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Home My WebLink About2017-12-12 Meeting Minutes Administrative Services Committee Meeting Commission Chamber - 12/12/2017 ATTENDANCE: Present: Hons. M. Williams, Chairman; Jefferson, Vice Chairman; Davis and D. Williams, members. Absent: Hon. Hardie Davis, Jr., Mayor. ADMINISTRATIVE SERVICES 1. Motion to approve the following individuals to serve on the ad-hoc Monitoring/Oversight Committee for the Commercial and Retail Project established with the Augusta Economic Development Authority. This oversight and monitoring shall include employee hiring, firing, compensation, strategic direction, and evaluation. This committee shall serve as the Commission's ability to directly input the needs of the Augusta constituency. Monitoring/oversight described herein is reserved for the Project only and is not intended to be interpreted as applying to the Development Authority normal operations. Effective day of appointment is January 1,2018. The term of each member shall be three years unless reappointed, extended or removed. Delete Commissioner Ben Hasan from consideration. Mayor Pro Tem Mary Davis Commissioner Sammie Sias The Mayor shall serve an ex-officio member of this ad-hoc committee. (Deferred from the December 5, 2017 Commission Meeting) 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 recommendation. Motion Passes 4-0. Commissioner Mary Davis Commissioner Dennis Williams Passes 2. Motion to approve the Regency Mall location as the site for the new civic center and to reject the deal for its construction with the continuation of Item Action: negotiations along with the establishment of a timeframe of 45 calendar days for action, a committee with named participants who will continue with the negotiations and the identification of a funding process/source. (Requested by Commissioner Marion Williams) Disapproved Motions Motion Type Motion Text Made By Seconded By Motion Result Deny Motion to disapprove the Regency Mall site. Mr. Jefferson and Mr. M. Williams vote No. Motion Ties 2-2. Commissioner Dennis Williams Commissioner Mary Davis Ties Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Substitute motion to approve the Regency Mall site. Ms. Davis and Mr. D. Williams vote No. Motion Ties 2-2. Commissioner Andrew Jefferson Commissioner Marion Williams Ties 3. Motion to approve the new compensation schedule developed by the Archer Company as part of the Classification and Compensation Study effective January 1, 2018 (Exhibit I); authorize the implementation plan as outlined by the Administrator in a budget summary document dated November 21, 2017 (Exhibit II-page 4); and, authorize the transfer of funds from contingency in order to implement the plan. 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 4. Motion to approve Housing and Community Development Department’s (HCD's) contract procedural process relative to authorization of agreements/contracts/HUD forms for the various federal programs administered by the Department for program/calendar year 2018. 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. Motion to approve the minutes of the Administrative Services Committee held on November 28, 2017. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4- 0. Commissioner Andrew Jefferson Commissioner Mary Davis Passes 6. Motion to Deny the Protest of Humdinger Equipment, LTD regarding ITB 17- 273 Landfill Compactor for the Augusta, Georgia - Environmental Services Department and to lift the stay of procurement in accordance with Augusta, GA Code. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Deny Motion to approve denying the protest. Motion Passes 4-0. Commissioner Mary Davis Commissioner Andrew Jefferson Passes 7. Update/status report from the General Counsel regarding pay differentials between staff attorneys assigned to certain city departments to include the request from Procurement Department for a dedicated attorney and related documents requested by the commission. (Requested by Commissioner Marion Williams) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result www.augustaga.gov Approve Motion to approve receiving this item as information. Mr. M. Williams votes No. Motion Passes 3-1. Commissioner Dennis Williams Commissioner Andrew Jefferson Passes 8. Consider prioritization of the project to 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 in conjunction with the Facility Space Allocation Plan Recommendations. (Bid Item 17-209A) (Referred from November 28 Administrative Services Committee) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve the recommendations of the Administrator regarding the prioritization of the projects. Motion Passes 4-0. Commissioner Mary Davis Commissioner Andrew Jefferson Passes 9. Receive a prioritized list from the Administrator and staff regarding the recommendations outlined within the Facility Space Allocation Plan. (Referred from November 28 Administrative Services Committee) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve the recommendations of the Administrator regarding the prioritization of the projects. Motion Passes 4-0. Commissioner Mary Davis Commissioner Andrew Jefferson Passes Administrative Services Committee Meeting 12/12/2017 1:20 PM Attendance 12/12/17 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 12/12/2017 1:20 PM ad-hoc Cmte. Commercial and Retail Project Department: Presenter: Caption:Motion to approve the following individuals to serve on the ad- hoc Monitoring/Oversight Committee for the Commercial and Retail Project established with the Augusta Economic Development Authority. This oversight and monitoring shall include employee hiring, firing, compensation, strategic direction, and evaluation. This committee shall serve as the Commission's ability to directly input the needs of the Augusta constituency. Monitoring/oversight described herein is reserved for the Project only and is not intended to be interpreted as applying to the Development Authority normal operations. Effective day of appointment is January 1,2018. The term of each member shall be three years unless reappointed, extended or removed. Delete Commissioner Ben Hasan from consideration. Mayor Pro Tem Mary Davis Commissioner Sammie Sias The Mayor shall serve an ex-officio member of this ad-hoc committee. (Deferred from the December 5, 2017 Commission Meeting) Background:This committee is established in accordance with Memorandum of Understanding approved by the Augusta Commission on October 3, 2017. Analysis:Effective day of the appointment is 1 January 2018. The term of each member shall be three years unless reappointed, extended or removed. Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Regency Mall LLC c/o Cardinul Management 10095 Main Road - Mattituck Plaza Mattituck NY L1952 (63L)298-8494 - Fax (631)298-6316 \iri,c*r$c,r ):" )$17 fu 1 .4 lrgrl.tfn Sir**rerurcf (hrm{, {'*/rsryrrrru r{llf&*ri1, fls:nr S$n ]'dJ,tftrffi $sl'*.' dTr:asr Srloty i'r s',1 rr#r'ilclsle/rrllr Io x,orl* rd#rgrllrf3r r)r cooprxull*ra ry*'r* ljrrr {.o/rirgrrrt .{ndJir.rr.rfp' nrrrd ".ll*er.isfn {- orurrrssjnffsj's trn rfc,r,*rJ*p #l*, ,l{*ger13, ,$/:l// sitr n^v r.rperlftr*or.rJr n.r possfdrlc. ff ds c*rilpllf}l*'n&tru ncrxatJ lrse./ircifrffr.v frrftrryrs. ,?^srrrrd{'clnts. &ofeJ srrrd rsss'rfunfrerC/ x,ifl 1l<r * e.*{*/i:sf to tlee rcvif*di;lrfrr.r*, gr*rw$l- lrndprr6,yr*r'if:, 6f'flre Ss:ruJ$ff /ncg/ir+,rlj' r:6t.rs'dd$r {i#cf lltf {lrl"l, *l/' .4x.qrusf*. Sisrri& l,nll CJr*.d {,'iru"d,1rusJn 1. 2. 3. Cardinal Management Offer Property Gift. Cardinal will gift to the City the tract of land where the Montgomery Wards was, which is 10.18 acres. Easement. Cardinal will sign Cross Easement for parking as set forth hereinbelow. Authoritv Obligations. Authority will perform the following: a. Maintain all existing parking areas in all four parcels that constitute the Regency Mall for a period of five years. After five years, Authority's obligations are limited to the parking lots designated to their use (+ /- 29 acres). Maintenance will include an initial re-asphalting and re-lamping of all parking, and providing drainage, utilities,landscaping and all other maintenance repair or replacement required. b. Authority will construct an entertainment/sports arena with an occupancy of 12,000-15,000 seats and sufficient parking for the arena without use of any parking retained by Grantor. Cross'Easements. Cardinal and Authority would enter into a cross-easement agreement for access and use of their respective parking areas with coliseum authority assuming all responsibilities including but not limited to maintenance, insurance and real estate taxes for +/- 29 acres of parking designated for its use for the useful life of the arena. City Obligations. The City will perform the following: a. Grant fulltax abatement to the property Cardinal retains for 10 years;b. Confirm to the satisfaction of Cardinal's attorney Cardinal's right to develop the remaining 860,000 square feet of the original developed property and the additional 200,000 square feet of property approved as part of the original Mall plan; c. Confirm to the satisfaction of Cardinal's attorney that the zoning and parking for the retained property will be appropriate for uses compatible with and complimentary to an entertainment/sports arena including but not limited to shops, restaurants, office space, hotels, and residential. 4. Administrative Services Committee Meeting 12/12/2017 1:20 PM Cardinal Management New Arena Proposal Department: Presenter:Commissioner Marion Williams Caption:Motion to approve the Regency Mall location as the site for the new civic center and to reject the deal for its construction with the continuation of negotiations along with the establishment of a timeframe of 45 calendar days for action, a committee with named participants who will continue with the negotiations and the identification of a funding process/source. (Requested by Commissioner Marion Williams) Background:The Augusta Coliseum approved this offer on Tuesday, 28 November 2017. This Augusta Commission set a deadline of 30 November 2017 for the Coliseum Authority to act. The authority met that deadline. The Augusta Commission now should with even great urgency to approve or reject this offer. Our community has been on edge much to long and should no longer be held hostage to this on going saga. Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 12/12/2017 1:20 PM Compensation Schedule and Implementation Plan Department:Administrator's Office Presenter:Administrator Jackson Caption:Motion to approve the new compensation schedule developed by the Archer Company as part of the Classification and Compensation Study effective January 1, 2018 (Exhibit I); authorize the implementation plan as outlined by the Administrator in a budget summary document dated November 21, 2017 (Exhibit II-page 4); and, authorize the transfer of funds from contingency in order to implement the plan. Background:The Augusta Richmond Consolidated Government (“Augusta”) retained the services of the Archer Company to conduct a Classification and Compensation Study. The study had the following goals: (1) ensure that all positions are properly classified and ranked according to duties and responsibilities of the position (internal equity); (2) determine a competitive pay range for each position that enables Augusta to attract and retain qualified employees; (4) update job documentation and position descriptions to reflect current duties and responsibilities; and (5) provide recommendations to management regarding the implementation and administration of the pay plan. The results of the study were discussed with the Commission at the Commission meeting of November 7, 2017. Analysis:In order to assess the impact of current labor market and related economic conditions on Augusta’s pay plan, the Archer Company compiled wage and salary data for one hundred and forty-eight (148) benchmarks from nine (9) organizations representative of Augusta’s competitive market. Additional data was compiled from the Economic Research Institute to factor private sector data into the analysis. Representative organizations were selected in accordance with the following characteristics: (1) organizations with which Augusta competes for employees; (2) organizations which are recognized as important, or influential, in the local market place; (3) organizations which are within proximity to Augusta’s competitive market (i.e. the same geographic region); and/or (4) organizations with similar population, demographics, and scope of services. In addition to the organizations specifically targeted, the market data was compared to published market data to ensure consistency. Market data was compiled from the following organizations: Immediate Market • Columbia County (GA) • Aiken County (SC) • City of North Augusta (SC) • Economic Research Institute (Private Sector) Regional / Consolidated Govts • Athens-Clarke County (GA) • Macon-Bibb County (GA), • Columbus-Muscogee (GA) • Chatham County (GA) • Greenville County (SC) • Henry County (GA) The schedule for implementing the pay adjustments for 2018 is as follows: 1.5% across the board adjustment January 19 paycheck Adjustments to new minimum and implementation March 16 paycheck of Sheriff’s pay plan adjustments Sheriff’s plan will vary from general government Adjustments for Years of Service – pay grades 1- 14 March 30 paycheck The years of service adjustments will be awarded in accordance with the percentage differences outlined in the below table. Years of Service Longevity Pay Adjustment 0-9 years No Additional ATB 10-14 years Additional 4% ATB 15-19 years Additional 5% ATB 20+ years Additional 6% ATB Financial Impact:$2,802,050 is included in the 2018 adopted budget for pay adjustments for the General Fund and Law Enforcement. Amounts necessary to cover implementation for employees in other funds are included the adopted budget for those Funds. Alternatives:1.Adopt the new pay structure and authorize implementation as outlined herein. 2.Do not adopt the plan. Recommendation:Adopt the new pay structure and authorize implementation as outlined herein. Funds are Available in the Following Accounts: Available from contingency for the various funds as per adopted budget action. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Visual for Contract Process Date Grant Received Deadline to Meet 1.5 Grant Amount Funds from Prior Year Program Income 1.5 Threshold to Meet Amount to Spend to Meet 1.5 Days to Meet 1.5 2010 5/17/2010 10/31/2010 2,448,329.00$ 2,706,197.44$ 158,520.13$ 3,672,493.50$ 1,640,553$ 167 2011 7/13/2011 10/31/2011 2,040,442.00$ 2,952,261.31$ 155,106.58$ 3,060,663.00$ 2,087,147$ 110 2012 5/4/2012 10/31/2012 1,723,227.00$ 2,708,067.61$ 208,652.49$ 2,584,840.50$ 2,055,107$ 180 2013 9/6/2013 10/31/2013 1,758,771.00$ 2,025,141.53$ 486,761.47$ 2,638,156.50$ 1,632,518$ 55 2014 6/30/2014 10/31/2014 1,703,221.00$ 1,494,363.89$ 455,526.48$ 2,554,831.50$ 1,098,280$ 123 2015 6/24/2015 10/31/2015 1,689,993.00$ 2,429,043.28$ 115,156.40$ 2,534,989.50$ 1,699,203$ 129 2016 9/7/2016 10/31/2016 1,675,892.00$ 1,886,200.51$ 191,119.49$ 2,513,838.00$ 1,239,374$ 54 Submit to Novus Agenda Admin Services Meeting Commission Meeting Receive Administrator's Letter Legal Department Administrator Mayor Clerk of Commission Returned Total Number of Days 12/4/2017 12/12/2017 12/19/2017 12/20/2017 1/2/2018 1/9/2018 1/16/2018 1/23/2018 1/30/2018 57 Notes: 1 . This is a very rough estimate of the process. Allows for one week between departments for signatures. 1/30/2018 28 2. This is a very rough estimate of the process. It removes going before Commission with each contract. 3. Neither takes into account the time for the Subrecipients to have their Board Members sign the contracts and return to us. 1/2/2018 1/9/2018 1/16/2018 1/23/2018 According to 24 CFR 570.902, HUD grantees cannot have more than 1.5 times their current grant amount in their line of credit 60 days before the end of the Program Year. Number of Days to Complete Commission Approval Process1 Current Process2 Program Years run from Jan. 1- Dec. 31. this means that grantees must meet their 1.5 threshold no later than Oct. 31 Funds are subject to any Program Income that the grantee received throughout the Program Year $- $500,000 $1,000,000 $1,500,000 $2,000,000 $2,500,000 2010 2011 2012 2013 2014 2015 $1,640,553 $2,087,147 $2,055,107 $1,632,518 $1,098,280 $1,699,203 Do l l a r A m o u n t PY Years Series2 167 110 180 55 123 129 2010 2011 2012 2013 2014 2015 Series1 Administrative Services Committee Meeting 12/12/2017 1:20 PM Housing and Community Development Department’s (HCDs)_Federal Contract/Agreement Procedure for 2018 Department:Housing and Community Development Department Presenter:Mr. Hawthorne Welcher, Jr.- Director Caption:Motion to approve Housing and Community Development Department’s (HCD's) contract procedural process relative to authorization of agreements/contracts/HUD forms for the various federal programs administered by the Department for program/calendar year 2018. 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), Supportive Housing Program (SHP), Continuum of Care Program (CoC) 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 Augusta Housing and Community Development Department (HCD) 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, Congress’ 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. 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 2018: The Mayor be given authorization to execute all necessary grant agreements (wherein 1 City of Augusta signature is requested) relative to the approved Consolidated Plan/Annual Action Plan and other federal programs stated above as required by HUD; The Mayor, Administrator, and Director of HCD 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 agreements, forms, and/or certifications, unless specified on HUD generated or other federally generated documents which requires only the Mayor’s signature, will require the 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. Analysis:The current process was approved initially by the Augusta Commission in January 2017 and has worked well. Thus, we seek your approval to continue in program/calendar year 2018. Financial Impact:The City receives funding from the US Housing and Urban Development Department on an annual basis. Last year's HUD agreements granted the City the use of CDBG funds in the amount of $1,649,350.00, HOME Investment Partnership funds in the amount of $708,217.00, Emergency Solutions Grant funds in the amount of $150,876.00, Housing Opportunities for Persons With AIDS funds in the amount of $1,052,968.00 and Continuum of Care funding in the amount of $202,475.00 Alternatives:Do not approve HCD's agreement/contract/HUD Form procedural process. Recommendation:Motion to approve HCD's procedural process relative to authorization of agreements/contracts/HUD forms for the various federal programs administered for program/calendar Year 2018 Funds are Available in the Following Accounts: Funds are available in the respective HUD Program Accounts. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting Commission Chamber - 1112812017 ATTENDANCE: Present: Hons. M. Williams, Chairman; Jefferson, Vice Chairman; Davis and D. Williams, members. Absent: Hon. Hardie Davis, Jr., Mayor. ADMINISTRATIVE SERVICES 1. Motion to approve20lT Christmas Eve and Christmas Day Holiday Motions Motion;"-'"" Motion TextI ype Motion to ^ aDDrove.APProve vtotion passes 4- 0. Motions f#:"" Motion rext Commissioner Commissioner Mary Davis Andrew Jefferson Passes Made By Seconded By Made By Seconded By Schedule. Item Action: Approved Motion Result Motion Result 2. Approve a l-year extension of the existing fleet maintenance contract with First Item Vehicle Services. Action: Approved Motion to approve. a ,-,-,. - Mr. M. Williams votes Commissioner CommissionerApprove No. Dennis williams Mary Davis Passes Motion Passes 3-1. 3. Consider prioritization of the project to approve award of contract for ltem renovations to the Central Services Department administrative offices on Action: Peach Orchard Road to Contract Management Inc. of Augusta in the amount Rescheduledof $529,584 in conjunction with the Facility Space Allocation Plan Recommendations. (Bid Item l7-209A) (Referred from November 14 Administrative Services Committee) Motions Motion Motion;----- Motion Text Made By Seconded By't'ype Result Motion to delete this item from the agenda r\^*^^2^^2^-^^-- Commissioner Delete and refer it to the next commissioner Dennis passes committee meeting. Ivrary L'avls williams Motion Passes 4-0. 4. Receive a prioritized list from the Administrator and staff regarding the Item recommendations outlined within the Facility Space Allocation Action: Plan. (Refened from November 14 Administrative Services Commiffee) Rescheduled Motions X:j]" Motion Text Made By seconded By Motion'l'ype Result Motion to delete this item from the agenda 11^-^-^^:^^:^_^-- Commissioner Delete and refer it to the next commissioner Dennis passes committee meeting. ryrary uavls williams Motion Passes 4-0. 5. Motion to approve the minutes of the Administrative Services Committee held Item on November 14, 2017. Action: Approved Motions X:11"' Motion Text Made By seconded By Motion I YPe "'--- -r Result Motion to Approve ffi3,',::'r"sses 4- fi:ilHjJft"' 3:Hl'iili,iffi, passes 0. www.augustaqa.qov Administrative Services Committee Meeting 12/12/2017 1:20 PM Minutes Department:Clerk of Commission Presenter: Caption:Motion to approve the minutes of the Administrative Services Committee held on November 28, 2017. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: OFFICIAL VENDORS H.O Penn Machinery Company, Inc. 122 Noxon Road Poughkeepsie, NY 12603 Humdinger Equipment, Ltd 3202 Clovis Road Lubbock, TX 79415 Tractor &Equipment Co. 3809 Mike Padget Hwy Augusta, GA 30906 Flint Construction & Forresty Division 1900 William Few Parkway Grovetown, GA 30813 Yancy Brothers 4165 Mike Padgett Hwy Augusta, GA 30906 Attachment B NO BID YES YES YES YES E-Verify Number NO/ Non-Compliant 49526 344722 686717 SAVE Form YES YES YES YES Year 2017-2018 2018 R 2017 2018 Make/ Brand TANA ALJON BOMAG CATEPILLAR Model E520ECO ADV600 BC1172RB4 836K Bid Price $944,020.00 $675,000.00 $912,824.00 $1,093,683.00 Carlson GPS System $61,500.00 $104,975.00 $61,500.00 $107,980.00 TRADE IN VALUE 2008 CATEPILLAR $30,000.00 $42,000.00 $40,000.00 $32,000.00 TRADE IN VALUE 2007 ALJON $25,000.00 $37,000.00 $10,000.00 $30,000.00 Cone Shaped Wheels w/ Plug NA NO BID NO BID NA Approximate Delivery Time 120-150 DAYS ARO 90-120 DAYS ARO 120 DAYS ARO 20-23 WEEKS ARO Caterpillar 836K Compactor or Approved Equal Total Number Specifications Mailed Out: 13 Total Number Specifications Download (Demandstar):1 Total Electronic Notifications (Demandstar): 79 Mandatory Pre-Bid/Telephone Conference:NA Total packages submitted: 5 Total Non-Compliant: 1 Bid Opening Item #17-273 Landfill Compactor for Augusta, Georgia -Environmental Services Bid Due: Friday, October 27, 2017 @11:00 a.m. Optional Equipment Page 1 of 1 @"*rrr*rr*rrlq/rrrtrr*rrt-i/44 R GI %.$*@o*d, qrr*t"" Faxed (806.771.9945) and Mailed October 27,2017 Chad Phares Humdinger Equipment, Ltd. 3202 Clovis Road Lubbock, TX794L5 Ref: Bid Item #17-273 Landfill Compactor for Augusta, GA- Environmental Services Department Bid Date: Friday, October 27 ,2017 @ I l:00 a.m. Dear Mr. Phares: Thank you for your submittal in response to the above referenced Bid Item. After reviewing your submittal, it was noted that your company failed to provide an E-Verifu number. We have included all corresponding forms from the specifications and the forms submitted for your review. [n accordance to the Bid specifications and the Augusta, Georgia Code, your company's submittal has been deemed non- compliant. I wish to call your attention to ARTICLE 6, Sec. 1-10-50 and ARTICLE 9,1-10-81 and 1-10-82 of our Augusta, Georgia Code as it relates to handling claims: ARTICLE 6: PROCUREMENT SOIIRCE SELECTION METHODS A]\D CONTRACT AWARDS Sec. I-10-50. Sealed bids selection method. Conditions for use. All contracts of Augusta, Georgia shall be awarded by competitive sealed bidding excE)t as otherwise provided elsewhere in this article (see section I-10-52-Sealed Proposals; l-10-S3-Professional Services; l-10-54-Quotations; 1-10-56-Sole Source Procurement; and 1-10-S7-Emergency Procurements, ofthis chapter). Invitation for bids and speciftcations. An invitation for bids shall be issued by the Procurement Ofice and shall include specifications prepared in accordance with Article 4 (Product Specffications), 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 Procarement Department are considered. material conditions of lhe bid which are not wuiveable or modffiable 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 Commissionfor approval by the Augusta, Georgia Commission. ARTICLE 9: APPEALS, PROTESTS AND REMEDIES: Sec. 1-10-81and Sec.1-10-82. Procurement protests. Authortty tu Resolve Protested Solicitations snd Awards, Right to Prolest Any actual or prospective bidder, offeror, or contractor who is aggrieved in connection with the solicitation or award of a contract may protest lo the Procurement Director. 1-10-82. Filing of Protest Protests shall be made in writing to the Procurement Director and shall be filed in within five (5) business days after the protestor knows or should have ldnown of the focts giving rise thereto. A protest is considered filed when receiyed by the Procurement Department. Protests filed after the Jive (5) day period shall not be considered qnd are deemed afailure on the part of the protestor la *haust administrative remedies. (a) (b) (a) (b) Room 605 - 535 Telfair Street, Augusta Georgia 30901 (706)82t-2422 -Fax (706) 821-281 I www.augustaga.gov Register at www.demandstar.com/supplier for automatic bid notifi cation Scan this QR code with your smartphone or camera equipped tablet to visit the Augusta, Georgia (c) Stay of Procurements During Protests or Appeals. In the event of a timely protest under section I-10-g2 of thisArticle, the Procurement Director shatl not pioceed further with tie solicitition or with the award of.the contractunless the Administrqtor, after consultation with ihe head of the using acency and General Ciunsel, makesdetermination that the award of the contract without delay is necessary to proteci substantial interests of Augusn,Georgia' Such a determination may be made orally in i Committee ueeiing, a Commission Meeting or may beprovided to the protestor in writing. We sincerely appreciate your interest in doing business with Augusta, Georgia and look forward to your continuedparticipation in future business opportunities. Any Correspond"i"" .or."*irg this matter or questions concemingfuture procurements must be submitted via mail, fax or "."i1 u. follows: Augusta Procurement Department Attn: Geri A. Sams, Director of procurement 535 Telfair Street, Room 605 Augusta, GA 30901 OrFax: 706-821-2811 Email: procbidandcontract@auzustaga. sov Sincerely, I ne^Lfr Geri A. Sams, Director Procurement Department GAS/ss Attachments cc: Chester Brazzell, Deputy Administrator Lori Videtto, Environmental Services Department (c) stay of Procurements During Protests or Appeals. In the event _of a timety protest under section t-10-g2 of thisArticle' the Procurement Dirictor snaa-"ot )ioi"ia i;;i; with tie solicitition i, with the award of the contractunless the Administrator, after consultatioi with ;ht; head of the using agenq) and General Counsel, makesdetermination that the award of the contract-withollt delay is necessary to protect substantial interests of Augusta,Georgia' such a determination may be made orally in-l )ommittee aeeiing, a commission Meeting or may beprovided to the protestor in writing. we sincerely appreciate your interest in doing busincss with Augusta, Georgia and look forward to your continuedparticipation in future business opportunities. Any corresponJ"i"-" "oo""*irg this matter or questions concerningfuture procurements must be subrnitted via mail, ttu* o. e-ailus rouo*s: Augusta Procurement Department Attn: Geri A. Sams, Director of procurement 535 Telfair Street, Room 605 Augusta, GA 30901 OrFax: 706-821-2811 Email: procbidandcontract@augustaga. eov Sincerely, IMm Geri A. Sams, Director Procurement Department GAS/ss Attachments cc: Chester Brazzell, Deputy Administrator Lori Videtto, Environmental Services Department lnvitation to Bid seated blds will be received at this office until Friday, october 27, 2077 @ 11:00 a.m. for furnishing: Bld ltem #17'273 tandfill compactor for Augusta, Georgra - Environmental services 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 G05 Augusta, Georgia 30901 execution of contract with lnvitation for bids ond specificotions. An invitation for bids shall be issued Office and shall includespecifications prepared in accordance with Articre 4 (product It contractual terms and conditions, bld lncludln6 but not llmttcd to, the applicable to the procurement. All speclflc requtrementr contslnGd ln thenumber of coplec needed, the tlmlng of the submbslon, the rcqulred and any other requlremenB deslgnatedby thc Procurement Depsrtment rre consldered mrterrsl condrtronr 8rG not walveabla or modlfable bytheProcurGment Dlrcctor. All requests to waive or modify any :l1g;.t1'Ji;ffiii,i:il1r,,*" o,gy:,., Georgia web site under the procurement +documents may be obtained at the office oith" Rrgrrta, GA procurement Department, *t i"ti.Ttfl*llruDrr,Augusta' GA 30901' Documents may be examined during regular business hours at thprocurement Department. i^qrrrrrrEu uul,rB letular ouslness nours at tne orficesd\tt5, en N.!i.*,.,,,"$1i,;;";ru{n*H#iyrJi,t1tr:ilffiT"iitT,T"!1ffi L,:ffi*mm No bids may be withdrawn for a period of sixty (60) days after bids have been opened,the successful bidder. Procurement Director to the appropriate committee of theCommission. Please mark BID number on the outside of the Bidders are cautioned that acquisition of BID Department is not advisable. Acquisition of BID receiving incomplete or inaccurate information Correspondence must be submltted vla Augusta Attn: GerlA. Sarytp'll$r of procurement Erial condition shall be slrbmitted through the Commission for approval by the Augusta, Georgia any source other than the office of the procurement \Elts from unauthorized sources places the bidder at the risk ofwhich to base his qualifications. 535 Tetfair Str6n\m sOS Augusta,GA 3091,rar zoolf,t-lbfior Email: No bld wlll be accepted Oqx,}tt must be recerved by mail or hand defivered. GERI A. sAMs, rr".Olp',iir".,o. -- - - 1l:llgd$t september zt, 2s,october s, tz,2ot7uerro gllrV September 27,2Ot7 Z . \uis Brazzell Oeputy Administrator ONtt ,;"Ji;|l"* Environmentarservices Bid ttem t7-273 tandfill Compactor Bid Due Friday, October 27, 2017 @ 11:00 a.m, Page 3 of 26 TO THE BELOW INSTRUCTIONS AND DO NOT SUBSTITUTE FORMS $ The successful PIll submlt the following forms to the procurement Department(5) days after reeelving the ,,Letter of Recommendation,,letter wlll denote the date forms are to be received Security and lmmigrafl on Subcontractor AffidavltAffidavlt of Sub-Contractor Please rtview "Notlco to Bldderc" regardlng Augusta Georgla's Local small Buslnoss opportuntty programBldder Requlrements. Bid ltem t7-273 tandfill Compactor Bid Due Frida% october 27, 2077 @ 17:00 a,m, Page 5 of 26 Blddere are cautioned that acqulsltlon of BtD documents through any source other than the oftice of theProcurement Department ls.not advlsable, ecqulsttion of BID ao-cumeits from unauthorueJ sources placesthe bldder at the rlsk of rec-elvlng lncomplete or lnaccurate lnformaflon upon whlch to base his quallficagons.Blds are publicly opened' .lt ls yiur tesionirblllti to ensure that l,our company has met the speclflcalons andLlcenses' requirements prior tosubmltting a Bld,' NOTICE TO ALI, BIDDERS (LLEASE R-EAD CAREFULLY) ADHERE Return Attachment B is a consoridated document consrsflng of: 1. Business License ttgrylgr ngquirement (must be provided)2. Acknowtedgement of Addenda (must be ictnon reigeali#nvl3. Statement of Non-Discrimination4. Non-Collusion Affidavit of prime Bidder/Offeror5. Conflict of lnterest 6. contractor Affldavit and Agreement (E-verlfy User lD Number must bo -d entity for where they do thebe provided on Page 1 of#.business license, your companyBid. For further information contait @!!! p Mus! Ec lYotarizelE !E 2 paoes ltusr @ returned wtrhBupinpsslipens,enequiremEnlf doilrracroEGtFro"-nsE6-rtheGovrmajority of their business. Your comoanv,s buslnasc ll.,orro.'Li,Iil |||p."|rT"l!. B. . lf vgu.r Governmentwr De requirect to obtain a Richmond county business licehse .rt auathe License and lnspection Department @ 706 312_SOS0. Acknowledqement of Addenda: you Mustacknowledge See Page 1 of Attachment B. Rev,8l6l20t5 Confllct of lnterest \Contractor Affidavlt and Aoreement ;/f\ y il,,ili:l1il#,:T:;[Xffi,lh,:l',;:F;l*trjl3i1;:1l^""a33gt]p.ylt9fA s 13-10-ej,,,"rngiQ*[r',n*,n",,u,v,sva,, ilrilr, er Gorporauon wnrcn tsrontracting with Augusta, Georgla 6oard of Commissioneritai iJo[t"reo3j:9:3ly"t ,lYthoJizalio.! Program* fanv oi i-ne'el"crrontc verilication of work auihorizaran ^^^,o,io ^^o- By submlssion of a proposal' lhe responding f- ."{l^11-ynder penalty of perjury, that to the best of its knowtedge and belief:1' No circumstances exist.which cause a dnd;i iiinterest in peinrrmins t; #Mces required by thls BlD, and2'That no emplovee of the countv, ilt;t;;;;er.trereoi-no]i'iiiip,iiri" "gency or omciiratrlcteo'by this BrD, has any pecuniary;H:"#jlg?j:i*?'fiiJ[iJ:pdnaing tt# oi ni"i,u-*r*id;(") d"5-Jniinii,""i nrt ro,r,i *nn-n rn any manner or desree wrth the By submlssion of a proposal, the vendor certilies under penalty of perjury, that to the best of lts knowledge and belief:(a) The prices ln the proposal have been a"ireJar ino"p"ni"ntrv ,i,iuiirtLiir"ion, consurtation,'coriirinications, or agreement, for thepurpose of restrictins competition, as to any ,rtt"ri"rrtini t";il;il;;iil-;;y other vendor or with any competitor. ffi ffHffHdflI*ffi mff ffir6##:#[i'h#ff#ffi ,d# Departmenr "i 6;;i;;6ffi6;; {iiiixi:irg?4i6Fliil"r%ffir#:r"i'}?fr",iffi""1ff,$U*r'J:"#nrHomeland Securltv lo verlfiHomerand securrtvto verrff rnrormltion oinJirv r,ii"o "rpioi""i prilr"ii6H:,rifi?fi&r"fiB5*?.i&,,flffi3tt,B1r,f;ffiT.i]99-6031' in accordance with .the. appilcabflity ;rilil;s ancr deadilnes estabfl shr:mt:*:Sir:r*^FL;i:;:n*1[[sl'!ffiiil"Jt",1") rn connecron ** *S|l"o,iif*"u#;1[y"S|;X*:*:*i,*f::g8"":yISlgSF:f:g'9s.P91q ot corrii"r"iJ",'ii.,t'"ao' win secure u., "#'Jii?X,i,[?9flK1]*mf**'llig:-Tlq:tg:^?*91119f l.ol1l"lybcontradorAtrrravitp,iriiiirrili";;o:;oti j#Ii; The undersigned further agrees to submdocumentation noted as part of the Ausurgovern this process. ln addition, subcontractor(s) as requested and tn of compliance with copy Board agrees to submit all required forms forfurther understand that niy submittal wlll NOTARY SEAL of_Attachment B and any requiredof Commissions specifications which ffiIffiT##ilj;;$,$g;;ff"T:f#*j3gg;il,i""r'l,t,n"d1"";['iTitlJfl$ffil;i"ll?l,l{,ll$il:B''"i;* Georgla Lew rcqurt.* your compcnyto have en E-verrflfurer tdenflf,aauon l.D.) on orrftcr Julyl, 2009.For addrflonar rnfomaton or b enrcil 10ur company, vrert 0re gtatc of Gcorgre httos://e-varlfu.uscis'oov/enrolu and/or htto:/Arunv.dor-state.oa rn/rvrr/nrr../r6 **E.Vedry * User ldentiflcaflon NumberNOTE: E-VERtFy usER IDENDtFtCATtoN NUMBER (COmpliNy r.o.ivENDoR wLL BE REeUTRED ro pnovroe i-copy oF Hor MEMORANDUM OF UNDERSTANDING (MOU) any be 20- deemed non.comptiant if any prooess is violated. Title of or Agent of Contractor BED AND SWORN BEFORE ME ON THIS THE DAY OF Public My Commission Expires:_ Authorized Bid ttem 17-273 Landfill Compactor Bid Due Friday, Octobet 27,2OL7 @ 11:00 a.m, PageT of26 - Confllct of lntelest performance related to thls BlD. timethesubcontractor6lisreia-in"o jo-;;ffi H;::tH. vENDoR wLL er neoi, iRi6 6' ;'R-6ffi ; it"6llf B; or cooperation to submlt that theparticlpating in Unlted States Department of By submission of a proposalr. r.ro ci,cu,sla_nciJ;;Jff1i,,ffffi3::rff#i:lffilil?.ir::f31y^,1*lly,,_,rrro rhe besr of its knowedse and berief:1. No circumsrancei e*st wilric[;;I;;-6;#; #ffi:?,il:ffi:l:ffi,flnTrfgJg,,.g,"lj!.:ffi.Tr;lJBlil":ffi.* and berier: ii^:ifi'Tr.fffi:lH"';${ilJ;,Hffi[$ti*,{df,ti*:rf]f,i,iT:y,s,i[:r1:r:serbv this B,D, has any pecuniaryfti":$i""Jr.{vee ortne co'liril-##H#ilj:'lli'*ffii.'it:;ffi,:"ffi,'JT,'[?f#1,T:31"; ili',. B,D, has any pecuniaryd;,ffi;;;"H;1fi;ri* [i#"o""oins firm or his sub'consu]tant1s1 6al anv inttts rrat wpurd conflicr in iny manner or desree wih rhevt eEYrEs wtut l[EBy submission of a Drooosal' the vendor certifes uncler penalty of.perjury, that to the best of its knoudedge and berief: fl,9'$,"^!ffiJitlfff#ff"',ii,ffi1,;:[ifl;;3 ;i,,f,mg;$,"i#,'##::.,1i,ff^ consu,ation, communications, or asreemenr, ror rhe !i&li!ff!!;!!"$fflit'"1"i,'*fi'il:lI#tfy,:ffi:la"[til ::::'^'.::::::1]" "'o*r'isrv ';; ojsoosea ov rc,](\i'j,,d,',:.:'ffiy,SH,:Hfl:j''r"Xffi,1i:T;K-ilf';ifJ?'Hli'ril:."ffi"ff3i1;"i"*?ilii1'31;fi:ntlf*n;;1fl"y;l"^T^*f ry::::iyli.piH;,r#ll,i"Ilft ',4'H,,J"0.,:.; :I#,'T",tr'.::i3:i[T:*;""#'ji:Tililr:&:Ifi f["il'8li.",n,orherperson,itd!e:::lt":lHHf;,:e*:,xlls,t'-?n[[#1T.,i?:ffi,ii!i&:i,rri,'#Xff[i]li [:'3ffff:tl;;:i::"#frih:lh,?:::s;,#s*:*ffi::IJ*fr:#i[,*:l{,t,il"ii**iL"li,.Jul$?,i#yl.JT,[:"1"*t#iia mount of such fee, comm ission, pd;;G; d;ii" ildlll,X, ffi"['J:#,;Contractor Affldavll and Aoreement By..executlg this afiidavit, the undersignecl contradoiniivtouai, nrin, ;;;;;iL, nhlch is conrrerrin^ *," j,,flftj9_g,ryi"n9e -ryih o.c.G.A. s l&i&el,r1livtpuaJ, nrm, or corporaiibn unrn is B jg;r:r:i;friir:y"IruT;:."iiif $ifl yl?"tHtrJ"i""nfi#,,':,' ji'**.""m[,*,x""*: iS#*iii;l#";"*.:ff #*m,*ruy:1,l:U_*$jff d:;rff Hfl illt#Jr#rHilT:ltJtx,Hiie**l.l: j*r^nlrld:j.$*:iii:iiit,H:.::i:ti,_,f"x,ilT:#rF underslgned further agrces;qilffi X,$ j"#JiJ",;ggx11ft f ,,ggiilil:i?,11,X?l'ffi i.f,li,iT,f ilL,,.:, Ac{ of 1986 (tnca), p.t_. fl ;1lqi*r f3?ff.^*:g:l ;^_"_1,;i""dffi l'fHl[,:iJl ff Tffif Hll,ff"f,,ruces purBuant to this contractverirication of compllance wlth*3,?"lX*:::,:1,:1""::*::'rqlrd;il'ffiieffi ffi i"":3[IJ3[#"]:maintain records Of SUCh CO _ .:-.__-._. . r.,ss,,r y,vyrqErl rn r(ute cuu_1G01-'09 or a 8ul time the Bub.irirraar^r/a,, " [11,:19::!9-p-rgvide a copy of each sucn vlrincair-orito rne **E-Verfy *-User tt?ntification Number (GrNorE; -E-vERtFyusER tDEr{DtF-rcAroil xurieJii;;rpn,{v form. Contractor further agrees toa tsoarcl of Commissionerc at the l.D.) on orafter July l, 200g. awardeduNot I ED: ll{ The undersigned further agrees todocumentation noted ," p"-,t of tn" goJern . this process. ln addition,subcontractor(s) as requesteddeemed non-compliant if any rEMoRAI{DUM oF uilDERsrAr{ou,rt iii6iii copy of Attachment B and any requiredBoard of Commissions specm."tjl* l"t,i.nagrees to submit all required forms forI further understand that nii juoriiLl ,"itany beprocess is violated. 25.DAYOF October ,20! NOTARY SEAL-ab Bld ttem 77-273 Landfiil compactorBid Due Friday, octobet 27,2017 @ 11:00 a.m. PaEet of 26 CASSTE JOilES tlolory Publlc, Siote ot lexos Cornrn. Erptres Ol. I 8-2020 of Authorized Officer orAgent Public - From: Sent: To: Subject: Attachments: Importance: Salasha Singleton Friday, October 27, 201-7 4:24 pM 'chad@ humd ingerequ ipment.com' Bid ltem# L7-273 Landfill Compactor for Augusta, GA Environmental services Department Humdinger Equipment, Ltd.pdf High Good afternoon Mr. Phares, Thank you for your interest in doing business with the city of Augusta, GA. Please review the attachment in regards toBid ltem# 77-273 Landfill Compactor for Augusta, GA Environmental Services Department. Should you have anyquestions concerning the information provided you can email us at procbidandcontract@augustaga.eov or call 7 06.821.2423, 7 06.82L.2888, o r 7 06.821..4251. Tha n k yo u. Salasha D. Singleton Purchasing Technician II Procurement Department 535 Telfair Street, Room 605 Augusta, GA 30901 (706) BZt-4257 ssingleton@ augustaga. gov TX Result Report PI 1O/2t/?:O17 16t21Serial I'lo. AzNlor toolo4sTf,: 1409144 I'lote Result Addressee Stdrt Time I Time Prints Resull l,lote 91806?719945 a*a Ttlll ! T l0-2? 16:20 | 00:00:S?000/009 l,lo Anr 535 Tetfaar Str€t Ft@m C'OEAugu8ta, (=A 3O€O.tPhon€: 7Oe €r2.1 2422Fax:7OG {,.21 2.,11 Fa>< TEt FEfrr Gt-ltr COG'?21 D-aG @o'br27,2O.,z Go6t-ct Ctact plEr R-. Bad ft rr* 17-2rS L-nc]tll! Comp.aicrfor Aqgu-t-. (}.A. Envtmmfit-l grrvlc. O-Flrtmert E "lEad x !o' r'M* E F!-... Giomnt E Dt-- R-arlt7 E l't.qr li.EtEr- ccEm-nr- Plcarc aca attactaeGl cl(reufraGnt- 535 Telfair Street Room 605 Augusta, GA 30901 Phone: 706 821 2422 Fax: 706 821 2811 Far< To: Humdinger Equipment, Ltd.GeriSams 806.771.9945 October 27,2017 Gontact Chad Phares 9 including cover page Bid ltem# 17 -273 Landfill Compactor for Augusta, GA Environmental Service Department GG: tr Urgent X For Review E Please Gomment E Please Reply E Please Recycle Gomments Please see attached documents November 2, 2017 Augusta Procurement Department Attn: Geri A Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Ms. Sams, I received your notification Friday, October 27, 2017 informing our company that we were being considered non-compliant with our bid submittal for Bid Item #17-273 Landfill Compactor. Please accept this letter as an official protest to the decision that we were non-compliant. I do realize the bid documents stated the “E-verify User ID Number” was required. The bid documents also required a Georgia business license. Our company is based in Texas. We are not required to have a Georgia business license and we are not required by Law to have an E- verify User ID Number. The bid documents stated if we were not required to have a Georgia business license we would be required to obtain one if the bid was awarded to our company. Since it is not required by law for us to have an E-verify User ID Number, the rule about obtaining one should apply to this portion as it does to the Georgia business license portion of the bid. We understood it would apply to both areas based on the bid documents and we think it was reasonable to make that conclusion. We would ask for your Procurement department to let our bid be considered with the other bids received. If there are reasons are equipment is not chosen because of specification reasons or other reasons related to the equipment our bid considered being non-compliant and our protest will not matter. If our equipment is chosen based on it being the best option for the County, we would hope to be considered non-compliant will be reconsidered. If the Procurement department will not let our equipment be considered, then we will take the next steps in the protest. We appreciate your consideration in our request and hope to hear back from you soon with positive news. Please contact me through email or telephone to discuss this matter. Sincerely, Chad Phares Vice President @"*rrr.rn-rlq/"rrtrrrrrrt %. @"*@"-,t, qt,*tu" November 2,2017 Mailed/E-MAl L (806.771,9945) chad@h umdinqerequ ipment.com Chad Phares, Vice President Humdinger Equipment, Ltd. 3202 Clovis Road Lubbock, TX 79415 Ref: Bid ltem #17-273 LandfillCompactorforAugusta, GA- Environmentalservices Department Bid Date: Friday, October 27 ,2017 @ 11:00 a,m. Dear Mr. Phares: We are in receipt of your protest letter dated November 2,2017. ln your letter, you have stated that you realize the E-verify User lD Number and the Georgia business license is required. You have stated that by law due to the fact that your company is located in Texas that you are not required to have a business license. You have also stated that by law your company is not required to have an E-verify number. Please allow me the opportunity to address your concems, The Procurement Department has carefully reviewed your submittal and the requircments of the Augusta, Georgia ITB process, The ITB specifications cleady state on page 3 that ".,.All specific requirements contained in the request for qualifications including, but not limited to, the number of copies needed, the timing of the submission, the required fina'ncial 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." We have also reviewed the specifications in reference to your company not including your business license and the E-verify number. Please be advised that we have verified that the City of Lubbock, TX does not require a business license; however, you are required to supply your E-Verifo number in order to acquired funds from a municipality of the State of Georgia. The speciflcations for ITB 17-273 clearly states on page 5-7, the requirement of providing your E-verify number. Specifically page 7 which states ...."The undersigned further agrees to submit a notarized copy of Attachment B and any required documentation noted as part of the Augusta, Georgia Board of Commissions specifications which govern this process. ln addition, the undersigned agrees to submit all required forms for any subcontractor(s) as requested and or required, I further understand that my submittal will be deemed non-compliant if any part of this process is violated." We have reviewed your submittal and it has been determined that you failed to provide your E-verify number with your ITB submittal. Due to the fact that your submittal did not include your E-verify number, I must concur with the initial decision of deeming your submittal as non-compliant. Regretfully, the Procurement Department has no choice but to deem your submittal as non-compliant, and accordingly your request to have your submittal considered eligible for the ITB process is denied. I wish to call your attention to ARTIGLE 6, Sec. 1-10-50 and ARTICLE 9, 1.10.81 and 1.10.82 of our Augusta, Georgia Code as it relates to handling claims: Room 605 - 535 Telfair Street, Augusta Georgia 30901 (706) 82t-2422 - Fax (706) B2t-28'l \\,\\ \\ .augustaqa. g0\' Register at www.demandstar.com/sqoplier for automatic bid notiflcation Scan this QR code with your smartphone or camera equipped tablet to visit the Augusta, Georgiaffi ARTICLE 9: APPEALS, PROTESTS AND REMEDIES: Sec. 1-10-83, Decision by the Procurement Director Timefor Decrcpns. A written decision on a protestshall be made by the Procurement Directorwithin ten (10) business days after receiving all relevant, requested information. lf a protest is sustained, the Procurement Director may deiermine that the solicitation or award violates the law; or may make a determination that the solicitation should be cancelled in order to comply with the applicable law, Sec. 1-10-84. Appeals, Appeal of a decision of the Procurement Director may be requested by the protestor or any department involved in the protest. The appeal shall contain a detailed statement of the factual and legal grounds upon which reversal or modification is deemed warranted, Sec. 1-10-85. Time forfiling appeal. Appeals of a decision of the Procurement Director shall be filed in the Procurement Department not later than five (5) business days after receipt of such decision. Sec. 1-1 0-86. Request for hearing and effect of untimely appeal. A contractor or prospective contractor that has been notified of a denial of its protest action may request in writing an appeal to the Augusta, Georgia Commission. All appeals must be received by the Procurement Department within 1ve (5) busineii days. Appeals filed after the five (5) day period shall not be considered and are deemed a failure on the part of the protestor to exhaust adminishative remedies. Where no appeal (or an untimely appeal) is filed, the Procurement Directo/s decision is considered final and the award shall proceed. Sec. 1-10-87. Noticeof hearing. lf a timely appeal is filed by the protestor, the Procurement Director shall place the protest on the agenda of the Administrative Services Committee. The Clerk of Commission's Office shall provide public notice of the Adminisirative Services Committee agenda as required by law. ln addition, the protestor shall be sent written notice of the time and place of the hearing, Copies of such notice shall be sent to the Augusta, Georgia General Counsel and the Department Director of the appropriate user department. Sec. 1-10-88. Administrative Services Committee hearing procedures and effect of failure to appear at hearing. (Ordinance 7439 - Approved 11-19-13) (a) Protests appearing on the Administrative Services Commiftee shall be treated as any other Committee agenda item, except that the Protestor, or his or her representative, shall have the right to address the Committee and to present evidence in support of the protest for a maximum of ten (10) minutes. The Procurement Director and user department, or their representative, shall also have the opportunity to present evidence relating to the protest for a maximum of ten (10) minutes, The Chairman of the Administrative Services Committee may grant additional time equally to each party at his or her discretion. (b) After considering the evidence presented, the Administrative Services Committee shall make a recommendation to grant or deny the protest, or to send the item to the full Augusta, Georgia Commission without recommendation. Regardless of the action taken by the Committee, the protest shall be forwarded to the full Commission agenda for a final decision. The Clerk of Commission shall make an audio recording of the protest hearing and shall make such recording available to Commissioners within two (2) business days following the hearing. (c) Procedure to Speak to Full Commission Regarding Protest. A protestor seeking to speak to the full Commission regarding his or her protest must submit a request in writing, including his/her address and the name of the procurement being protested, no later than 5:00 p,m. on thi Wednesday preceding the next regulady scheduled Commission meeting that follows the Administrative Services Committee protesl hearing, Such request shall be provided to the Clerk oiCommission with a copy to be provided to the Procurement Director. When the protest is heard by the Commission, the protestor and the Procurement Director shall each have five (5) minutes to summarize the arguments and evidence presented to the Administrative Services Committee. The Commission will not hold a new hearing and will not accept new evidence. lf the protestor has not made a timely request to address the full Commission, the Commission may, at its discretion, dispose of the agenda item via the Consent Agenda. (d) Effect of Failure to Appear at Hearing. Failure on the part of the Protestor to appear before either the Administrative Services Committee or the full Augusta, Georgia Commission is considered an abandonment of their right to appeal and a failure on the part of the protestor to exhaust administrative remedies. The Procurement Directo/s decision is considered final and the award shall proceed accordingly. However, the Chairman of the Administrative Services Committee or the Mayor may, at his or her discretion, grant the Protestor one continuance to the next regularly scheduled Committee or Commission Meeting. Such continuance may only be granted during the Committee or commission meeting and shall be recorded on the minutes of such meeting. We would like to thank you for your interest in doing business with Augusta and look forward to your company participating in future projects. Any correspondence conceming this matter or questions concerning future procurements must be submitted via mail, fax or email as follows: Aug usta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 0r Fax: 706-821-2811 Email: procbidandcontract@auqustaqa.qov GAS/ss Attachments cc: Janice Allen Jackson, Administrator Andrew MacKenzie, General Counsel Lori Videfto, Environmental Services Department Procurement Department lnvitation to Bid Sealed bids will be received at this office until Friday, October 27,2017 @ 11:00 a.m. for furnishing: Bid ltem #L7-273 tandfill Compactor for Augusta, Georgia - Environmental Services 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. All questions must be submitted in writing by fax to 706 82L-28LL or by email to procbidandcontract@auRustasa.sov to the office of the Procurement Department by Friday, October t3,zOLl @ 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. lnvitotion for bids ond 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 places 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 505 Augusta, GA 30901 Fax: 705-821-281t or Email: procbidandcontract@ausustasa.sov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle Metro Courier cc: Louis Brazzell Lori Videtto Revised: 8ll,slz0ll Bid ltem 17-273Landlill Compactor Bid Due Friday, October 27, 2017 @ 11:00 a.m. Page 3 of 26 September 21,28, Oclober 5, \2,2017 September 27,2077 Deputy Administrator Envi ron mental Services NOTICE TO ALL BIDDERS ( PLEASE READ CAREFULLY) ADHERE TO THE BELOW INSTRUCTIONS AND DO NOT SUBSTITUTE FORMS PLEASE READ CAREFULLY: Attachment B is a consolidated document consisting of: 1. Business License Number Requirement (must be provided) 2. Acknowledgement of Addenda (must be acknowledged, if any) 3. Statement of Non-Discrimination 4. Non-Collusion Affidavit of Prime Bidder/Offeror 5. Conflict of lnterest 6. Contractor Affidavit and Agreement (E-Verify User lD Number must be provided) Attachment ! Must be Notarized & the 2 Pases Must be returned with vour submittal --No Exceptions. Business License Requirement: Contractor must be licensed in the Governmental entity for where they do themaiorityoftheirbusiness.YourbeprovidedonPage1of Attachment B. lf your Governmental entity (State or Local) does not require a business license, your company will be required to obtain a Richmond County business license if awarded a Bid. For further information contact the License and Inspection Department @ 706 312-5050. Acknowledqement of Addenda: You Must acknowledge all Addenda. See Page 1 of Attachment B. E-Verifv * User ldentification Number (Company LD.) The recommended awarded vendor will be required to provide a copy of Homeland Security's Memorandum Of Understanding (MOU) Affidavit Verifying Status for Augusta Benefit Application (S.A.V.E. Proqram) (Must Be Returned With Your Submittal) Return Onlv !! Applicable: 1. The Exception Sheet (if applicable) The successful vendor will submit the following forms to the Procurement Department no later than five (5) days after receiving the "Letter of Recommendation" (Vendor's letter will denote the date forms are to be received 1. Georgia Security and lmmigration Subcontractor Affidavit 2. Non-Collusion Affidavit of Sub-Contractor WARNING:Please review "Notice to Bidders" regarding Augusta Georgia's Local Small Business Opportunity Program Bidder Requirements. 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 places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications' Bids are publicly opened. lt is your responsibility to ensure that your company has met the Specifications and Licenses' requirements prior to submitting a Bid. Bid ltem L7-273 landfill Compactor Bid Due Friday, October 27,2AL7 @ 11:00 a.m. Page 5 of 26 Rev. 8/6/201s Attachment B Augusta, Georgia Augusta Procurement Department ATTN: Procurement Director 535 Telfair Street, Suite 605 Augusta, Georgia 30901 Name of Proponent: Street Address: City, State, Zip Code: Phone:Fax:Email: Do You Have A Business License?Yes:No: Augusta, GA Business License # for your Company (Must Provide): And/or Your State/Local Business License # for your Company (Must Provide): Utility Gontractors License # (Must Provide if applicable): General Gontractor License # (Must Provide if applicable): Additional Specialty License # (Must Provide if applicable): List the State. Citv & Gountv that issued vour license: MUST BE LISTED ON FRONT OF ENVELOPE NoTE: company must be licensed in the Governmental entity for where they do the majority of their business. lf your Governmental entity (State or Local) does not require a business license, please state above (Proiurement will verify)' your company will be required to obtain a Richmond County busine"s ii""nse if awarded a BlD. For further information regarding Augusta, GA license requirements, please contact the License and lnspection Department @ 706 312-5050. Acknowledgement of Addenda: (#1 )-: (#2)-: (*9)--r. $1)- , (#5)-r EO) - -: (#7)-: (#8) .- '-' tliirelciiecr7Fpiroi,nt,qre'eol(ESt- epo eonntoNel-NuN4enns -As APPLICABI-E Statement of Non-Discrimination The undersigned understands that it is the policy of Augusta, Georgia to promote full and equal business opportunity for all persons doing business with Augusta, Georgia. The undersigned cove-nants that w:e have not discriminated, on the basis of race, religion, gender, national origin or ethnicitylwith regarJto prime contraCting, subcontracting or partn_ering opportunities' The undersigned covenants and agrees to maf.e goo-A f"1tn "forti to ensure maximum practicable participation of local small businesses on the proposal or contract awarded by nrgriti 6eorgia. The undersigned further covenants..that we have completed truthfully ""0 trfry the required fbrms regarding good faith eitortJanO local small business subcontractor/supplier utilization' The undersigneo tJrtner-c6venants and;;;;. not to engage in discriminatory conduct of any type against local small businesses, in conformity with Augusta, Georgia's Loca'i small Business-o[portunity Program. set forth below is the signature of an officer of the proposer/contracting entity with the authority to bind the entity' The undersigned acknowledge and *arrani if,"t tni. bomprny has been made aware of understands and agrees to take affirmative action to provide such compinies with the maximum practicable opportunities to do business with this Company; That this promise of non-discrimination as made and set forth heiein shall be continuing in nature and shall remain in full force and effect without interruPtion; That the promises of non-discrimination as made and set forth herein shall be and are hereby deemed to be made as part of and incorporated by reference into any contract or portion thereof which this Company may hereafter o.btain and; That the tairure oi tnis 6orp"ny to iatisfaciorily discharge any of ihe iromises of nondiscrimination as made and set forth herein shall constitute a material breach of contract entitting AGust", -o"or!i" to declare the contract in default and to exercise any and all applicable rights remedies including but not limited to-canJellation of the contract, termination of the contract, suspension and debarment from future contracting opportunitiei, and withholding and or forfeiture of compensation due and owing on a contract' Non-Collusion of Prime ProPonent By submission of a proposal, the vendor certifies, under penalty of perjury, thal to.the best of its knowledge and belief: (a) The prices in the proposai have been arrived at indepenJently'wiihout collusion, consultation, comm]unications, or agreement, for the purpose of i"itri.ting competition, as to any matter relating to such prices with any other vendor or with any competitor' (b) Unless otherwise requirei'6yiaw, tn" prici" whicn have been qutted in the proposal havl not been knowingly disclosed by the vendor prior to opening, directly or indirectly, to any other vendor or to any competitor' (c) No attempt has been ,1i", or'*lrf be made, uv tne rienooiio induce any other person, partnership or corporation to submit or not to submit a proposal for the purpose ot-r-Jricting competition. corrusions and fraud in iroposal preparation shall be reported to the state of Georgia Attorney General and the United States Justice Department. Bid ltem t7-273Landtill Compactor Bid Due Friday, October 27 ,2Ot7 @ 11:00 a'm' Page 6 of 26 Conflict of lnterest By submission of a proposal, lhe responding firm certifies, under p-enalty of perjury, that to the best of its knowledge and belief:1' No circumstances exist which cause a Conflict of lnterest in performing the services required by this BlD, and2' That no employee of the county, nor any member.thereoi not "niprutic-agency or officidl affected by this BlD, has any pecuniary ffi::*:?::1j$Sff;l'.,LiJespondins firm or his sub-consuitanttsl ria! anv int-eresi that woutd conflict in any manner or desiee with the By submission of a proposal, the vendor certifies under penalty of perjury, that to the best of its knowledge and belief:(a) The prices in the proposal have been arrived at independentiy riiiliori.orir.ion, consultation, corimunications, or agreement, for thepurpose of restricting competition, as to any matter relating to such prices with any other vendor or with any competitor.(b) Unless otherwise required by law, the prices which ha-ve been drotio in-te proposal have not knowingly been disclosed by the vendorprior to opening, directly or indirecfly, to any other vendor or competitor.c) No attempt has been made, or will be made, by the.vendor io induce any other person, partnership or cooperation to submit or not tosubmit a proposal for the purpose of restricting competition. For any oreactr tr vioraiion or inis pr*irioi., tn" county shall have the right toterminate any related contract or agreement without liability and ai its discretion to deduct from the price, or otherwise recover, the fullamount of such fee, commission, percentage, gift, payment or consideration. Contractor Affidavit and Aqreement By executing this affidavit' the undersigned contractor verifies_its compliance-with o.c.G.A. s 13-10-g1, stating affirmatively that theindividual, firm, orcorporation which is contracting with Augusta, Georgia go;rJot cormii.ioner.'n". r."glt"r"d with and is participating ina federal work authorization program* [any of the electr6nic verificaiion oi worr, authorization programs operated by the United StatesDepartment of Homeland Security or any'equivalent federal work authorizaiion progr", operated by the United states Department ofHomeland Security to verify information of newly hired employeer, prr.rrniio ihe lmmlgration netorm jnJ control Act of 19g6 (lRcA), p.L.99-6031' in accordance with the applicability provisions and ieadlines established in o:c.G.A S13-10-91 , The undersigned further agreesthat, should it employ or contract with any subcontracto(s) in connection with the physical performance of services pursuant to this contractwith Augusta, Georgia Board of Commissioners, contractor will secure from such subcontracto(s) similar verification of compliance with0'c'G'A 51 3-10-91 on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form. Contractor further agrees tomaintain records of such compliance and provide a copy of each such verification to the Augusta, Georgia Board of Commissioners at thetime the subcontractor(s) is retained to perform such service. Georgia Law requires your company to have an E-verify*User ldentification Number (Company l.D.) on or after July 1, 2009. For additional infonnation or to enroll your company, visit the state of Georgia website: httos://e-verifv.uscis.qov/enroll/ and/or hftp://www.dol.state.qa.us/odf/rulesi30o 10 1.pdf l]E-V"1ry * User tdentification Number (Company t.D.) 20 NOTE:S-;"^r,IfJ..ypF|-D:Iplf ,rgllrglI^uIp_EI(cgllf !Ir.o_.l-n,rusf sepnbvENDoR wlLL BE REQUIRED To PRovlDE A coPY oF HofutELAND sEcuRtw,s MEMoRANDUM oF uNDERSTANDTNG (Mou) The undersigned further agrees to submit a notarized copy of Attachment B and any requireddocumentation noted as part of the Augusta, Georgia Board of Commissions specifications whichgovern this process. ln addition, the undersigned agrees to submit all required forms for anysubcontracto(s) as requested and or required. - | furtier understand that my submittal will bedeemed non-compliant if any part of this process is violated. Company Name BY: Authorized Officer or Agent (Contractor Signature) Title of Authorized Officer or Agent of Contractor SUBSCRIBED AND SWORN BEFORE ME ON THIS THE Notary Public My Commission Expires: DAY OF NOTARY SEAL Bid ttem 17-273 Landfill Compactor Bid Due Friday, October 27 ,2OL7 @ 11:OO a.m. Page 7 of 26 November 3, 2017 Augusta Procurement Department Attn: Geri A Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Ms. Sams, I received your notification Thursday, November 2, 2017 informing our company that you were not accepting our request to have our bid considered. I appreciate your quick response but was disappointed with your decision. As I stated in my protest letter, we are not protesting based on a claim we are not required by Georgia law to have an E-verify User ID Number. In fact, in our bid submission we had the E- Verify User ID Number page signed and notarized. Our statement on that page was we would provide an E-Verify number if the bid was awarded to us, just like we would provide a Georgia business license. We understand now that the City required the E-verify User ID Number at the time of the bid was due; however, we believe it was a reasonable assumption that we would provide the number if the bid was awarded to our company; just like the City allows for the business license. We still believe this is a reasonable assumption; therefore, we would like to appeal your decision to the Augusta, Georgia Commission. We appreciate your time in this matter. Please contact me through email or telephone to discuss this matter. Sincerely, Chad Phares Vice President Administrative Services Committee Meeting 12/12/2017 1:20 PM Motion to Deny the Protest of Humdinger Equipment Department:Procurement Presenter:Geri A. Sams Caption:Motion to Deny the Protest of Humdinger Equipment, LTD regarding ITB 17-273 Landfill Compactor for the Augusta, Georgia - Environmental Services Department and to lift the stay of procurement in accordance with Augusta, GA Code. Background:Bid item 17-273 Landfill Compactor for the Environmental Services was opened on Friday, October 27, 2017. Humdinger Equipment, Ltd. submittal was deemed as non-compliant due to the vendor not supplying a Business license number or an E- Verify number. Both items are a requirement of the bid submittal. A non-compliant letter was sent to Humdinger Equipment on October 27, 2017. The Procurement Department received a protest letter from Humdinger Equipment on November 2, 2017. The letter stated that they were not required to have a business license or an E-verify number. The Procurement Department responded to the vendor on November 2, 2017 stating that we had confirmed that they were not required to have a business license for License; however, the E-verify number was required at the time of submittal. The vendor responded on November 3, 2017 requesting to appeal the decision to deny their protest request. Analysis:The specifications stated that the E-verify number is required from any vendor at the time of submittal. The invitation to bid stated that An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specification), 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. Financial Impact:Undetermined at this time. Alternatives:Uphold the Protest of Humdinger Equipment, Ltd. regarding ITB 17-273 Landfill Compactor for Augusta, Georgia's Environmental Services Department and allow there bid to be included in the evaluation process. Recommendation:Deny the protest of Humdinger Equipment Ltd – and lift the stay of procurement in accordance with the Augusta, GA Code. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 12/12/2017 1:20 PM Staff Attorneys Department: Presenter:Commissioner Marion Williams Caption:Update/status report from the General Counsel regarding pay differentials between staff attorneys assigned to certain city departments to include the request from Procurement Department for a dedicated attorney and related documents requested by the commission. (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 12/12/2017 1:20 PM Central Services Department Office Renovations Department:Central Services Department Presenter:Takiyah A. Douse Caption:Consider prioritization of the project to 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 in conjunction with the Facility Space Allocation Plan Recommendations. (Bid Item 17- 209A) (Referred from November 28 Administrative Services Committee) 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: Central Services Department Takiyah A. Douse, Director Facility Space Allocation Plan Recommendations Properties leased to ARC Department Annual Payment Square Footage Expiration Date Augusta Utilities (Peach Orchard Rd)$218,750.00 17,500 October, 2024 Housing & Development (ANIC)$113,016.24 5,870 Month to Month Land Bank Authority (ANIC)$84,819.00 5,330 Month to Month Tag Office/AUD (ANIC)$76,725.00 4,650 June, 2018 Tax Commissioner’s Office (Washington Rd)$72,459.96 2,600 January, 2022 2 Properties leased to ARC Department Annual Payment Square Footage Expiration Date Probation - Land Lease (Walton Way and 4th)$42,000.00 1.61 Acres June, 2021 Cooperative Extension (Greene St)$30,000.00 4,502 Month to Month 3 * The above listed leases do not include AFD, RCSO, or various R&P Facilities Properties leased by ARC Lessee Annual Payment Square Footage Expiration Date DFACS TBD 79,301 TBD Riverwalk, Marina Store & Warehouse $41,400.00 2.97Acres Land 39,004 Warehouse June, 2020 Historic Augusta Inc. (Synagogue)$10.00 July, 2021 Department of Driver Services $1.00 4,141 July, 2018 Green Jackets Baseball, LLC $25,000.00 September, 2018 4 Former Lease Agreements Lessee Annual Payment Square Footage Expiration Date AUD (Bay Street) $157,220.64 11,389 September, 2016 Juvenile Court (Broad Street) $161,076.00 11,891 December, 2016 5 Current Space Needs - Funded 6 •Fleet Shop:Age of facility, SPLOST 7 funding for maintenance design and upgrades •Fire Department Training Center and EOC: creation of a training center and relocation of EOC from 911 •911: Expansion and upgrades of current facility •Animal Services: HVAC, roof work, water intrusion issues and building envelope •Records Retention: Additional facility to house records due to lack of storage (1815 Marvin Griffin Rd) Current Space Needs - Unfunded 7 •Juvenile Court: lacks court room space, occupy shared offices within MB, lack programming space •Probation Services: Modular offices, land lease •RCCI:Age of facility, poor ventilation •Recreation & Parks: Renovated Facility, ADA modifications •Keep Augusta Beautiful: New program with two employees requiring space Municipal Campus 8 •December, 2016 Juvenile Court relocated from expensive rental space; current space is overcrowded and staff is 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 Municipal Campus 9 •Compliance Department lacks adequate space for existing staff and has confidentiality issues with existing setup; Department not in existence during renovation planning •New Request: Marshal’s Office lacks space for 3 employees and a centralized Operation Center (currently on Deans Bridge Rd). Additional space needs were not requested with former Marshal Office Administration Law Department 1,571 Sq. ft. Future Programming Current 3,660 Sq. ft. Proposed 6,660 Sq. ft. 10 Wellness Center Current 1,000 Sq. ft. Proposed 1,571 Sq. ft. 11 Compliance Department 5th Floor Current 1,114 Sq. ft. Proposed 1,314 Sq. ft. 12 Keep Augusta Beautiful 5th Floor Current 0 Sq. ft. Proposed 765 Sq. ft. 13 Parking Layout Concept 47 Proposed Spaces 5 Net 14 Marshal’s Office Current 3,303 Sq. ft. Proposed 4,417 Sq. ft. 15 Engineering Administration Current 1,590 Sq. ft. 16 Engineering Admin Challenges 17 •Main entrance and bathroom (2nd floor) is not ADA accessible •Only facility restroom located on the second floor •HVAC needs to be replaced due to age and operation •Carpet, paint, other cosmetic upgrades needed •Replace/repair windows and trim as necessary •Elevator installation (retrofit options) Estimated renovation cost: $100k - $150k Planning & Development 18 Project Costs: Construction $563,000.00 Property Acquisition $299,000.00 Furniture $ 77,744.39 Data Communications $ 47,526.85 Total $987,271.24 * Per the construction contract, this project will be completed no later than December 31, 2017 funded by Capital, SPLOST 7 and Operations Central Services Renovations 19 •Consolidate essential functions in one central location •Relocating Augusta 311 to the central office creates expansion opportunities for the Compliance Department •Facilities Maintenance - Construction Shop is located behind the building •AUD Water Production Plant #1 pumps located in the rear of the facility, thus requiring utility services to the building •Built in 1976 with limited renovation work since then Recommendations 20 •Expand the Law Department by utilizing space vacated by the Engineering Department relocating to Walker Street •Renovate Traffic Engineering Building to relocate the Wellness Center from 4th Street •Relocate Compliance Department from the 7th floor to the 5th floor •Demolish Engineering Administrative building; construct additional parking to improve traffic flow Recommendations 21 •Irrigate landscaping islands •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 •Designate space on the 5th floor vacated by Augusta 311 for Keep Augusta Beautiful Recommendations 22 •Renovate the Central Services Department offices located on Peach Orchard – new Department June 2016 •Relocate Augusta 311 from the 5th floor of the Municipal Building to the Central Services Department offices Municipal Campus Account 23 Balance available as of November 6, 2017 $981,239 Estimated Costs _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Law Department $317,090 Wellness Center $100,000 Compliance Department $ 84,600 Parking Lot Addition & Design $ 80,500 Irrigation $ 33,895 Municipal Campus Account 24 Marshal’s Office Buildout $ 25,000 Demolition of Engineering Building $ 10,000 Total $651,085 New Balance $330,154 Facility Space Allocation Plan: 1. Expand the Law Department by utilizing space vacated by the Engineering Department relocating to Walker Street 2. Renovate Traffic Engineering Building to relocate the Wellness Center from 4th Street 3. Relocate Compliance Department from the 7th floor to the 5th floor 4. Demolish Engineering Administrative building; construct additional parking to improve traffic flow 5. Irrigate landscaping islands 6. 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 7. Designate space on the 5th floor vacated by Augusta 311 for Keep Augusta Beautiful 8. Renovate the Central Services Department offices located on Peach Orchard – new Department June 2016 9. Relocate Augusta 311 from the 5th floor of the Municipal Building to the Central Services Department offices Administrative Services Committee November 14, 2017 Central Services Department Administrative Services Committee Meeting 12/12/2017 1:20 PM Facilitiy Space Allocation Plan Recomendations Department:Central Services Department Presenter:Takiyah A. Douse Caption:Receive a prioritized list from the Administrator and staff regarding the recommendations outlined within the Facility Space Allocation Plan. (Referred from November 28 Administrative Services Committee) 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. The modifications presented will allow for future growth and assess the current needs of each Department respectfully.-Expand the Law Department by utilizing space vacated by the Engineering Department relocating to Walker Street. -Renovate Traffic Engineering Building to relocate the Wellness Center from 4th Street -Relocate Compliance Department from the 7th floor to the 5th floor - Demolish Engineering Administrative building; construct additional parking to improve traffic flow -Irrigate landscaping islands -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 -Designate space on the 5th floor vacated by Augusta 311 for Keep Augusta Beautiful -Renovate the Central Services Department offices located on Peach Orchard – new Department June 2016 -Relocate Augusta 311 from the 5th floor of the Municipal Building to the Central Services Department offices Analysis:Central Services, in concert with the Administrator 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:Municipal Campus Projects $651,085 SPLOST 7 Central Services Renovations $529,584 SPLOST 7 and 2017 Capital Alternatives:1.Receive as information 2. Do not approve the recommendations Recommendation:-Expand the Law Department by utilizing space vacated by the Engineering Department relocating to Walker Street -Renovate Traffic Engineering Building to relocate the Wellness Center from 4th Street -Relocate Compliance Department from the 7th floor to the 5th floor -Demolish Engineering Administrative building; construct additional parking to improve traffic flow -Irrigate landscaping islands -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 -Designate space on the 5th floor vacated by Augusta 311 for Keep Augusta Beautiful -Renovate the Central Services Department offices located on Peach Orchard – new Department June 2016 -Relocate Augusta 311 from the 5th floor of the Municipal Building to the Central Services Department offices Funds are Available in the Following Accounts: Municipal Campus Projects $651,085 SPLOST 7 Central Services Renovations $529,584 SPLOST 7 and 2017 Capital REVIEWED AND APPROVED BY: