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Home My WebLink About2018-02-27 Meeting Minutes Administrative Services Committee Meeting Commission Chamber - 2/27/2018 ATTENDANCE: Present: Hons. M. Williams, Chairman; Jefferson, Vice Chairman; Davis and D. Williams, members. Absent: Hon. Hardie Davis, Jr., Mayor. ADMINISTRATIVE SERVICES 1. Approve the request to purchase one Case backhoe from Border Equipment for Utilities - Fort Gordon. Bid Item #17-199. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4- 0. Commissioner Mary Davis Commissioner Andrew Jefferson Passes 2. Approve the purchase of one F-250 Pickup Truck using a sub-grant funded by the Federal Homeland Security Grant Program through the State of Georgia. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4- 0. Commissioner Mary Davis Commissioner Andrew Jefferson Passes 3. Motion to approve new position for the Coroner's Office (Administrative Assistant 1, Salary grade 42). Item Action: Approved www.augustaga.gov Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4- 0. Commissioner Mary Davis Commissioner Dennis Williams Passes 4. Motion to approve the minutes of the Administrative Services Committee held on February 13, 2018. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4- 0. Commissioner Mary Davis Commissioner Andrew Jefferson Passes Administrative Services Committee Meeting 2/27/2018 1:15 PM Attendance 2/27/18 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Year Make Model Base Price Deleivery 9.00 90.1 9.02 9.03 9.04 9.05 9.10 5.04 6.02 6.06 11' 2 inches- did not meet spec 6.06 $88,115.00 398 Included $1,200.00 $738.00 included Included included Included $3,190.00 $2,000.00 included $1,278.00 OPTIONAL ITEMS Backhoe Mechanical Thumb Backhoe: pilot operated Control system Backhoe: in Cab Switchable "excavator to backhoe" control pattern change Load Height - 12 feet min Total Price w/options Tires: front: 12.0LX16.5 rear: 19.5LX24.0 Front Counter Weights: 700 LB Loader: 4 way front bucket 12' Load Height - Dipper Extended 14 ft min 14.4 ft 13.7 ft-did not meet spec Engine Horse Power 90 hp min 70 hp did not meet spec90 hp Bucket, 90" minimum width 90" 84"-did not meet specs 60 Days ARO 2017 Case 580SN $83,789.00 2018 John Deere 310L $72,904.00 Did not meet Specifications Bid #: 17-299 - Backhoe Loader - Due Friday, December 15, 2017 @ 11:00 a.m. Border Equipment 2804 Wylds Rd Augusta, GA 30909 Flint Construction 1900 William Few PKW Grovetown, GA 30813 J&B Tractor 3585 Mike Padgett Augusta, GA NO BID 6 weeks Invitation to Bid Sealed bids will be received at this office until Friday, December 15, 2017 @ 11:00 a.m. for furnishing: Bid Item #17-299 Backhoe Loader – Central Service Department – Fleet Division Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, December 1, 2017 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference an eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project. No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle November 9, 16, 23, 30, 2017 Metro Courier November 15, 2017 OFFICIAL VENDORS J & B Tractor 3585 Mike Padgett Hwy Augusta, GA 30906 Flint Construction 1900 William Few Pkwy Grovetown, GA 30813 Border Equipment 2804 Wylds Road Ext. Augusta, GA 30909 Attachment B No Bid Yes Yes E-Verify Number 344722 705362 SAVE Form Yes Yes Year 2018 2017 Make John Deere Case Model 310L 580SN Bid Price No Bid Response $72,904.00 $83,789.00 Proposed Delivery Schedule 60 days ARO 6 weeks ARO BACKHOE: Mechanical thumb $2,000.00 $3,190.00 BACKHOE: Pilot operated control system $1,278.00 Included BACKHOE: In Cab switchable “excavator to backhoe” control pattern change included Included LOADER: 4 way front bucket included Included Tires – Front – minimum 12.0LX16.5, Rear – minimum 19.5LX24.0 included $398.00 Front Counter Weights: 700 lbs $1,200.00 $738.00 Backhoe Loader: Total Number Specifications Mailed Out:19 Total Number Specifications Download (Demandstar):1 Total Electronic Notifications (Demandstar): 57 Mandatory Pre-Bid/Telephone Conference: NA Total packages submitted: 2 Total Non-Compliant: 0 Optional Items: Bid Item #17-299 Backhoe Loader for Augusta, Georgia- Central Services Department-Fleet Division Bid Due: Friday, December 15, 2017 @ 11:00 a.m. Page 1 of 1 Administrative Services Committee Meeting 2/27/2018 1:15 PM 2018 - Fort Gordon Backhoe (Bid #17-199) Department:Central Services Department - Fleet Management Division Presenter:Ron Crowden Caption:Approve the request to purchase one Case backhoe from Border Equipment for Utilities - Fort Gordon. Bid Item #17-199. Background:The Utilities Department has a support contract to Fort Gordon. This contract has expanded with the inclusion of the “Cyber Center”. Utilities Department Fort Gordon, prior to the expansion, borrowed backhoes from Utilities Construction to perform the support function of the Contract. The expansion of the contract has necessitated a dedicated backhoe to Fort Gordon, as support is required at all hours of the day and night, particularly in emergency situations. Analysis:Fleet Management submitted a request for bids through the Procurement Department utilizing the Demand Star electronic bid system which offers nationwide bid coverage. The Procurement Department received quotes back from two vendors: Border Equipment, from Augusta = $88,115.00 and Flint Construction, Columbia County, whose bid did not meet specifications (see tab sheet). Financial Impact:The cost of the Backhoe is $88,115.00. The backhoe will be purchase using the GMA lease program and will be paid over a 3 year period with annual payments of $29,371.67 per year. (ACT #: 631-10-1110-54-99631). Alternatives:(1) Approve the request; (2) Do not approve the request. Recommendation:Approve the request to purchase one Case backhoe from Border Equipment using the GMA Lease Program at a cost of $88,115.00. Funds are Available in the Following Accounts:GMA Lease Program: 631-10-1110/54.99631 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission 2018 FORD F-250 X New State Wide Contract Number Replace 99999-SPDES40199373-002 Department: Sheriff's Office-Bomb PRICE Request Order Code 2018 Ford F-250 Regular Cab 6.7L V-8 Diesel Engine 8,359.00$ $8,359.00 99T Equipment included in Base 4X4 Option 4,175.00$ 4,175.00$ F2B price: Skid Plates :(4X4 only)95.00$ 95.00$ 41P 6.2L V8 Gas/E85 Engine LT245 All terrain Tires 160.00$ 17S 6 Speed Automatic Transmisison Crew Cab - Short Bed 4,010.00$ 4,010.00$ W20s Factory Installed A/C Cab Steps 355.00$ 355.00$ 18B 9800GVWR Limited Slip Axle 365.00$ 365.00$ X3E AM-FM Radio Trailer Brake Controller 255.00$ 255.00$ 52B Power Steering Reverse Aid Sensor 235.00$ 235.00$ 76R Power ABS Brakes XL Value Pkg (AM/FM/CD, cruise, Chrome bumpers)680.00$ 680.00$ 96V 40/20/40 Vinyl Bench Seats Power Windows, door locks, mirrors 1,050.00$ 1,050.00$ 64W Rubber Floor Covering Cloth 40/20/42 295.00$ 295.00$ 1S Full Size Spare Tire Dual Alternators (Diesel Only) 331.00$ 331.00$ 67A Rear Step Bumper Spray-in bed liner 375.00$ 375.00$ ATK Solar Tinted Glass Additional Key with remote 130.00$ 130.00$ Trailer wiring harness Camper Suspension System 150.00$ 150.00$ 471 Receiver Hitct (12.5K) Electric Shift & Hubs included N/C 213 Tilt Steering Wheel Fire Extinguisher 85.00$ 85.00$ Rear View Camera Electric Shift (4X4 only) Colors Available OPTIONS TOTAL Exterior Interior BASE PRICE: $21,105.00 J7-Magnetic Grey TOTAL FOR OPTIONS AND BASE PRICE $21,532.00 PQ-Race Red Grey Delivery Price $150.00 N1-Blue Jeans Grey TOTAL $42,787.00 UX -Ingot Silver Grey G! -Shadow Black Grey Z1-Oxford White Grey Allan Vigil Ford Government Sales 6790 Mr. Zion Blvd Morrow, GA 30260 Bob Burtner 678-364-3986 Administrative Services Committee Meeting 2/27/2018 1:15 PM 2018 - Sheriff's Office Bomb Truck Department:Central Services Department - Fleet Management Division Presenter:Ron Crowden Caption:Approve the purchase of one F-250 Pickup Truck using a sub- grant funded by the Federal Homeland Security Grant Program through the State of Georgia. Background:The Richmond County Sheriff’s Office has received a grant, through the State of Georgia, from the Federal Homeland Security Grant Program (attached). The grant will authorize the expenditure of up to $52,000 for a “Tech Bomb/CBRNE Response Vehicle” (see attachment). Analysis:Because of the impending deadline of the Grant, Fleet Management requested the use of the State Contract for this truck, from the Procurement Office, for vehicle pricing. The Procurement Office approved the use of the Georgia Wide State Contract. Pricing for this truck through Allan Vigil Ford Government Sales is $42,787.00. Financial Impact:No impact on Captial Outlay or SPLOST. Augusta will be responsible for the operating cost of the vehicle. Alternatives:(1) Approve the request; (2) Do not approve the request. Recommendation:Approve the purchase of one F-250 – Pickup Truck for the Richmond County Sheriff’s Office – Bomb Squad funded by Grant # SHO16-055. Funds are Available in the Following Accounts: Grant # SHO16-055 220-039256 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Job Desc Augustu, Georgia Approved Title: Administrative Assistant t Job code: 0058 original Date Prepared: working Job Title: Administrative Assistant t P ay Grade: 42 Date Revised: February 6' 2018 Department: coroner FLSA Classi{ication: Non-Exempt Reports to: Coroner Does the Position Have Direct Reports? Yes flNo X If yes, What is the Tifle of the position that Reports to this Position: Is this Position Safety Sensitive? Yes I No X Gnxrnll Suu*tlny: This class is an entry level of all administrative assistant positions within the organization' The incumbent is responsible for performing entry level clerical, receptionist, typing, data entry, and filing duties' percentases TYPICAL CLASS ESSENTIAL DUTIES: -,-!---^-a^ *^..,,^-., \'.LUrrr.s!J : (These duties are a representative sample; position assignments may vary.) 1 '.'.-'.*---- -[;fbr*, receptionist duties, such as greeting and assisting customers, answering and directing phone calls, ,i taking *.rrugir, and maintaining department and County phone numbers. * t 'I "l-'?--- idistributingmail,enteringdata,andrunningbasicorstandardreportS. ! Maintains paper and electronic logs, forms, files,_and other documents, prepares items for storage or destruction, ', 1 and assists in maintaining the secirity and confidentiatity of applicable information. Processes basic forms by reviewing for proper signature, ensuring fields are completed,veri$ing standard or basic data, and collecting fees when appropriate. I S"h.dul", rooms, conferences, County vehicles, and/or meetings' *J*--- I As Required ] eerforms other duties of a similar nature or level. 1007o Total: 100 (This section's percentage must total 100%)' POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE: . Arr** ph"*, take messages and direct calls to the appropriate personnel o Prepares death certificates for the Coroner's signature o Files amended death certificates with the state office of vital records o Delivering mail; o Receiving and handling mail; o Scheduling meetings o Maintains the inveritory of supplies, orders materials as necessary, and transfers supplies to personnel as needed; . Prepares completed case files for filing o Maintains morgue logbook o Maintaining inventory of office supplies . Coding and entering purchase orders RE,QURNN MINIMUM QUALIFICATIONS: Edriation: High school diploma, G.E.D., or equivalent level of education. Experience: Two years of idministrative support or offtce related experience. Knowledge/Skills/Abilities : Knowledse (position requirements at entry): o Basic office principles; o Customer service principles; XTV NNSPONSIBILITIES AND PERFORMANCE STAI\{DARDS Page I . Ability to leam department specific policies and procedures' Skills (position requirements at entry): o Performing basic office support; . Providing customer service;o communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc' sufficient to exchange or convey information and to receive work direction' Certification: Licensing Requirements (positions in this class may require): . Valid Georgia Driver's License. . Notary Public. OTHER: Does this position require staff call up in an emergency situation? I.t n No x Is travel from offrce to other locations required oithis position? Yes flNo X If yes, what is the percentage of travel involved? Less than 50%? Yes E No [t tuto." than 50%? Yes E No X PHYSICAL REQUIREMENIS: Depending upon area of assignment: positions in this class typically require: walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing, seeing and repetitive motions. Work is performed in an office setting. Light Work: Exerting up to 20 pounds of force occasionally, and/or up to l0 pounds of force frequently, and/or negligible amount of force constantly to move objicts. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work. FINANCIAL RESPONSIBILITY: i, tt i, position involved in a budgetary or financial approval responsibility? Yes I-..l Io X iiy"r, pt.ur" indicate size of bud-get or financial appioval responsibility in annual dollar amount: $0 TRATNING & SUPERVISORY RESPONSIBILITY: How many people are being supervised or trained? None [t i;#i'i;;Ti N; X i*oio five staff v.r I N" X-sx to ten staff Yes E No [l More than ten staff Yes E No X The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contiin or be interpretedls a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job. REvIEWAPPROVALS Employee (Print Name) Line or Staff Management Department Director Compensation Administration Staff HR Director Date Date Date Date Date Admi nistrative Assistant The Richmond County Coroner's Office is requesting permission to add an administrative assistant's position to its staff. The monies required to fund the salary and benefits for the position will be taken out of the existing budget from various operating expenses. There will be no need to increase the budget. The reasons for justifying the position are as follows: The Richmond County Coroner's Office is the busiest coroner's office in the State of Georgia and as such, our caseload is already overwhelming. The recent publicity concerning the growing opioid epidemic is not to be taken lightly. At the coroner's office, we have seen two - three times the number of overdose deaths than have seen in recent history and it is continuing to rise with no end in sight. This increase means that our deputy coroner's are out of the office more than in. With handling cases, out on comp time, etc., we need dedicated personnel, i.e. another administrative assistant, to staff the office and assist with releasing bodies to funeral homes and transport services, receive and distribute mail, type letters, greet the public and answer questions, etc. Our current administrative assistant is now taking on additional responsibilities such as preparing death certificates in a timely manner to comply with the State Office of Vital Records new mandates on death reporting. With her new responsibilities, we have relieved her from answering the phones, preparing case files, preparing subpoenas, etc. These duties as well as the ones listed above will be transferred to the 2nd ad m in istrative assistant. The new position can be filled by a temporary employee that we have been utilizing for the past few months who is already fully trained in the duties required. D60 =E:*x x oz 0q,xlr lt z a N € m a = F D ie@ h v)N{ I }\., 6 @ 'o a:a€ 'oo \o9:Joooo oq 'a{o6 soa'>oo ;8 I N99ou i = :lE g Egsl d;t"uE I qli iEti sia.an i EE- I:,ii =83'sp_ glF i; ;l= *Eg* Eo A mmo6rl E"B D (o F'E = a& 86 0 ile rl, l=il l= [;l= 'l*,-l=I {l=^lH slE il' ol= ' ll=l nl- ll"B1" = - - ="$lEll;lcccec;l za='g.q. *po5 -xd I a9 6' E'B ^a 3:'p o Or+o lne !.. o o 9.o o' o o p@ baOfr -i{o D I @19uloplo :l= El= il=l= [=I, il=l' [=l il,1 [=I kl z z [gl [ul= [=l, [=l, Isl [=I il=l [=l il,1 [= ruSliuo o ell PI I -t-E 5 5lo O[[[ [[[ [[[ P999oooooooo oooooooooooo aI6 N P-I I o ooo[E1= a€PJ:5 \o vv;YXX oc!:E5 vv- =xx 9P88 vYv888 oc 88 8t ?v-?-x v:, € 8 ItIs ila o\5{ Administrative Services Committee Meeting 2/27/2018 1:15 PM Create New Admin 1 for Coroner's Office Department:Coroner's Office Presenter: Caption:Motion to approve new position for the Coroner's Office (Administrative Assistant 1, Salary grade 42). Background:The Richmond County Coroner’s Office is the busiest coroner’s office in the State of Georgia and as such, our caseload is already overwhelming. The recent publicity concerning the growing opioid epidemic is not to be taken lightly. At the coroner’s office, we have seen two – three times the number of overdose deaths than have seen in recent history and it is continuing to rise with no end in sight. This increase means that our deputy coroner’s are out of the office more than in. With handling cases, out on comp time, etc., we need dedicated personnel, i.e. another administrative assistant, to staff the office and assist with releasing bodies to funeral homes and transport services, receive and distribute mail, type letters, greet the public and answer questions, and phones etc. Analysis:No additional funding will be required for this position. Will be using funding from approved budget Financial Impact:Salary will be $27392.18 plus benefits. This money is within the present Coroner's budget taken from a variety of salary and operational items. Total amount will be $39,430. Alternatives: Recommendation:Approve New Position as indicated Funds are Available in the Following Accounts: Transfer funds from 101036110 $36,000 from Part Time and Overtime $3,430 from Operating budget REVIEWED AND APPROVED BY: Administrative Services Committee Meeting Commission Chamber - 2ll3l20l8 ATTENDANCE: Present: Hons. M. Williams, Chairman; Jefferson, Vice Chairman; D. Williams, member. Absent: Hon. Hardie Davis, Jr., Mayor; Davis, member. ADMINISTRATIVE SERVICES l. Adopt the 2018 Augusta, Georgia Disadvantaged Business Enterprise (DBE) Item Policy Statement and Program for USDOT Federal Transit Administration Action: (FTA) funded projects. Approved Motions Motion Type Approve Motion Text Made By Motion toapprove. Commissioner Motion Passes 3- Dennis Williams Commissioner Andrew Jefferson Passes Seconded By Motion Result Motion Result Passes 0. 2. Motion to approve merging two part-time positions to create one full-time Item Communication Specialist Position. Action: Approved Motions Motion Type Approve 0. 3. Approval for HCD to publish advertisement for a ll-day Public Comment per Itemthe Citizen Participation Plan and submit the 2Ol7 Consolidated Annual Action: Performance and Evaluation Report (CAPER) report to HUD thereafter once Approved Motion Text Made By Seconded By Motion toapprove. Commissioner Commissioner Motion Passes 3- Dennis Williams Andrew Jefferson comments are received with no return to Commission. Motions Motion Type Approve Motion Text Motion to approve. Motion Passes 3- 0. Made By Seconded By Motion Result Motion Result Passes Commissioner Commissioner Dennis Williams Andrew Jefferson Passes 4. Motion to approve the minutes of the Administrative Services Commiuee held Item on January 30,2018. Action: Approved Motions Motion Type Approve 0. 5. Motion to approve amendment to Probation Services Order to adjust the Item experience categories for the Chief Probation Officer. Action: Rescheduled Motion Text Made By Seconded By Motion toapprove. Commissioner Commissioner Motion Passes 3- Dennis Williams Marion Williams Motions f#:" ln',.;"" Made Bv ^ Motion to CommissionerAPProve approve. Dennis Williams Motions H:t:'" Motion Text Made Byrype Substitute motion to refer this item to the full Commission with no Defer recommendation and bring back some additional information regarding the change. Motion Passes 3-0. Commissioner Commissioner Seconded MotionBy Result Dies for lack of Second seconded By Motion Result Marion Williams Andrew Jefferson Passes 6.Approve a rcmedylsolution regarding assigned to certain city departments Williams) Motions Motion Type Motion Text Motion to approve tasking the Administrator with reviewing the criteria for the career ladders that Mr. MacKenzie presented and come back with a recommendation on whether that criteria needs to be adjusted. Motion Passes 3-0. Approve pay differentials between staff afforneys Item (Requested by Commissioner Marion Action: Approved Made By Commissioner Andrew Jefferson seconded Bv Motion-------- -'1 Result CommissionerMarion Passes Williams www.ausustasa.sov Administrative Services Committee Meeting 2/27/2018 1:15 PM Minutes Department:Clerk of Commission Presenter: Caption:Motion to approve the minutes of the Administrative Services Committee held on February 13, 2018. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: