SOLAR
320 N HIGHLAND AVENUE NE
ATLANTA, GA 30307
RETURNED MAIL
SUNSHINE SOLAR
4880 LOWER ROSWELL RD, STE 165-
341
MARIETTA, GA 30068
SOLAMERICA ENERGY LLC
1819 PEACHTREE ROAD
SUITE 100
ATLANTA, GA 30309
STRATA SOLAR
50101 GOVERNORS DRIVE
SUITE 280
CHAPEL HILL NC 27517
HANNAH
1311 COLLIER ROAD
ATLANTA, GA 30318
UNITED RENEWABLE ENERGY
5895 SHILOH ROAD, SUITE 104
ALPHARETTA GA 30005
RBA ENERGY COMPANY
P. O. BOX 14517
SAVANNAH, GA 31416
RADIANCE
916 JOSEPH E LOWERY BLVD NW
ATLANTA, GA 30318
Kellie Irving
Compliance Rick Acree
Central Services Takiyah Douse
Central Services
RFP Item# 17-213
Install Roof Mounted Solar Array
for Augusta, GA Central Services
Department
RFP Due: Thurs, 7/27/2017@ 11 a.m.
RFP Item# 17-213
Install Roof Mounted Solar Array
for Augusta, GA Central Services
Department
Mailed: 6/15/2017
Administrative Services Committee Meeting
10/31/2017 1:05 PM
Friedman Library Solar Array
Department:Augusta Richmond County Public Library System (ARCPLS)
Presenter:Mashell Fashion, Director
Caption:Approve award for installation of a 60 kW photovoltaic solar
array on Friedman Branch Library to Hannah Solar of Atlanta, GA
in the amount of $112,746.00. (RFP 17-213)
Background:Earlier this year, the Augusta Commission approved installation of
a 60kW photovoltaic array on the roof of the Friedman Branch
Library based upon the Augusta Richmond County Public Library
System (ARCPLS) receiving an award of a rebate of up to
$50,000 for the installation. RFP 17-213 was issued to receive
proposals from qualified firms to perform the installation.
Analysis:Proposals were received from two firms on July 27th. The firms
qualifications were reviewed and scored. The firm with the higher
score, True Energy, submitted a pricing component that was over
the project budget. A pricing breakdown was requested for
clarification and it was determined that the True Energy had
included additional scope that was not requested or needed.
Clarification of our expectations was issued to both vendors and
they were asked to provide their best and final pricing based upon
the desired scope. True Energy’s best and final was less than the
original price, but still exceeds the project budget. The cost of the
proposal submitted by Hannah Solar is within the project budget
and they are well qualified to do the installation.
Financial Impact:The cost of the solar installation is $112,746.00
Alternatives:1. Approve award for installation of a 60 kW photovoltaic solar
array on Friedman Branch Library to Hannah Solar of Atlanta, GA
in the amount of $112,746.00 2. Do not approve the purchase.
Recommendation:
Approve award for installation of a 60 kW photovoltaic solar
array on Friedman Branch Library to Hannah Solar of Atlanta, GA
in the amount of $112,746.00
Funds are Available
in the Following
Accounts:
This project is funded through SPLOST designated for Friedman
Library. The State of Georgia has awarded ARCPLS a $50,000
rebate for this installation which will be returned to the SPLOST
allocation for the Library.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
-fr
A
Administrative Services Committee Meetins Commission Chamber - l0lt0l2}l7mg
ATTENDANCE:
Present: Hons. Hardie Davis, Jr., Mayor; M.Williams, Chairman;
Jefferson, Vice Chairman; Davis, member.
Absent: Hon. D. Williams, member.
ADMINISTRATIVE SERVICES
1. Approve award for coating of the metal roof at the Fire Department Fleet ltem
Maintenance Facility on Broad Street to Horizon Roofing of Monroe, Georgia in Action:
the total amount of $46,800.00. Bid Item 17-237 - Approved
Motions
il,T:"' Motion rext Made By
Motion to
^ aDDrove.APProve Motion passes 3-
0.
Commissioner Commissioner
Mary Davis Andrew Jefferson Passes
Seconded By Motion
Result
Motion
Result
2. Motion to approve the minutes of the Administrative Services Committee held ltem
on September 26,2017. Action:
Approved
Motions
fr"J: Motion Text Made By seconded By
Motion to
^ dDDrove.APProve vrotio, passes 3-
0.
3. Motion to approve the transfer of $58,340 from lOl022llO-522411I (Building Item
Rgntal) to 101Q22110-5111110 (Perf. Full-Time S&W-Reg) and other necessary Action:
Object Codes for the creation of a new Law Clerk position.
.
Approved
Commissioner Commissioner
Mary Davis Andrew Jefferson Passes
Motions
X:11"" Motion Text Made By Seconded By Motion
r YPe vvlv'sls YJ Result
Motion to
Approve ffi|ffi"sses 3- fi:ffi"TJi,'.' ::T,H;',"rHi,", passes
0.
4. Status report on research into the purchasing power program. Item
Action:
Approved
Motions
X*:' Motion Text Made By seconded By MotionlYPe vvlvusuu uJ Result
Motion to approve
A ^^..___ receiving this item as commissioner commissioner
Approve information. Mary Davis Andrew Passes
Motion passes 3-0. Jefferson
www.ausustasa.sov
Administrative Services Committee Meeting
10/31/2017 1:05 PM
Minutes
Department:Clerk of Commission
Presenter:
Caption:Motion to approve the minutes of the Administrative Services
Committee held on October 31, 2017.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Central Services Department
Takiyah A. Douse, Director
Municipal Campus
Phase II
Renovations
and
Recommendations
1
Phase II Challenges
§Dec 2016 Juvenile Court relocated from expensive rental
space ($145,680 annually); currently crowded and split
between 2 floors
§Law Department lacks adequate space for existing staff
and room for growth
§Wellness Center currently in modular office space; must
be relocated due to future demolition plans of 401 Walton
Way (LEC) and expected growth
2
Phase II Challenges
§Compliance Department lacks adequate space for existing
staff and has confidentiality issues with existing setup
§Parking lot has inadequate space for tenants and citizens
(308 spaces 265 employees)
§Parking islands are not irrigated
§Marshal’s Office lacks space for 3 employees and a
centralized Operation Center (currently on Deans Bridge
Rd)
3
Phase II Recommendations
§Expand Law Department by utilizing existing space soon
to be vacated as a result of the Engineering Department
relocating to the former AT&T Building
§Renovate Traffic Engineering Building to relocate
Wellness Center
§Relocate Compliance Department from the 7th floor to
the 5th floor as a result of Augusta 311 relocating to the
Central Services Administrative Building
4
Phase II Recommendations
§Demolish Engineering Administrative building, construct
additional parking (net 5 spaces).
§Irrigate landscaping islands
§Repurpose office space within Tax Assessor’s Office
§Relocate Marshal’s Operation Center (MOC) from Deans
Bridge Rd to the 7th floor (Compliance Suite) and expand
the Marshal’s Suite to include the offices for additional
staffers
5
Municipal Campus Statistics
5
Current Proposed Net
Increase/Decrease
Campus Employees 265 223 - 42
Parking Spaces 308 313 5
One Hour Parking 6 16 10
Law Department
6
1,571 Sq. ft.
Future Programming
Current
3,660 Sq. ft.
Proposed
6,660 Sq. ft.
Wellness Center 7
Current
1,000 Sq. ft.
Proposed
1,571 Sq. ft.
Compliance Department 5th Floor
8
Current
1,114 Sq. ft.
Proposed
1,515 Sq. ft.
Parking Layout Concept
9
47 Proposed
Spaces 5 Net
Marshal’s Office
10
Current
3,303 Sq. ft.
Proposed
4,417 Sq. ft.
Municipal Campus Account
Balance available as of April 30, 2017 $1,121,251
Estimated Costs
_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Law Department $317,090
Wellness Center $100,000
Compliance Department $84,600
Parking Lot Addition $67,856
11
Municipal Campus Account
Irrigation $33,895
Marshal’s Office Buildout $25,000
Other $89,312
(Parking lot redesign, modifications to Tax Assessor's Office,
demolition of engineering building)
Total $717,753
New Balance $403,498
12
Administrative Services Committee Meeting
10/31/2017 1:05 PM
Municipal Campus Phase II Projects
Department:Central Services - Facilities
Presenter:Takiyah A. Douse
Caption:Request Commission approve the Municipal Campus Phase II
renovations for the following purposes: Creating options for
additional parking and selective demolition; adapting Municipal
Building space to accommodate evolving department and
commission needs; and renovating satellite buildings to
consolidate operations in single locations.
Background:Departments sometimes need to adapt to ongoing operations to
effectively meet Commission goals and objectives. These changes
frequently require modifications to existing space to make
efficient use of existing resources.
Analysis:Central Services, in concert with the Administrator's Office and
Finance Department, have looked at various options to meet
current and future needs. We believe the recommendations
outlined herein represent the best options at this time.
Financial Impact:The total for the projects under consideration will be within the
remaining SPLOST funding allocated to the Municipal Building
Campus. In addition, we call Commission's attention to the fact
that the attachments outline project budgets. The final costs will
not be available until firm bids are taken and ready for award.
Alternatives:Receive as information, a report on proposed projects and options
for the Municipal Building Campus, to include: • Options for
additional parking and selective demolition • Municipal Building
space modifications to adapt to evolving department and
commission needs • Renovation of satellite buildings to
consolidate operations in a single location
Recommendation:
Approve the proposed Phase II plan and authorize staff to proceed
with the projects. All bid awards requiring Commission approval
will be placed on subsequent agendas.
Funds are Available
in the Following
Accounts:
Funding is to come from $1,100,000 in SPLOST VI allocated to
Municipal Campus Projects.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission