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Home My WebLink About2018-03-13 Meeting Minutes Administrative Services Committee Meeting Commission Chamber - 3/13/2018 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 purchase of one Chevrolet Tahoe Pursuit using a sub-grant funded by the Federal Homeland Security Grant Program through the State of Georgia for the Richmond County Sheriff’s Office. Awarded via State Contract #SWC 40199-409. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. M. Williams abstains. Motion Passes 3-0 -1. Commissioner Mary Davis Commissioner Andrew Jefferson Passes 2. Approve the purchase of 3 - F-150 Crew Cab Pickup Trucks for Richmond County Sheriff’s Department using forfeiture funds. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. M. Williams abstains. Motion Passes 3-0 -1. Commissioner Dennis Williams Commissioner Andrew Jefferson Passes 3. Motion to approve a request from the Augusta Regional Airport Marshal’s Office Division for one new 2018 Ford Pursuit Utility Explorer for K-9 Item Action: transport. Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. M. Williams abstains. Motion Passes 3-0 -1. Commissioner Mary Davis Commissioner Andrew Jefferson Passes 4. Approve a request from Fleet Management for the replacement of five Marshal’s Office vehicles using SPLOST Phase VII – Public Safety Vehicles utilizing competitive Bid Item #18-123. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. M. Williams abstains. Motion Passes 3-0 -1. Commissioner Mary Davis Commissioner Dennis Williams Passes 5. Approve the replacement of one Ford Pursuit Utility Vehicle 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. Mr. M. Williams abstains. Motion Passes 3-0 -1. Commissioner Dennis Williams Commissioner Andrew Jefferson Passes 6. Approve a request from the Richmond County Sheriff’s Office to replace 31 Road Patrol, 2 Traffic, 2 Civil,1 K-9 and 7 Criminal Investigation vehicles using SPLOST VII – Public Safety Vehicles. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. M. Williams abstains. Motion Passes 3-0 -1. Commissioner Andrew Jefferson Commissioner Mary Davis Passes 7. A motion to approve and execute the final revision of the Healthstat contract. 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 8. Approve proposal from Total Systems Commissioning, Inc. in the amount of $39,680.00 to assess the condition of the plumbing and electrical systems at Richmond County Correctional Institution (RCCI) and recommend a strategy to implement improvements. (RFP17-294) 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 Dennis Williams Passes 9. Update from Historic Augusta regarding the plans for the Augusta Jewish Museum in accordance with the lease agreement between Augusta, GA and Historic Augusta, Inc. dated July 26, 2016. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Motion Passes 4-0. Commissioner Mary Davis Commissioner Andrew Jefferson Passes 10. Discuss the proficiency/effectiveness of automated voice messaging systems Item used by city departments. (Requested by Commissioner Marion Williams) Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Motion Passes 4-0. Commissioner Mary Davis Commissioner Dennis Williams Passes 11. Discuss "common set of facts". (Requested by Commissioner Marion Williams) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Motion Passes 4-0. Commissioner Mary Davis Commissioner Andrew Jefferson Passes 12. Presented as Information: The Housing and Community Development Department is going digital. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Motion Passes 4-0. Commissioner Andrew Jefferson Commissioner Mary Davis Passes 13. Motion to approve the minutes of the Administrative Services Committee held on February 27, 2018. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Commissioner Commissioner Passes Motion Passes 4- 0. Mary Davis Andrew Jefferson 14. Consider Sheriff Roundtree's communication to the commission dated 3/7/18 regarding the commission's prerogative to speak to public concerns. (Requested by Commissioner Marion Williams) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Motion Passes 4-0. Commissioner Dennis Williams Commissioner Andrew Jefferson Passes 15. Update from Procurement regarding awarding of storm water contracts. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Mr. Jefferson out. Motion Passes 3-0. Commissioner Mary Davis Commissioner Dennis Williams Passes 16. Motion to request staff to initiate the process to amend Personnel Policy & Procedures Manual, Chapter III, Grievances, Discipline & Appeals Section and to review the other policies and procedure letters that we considered in 2017 reference the PPPM. (Requested by Commissioner Sammie Sias - inadvertently omitted from the agenda by the Clerk's Office) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Unanimous consent is given to add this item to the agenda. Motions Motion Type Motion Text Made By Seconded By Motion Result www.augustaga.gov Approve Motion to approve appointing Mr. Jefferson to chair the PPPM sub- committee after which Mr. Sias' concern can be addressed as a priority. Motion Passes 4-0. Commissioner Mary Davis Commissioner Andrew Jefferson Passes 17. A request for an action to be taken to correct an approval by the Augusta Commission on February 6, 2018 for Item Number 11 for Landscaping Services. (Requested by Commissioner Marion Williams) Item Action: None Motions Motion Type Motion Text Made By Seconded By Motion Result No formal action was taken on this item at this time. The law department will review this item and make a recommendation back to the Commission. Administrative Services Committee Meeting 3/13/2018 1:15 PM Attendance 3/13/18 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 3/13/2018 1:15 PM 2018 - Sheriff Tahoe Spec Ops - State Contract #SWC 40199-409 Department:Central Services Department - Fleet Management Presenter:Ron Crowden Caption:Approve the purchase of one Chevrolet Tahoe Pursuit using a sub- grant funded by the Federal Homeland Security Grant Program through the State of Georgia for the Richmond County Sheriff’s Office. Awarded via State Contract #SWC 40199-409. 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 (see attachment). This vehicle will be utilized by the Richmond County Sheriff’s Office –Special Operations. 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 Hardy Fleet Group Government Sales is $42,501.00. Financial Impact:No impact on Capital 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 Chevrolet Tahoe Pursuit for the Richmond County Sheriff’s Office funded by Grant # SHO16- 055. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission 5.04 Make STATE CONTRACT Ford V-8 Crew Cab 8 to 12 weeks $30,899.00 STATE WIDE CONTRACT (SWC) #: 99999-SPD-ES40199373-002 V-8 Crew Cab 9-12 weeks 33,495.00$ GMC 8 to 12 Weeks 35,525.00$ V-8 Crew Cab Dodge Model Delivery Cost w options Bid # 17-288 6,000 GVW Series Pickup Truck: Bid Opening 28 November, 2017 @ 3:00PM Master Buick GMC Truck, Inc Thomson Motors Center Allan Vigil Ford Govt Sales Year 2018 20182018 Administrative Services Committee Meeting 3/13/2018 1:15 PM 2018 - Sheriff's Office Narcotics Division Trucks Department:Central Services Department - Fleet Management Division Presenter:Ron Crowden Caption:Approve the purchase of 3 - F-150 Crew Cab Pickup Trucks for Richmond County Sheriff’s Department using forfeiture funds. Background:Sheriff’s Office is requesting the purchase of 3 - F-150 Crew Cab Pickup Trucks for the Narcotics Division for drug suppression operations. The Narcotics Division relies on forfeiture funds to purchase equipment and vehicles for the Division. O.C.G.A. 16- 13-49 (u) (4) (D) (i) authorizes the Sheriff’s to use forfeiture funds for “any official law enforcement purpose except for the payment of salaries or rewards to law enforcement personnel, at the discretion of the chief officer of the local law enforcement agency, or may be used to fund victim-witness assistance programs or state law enforcement museum.” Analysis:Fleet Management submitted a request for bids through the Procurement Department utilizing the Demand Star electronic bid system (Bid 17-288) which offers nationwide bid coverage. The Procurement Department received quotes back from two vendors (see attached tab sheet). The Ford product was not bid by dealerships because Ford had pulled the government pricing for the 2018 Ford F-150. It appears that Ford pricing coupled with the “concessions”, the manufacturer allowed, would result in Ford Motor Company losing money on the sale, therefore no bids were submitted by Ford Dealerships. Fleet Management looked at the State contract and found that a Ford F-150 is available through the State Contract at a lower price than the two bidders. Bids are as follows: Allan Vigil Ford = $30,899.00; Thomson Motors Center = $33,495.00; Master Buick GMC Trucks, Inc. = $35,525.00. Financial Impact:Total cost of 3- Ford – F150, Crew Cab, 4X4 = $92,697.00. Funds are available in 212-03-1222/54.22210 (forfeiture funds). Alternatives:(1) Approve the request; (2) Do not approve the request. Recommendation:Approve the request to purchase 3 Ford F-150’s, Crew Cab, 4X4 for Richmond County Sheriff’s Office using forfeiture funds. Funds are Available in the Following Accounts: 212-03-1222/54.22210 (Forfeiture Funds) REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 3/13/2018 1:15 PM 2018 Airport K9 SUV Department:Central Services Department - Fleet Managment Division Presenter:Ron Crowden Caption:Motion to approve a request from the Augusta Regional Airport Marshal’s Office Division for one new 2018 Ford Pursuit Utility Explorer for K-9 transport. Background:The Augusta Regional Airport Marshal’s Division is requesting the acquisition of one K-9 SUV to accommodate the many operations activities encountered on a daily basis on and around the airfield. The Augusta Regional Airport Commission has approved this purchase per the attached approval letter. Analysis:The Procurement Department approved the use of the Georgia Statewide Contract 99999-SPD-ES40199409-0003, 2018 Pursuit Utility Vehicle (Explorer): State Contract: Ford Pursuit Utility Vehicle (Explorer) – K-9 Package - $34,511.00 Financial Impact:1- Ford Pursuit Utility Explorer @ $34,511.00. This vehicle will be purchased through the Georgia Municipal Association lease-to- own program with three annual payments of $11,503.67each. (ACT #: 631-10-1110-54-99631) Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of one K-9 SUV at $34,511.00 for the Augusta Regional Airport Marshal’s Division. Funds are Available in the Following Accounts: ACT# 631-10-1110/54-99631 GMA Lease REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Central Senrices Department 'I'akiyah .\. Dousc, I)ircctcrr Ron (irowdcn, lilcct l\lanager MEMORANDUM Mr. Ron Crowden, Fleet Manager, Central Services Department Bid Award Request 17-501 and 17-502 January 29,2018 l"lcct Managcmcnt.l568-(l lltoad Strcct ,\ususta (ir\ 3090,1 Phone: (706) 821-2892 TO: Ir4SFeri Sams, Director, Procurement DepartmentdTHROUGI-II Mrs. Takiyah A. Douse, Director, Central Services Department FROM: SUBJECT: DATE: 1/ /"*,'r-&,*- Fleet Management would like to request the award for bid 18-123, Dodge Charger Police Automobile to Akins Ford Corp, of Winder, Georgia. The vendor's proposal met the requirements of the bid and was the best and lowest price for the vehicle requested. Please advise this office upon completion of notifications so that we may proceed with the acquisition process. If you need further information or have any questions, please call 706-821'2892. RGC/Kb Invitation to Bid Sealed bids will be received at this office until Friday, January 12, 2018 @ 11:00 a.m. for furnishing: Bid Item #18-123 2018 Dodge Police Vehicles for Augusta, GA – Central Services 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 29, 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. 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 December 7, 14, 21, 28, 2017 Metro Courier December 13, 2017 Family Ford, Inc. 1255 Charles Hardy Pkwy Dallas, GA 30157 Thomson Motors Center 2158 Washington Road Thomson, GA 30824 AKINS FORD CORP 220 WESY MAY STREET WINDER, GA 30680 BUTLER CHRYSLER DODGE JEEP 1555 SALEM ROAD BEAUFORT, SC 29902 CARL GREGORY DODGE 2201 VICTORY DRIVE COLUMBUS, GA 31901 EMERGENCY EQUIPMENT SPECIALISTS 737 HARRY MCMARTHY RD SUITE 104, BETHLEHEM, GA 30620 HARRY LEWIS CHRYSLER DOGE JEEP 196 ALABAMA BLVD PO BOX 74 JACKSON, GA 30233 MILTON RUBEN CHRYSLER DODGE JEEP 3518 WASHINGTON ROAD AUGUSTA, GA 30907 ED VOYLES AUTOMOTIVE GROUP 789 COBB PARKWAY SE MARIETTA, GA 30060 LANDMARK CHRYSLER DOGE JEEP 6850 MOUNT ZION BLVD MORROW, GA 30260 JIM SATCHER, INC. 511 CALHOUN STREET JOHNSTON, SC 29832 SALUDA MOTOR SALES, INC. 707 COLUMBIA HIGHWAY SALUDA, SC 29138 DORMAN DODGE- CHRYSLER PLYMOUTH JEEP EAGLE 724 SOUTH HARRIS STREET SANDERSVILLE, GA 31082 GEORGIA CHRYSLER DODGE JEEP, INC. 12114 US HIGHWAY 301 S STATESBORO, GA 30458 MILLEDGEVILLE CHRYSLER DODGE JEEP RAM FIAT 2818 NORH COLUMBIA STREET MILLEDGEVILLE, GA 31061 DUBLIN AUTO SUPERSTORE, INC 2054 HWY 441 S DUBLIN, GA 31021 LOUIE HERRON CHRYSLER DODGE JEEP RAM 1860 EATONTON ROAD MADISON, GA 30650 TAKIYAH DOUSE CENTRAL SERVICES RON CROWDEN FLEET MANAGEMENT KELLIE IRVING COMPLIANCE Bid Item# 18-123 Dodge Police Vehicles for Augusta, GA Central Services- Fleet Division Bid Due: Fri, 1.12.18 @ 11:00 a.m Bid Item# 18-123 Dodge Police Vehicles for Augusta, GA Central Services- Fleet Division Bid Mailed: 12.7.2017 Administrative Services Committee Meeting 3/13/2018 1:15 PM 2018 Marshals Vehicles Bid #18-123 - SPLOST Department:Central Services Department - Fleet Management Division Presenter:Ron Crowden Caption:Approve a request from Fleet Management for the replacement of five Marshal’s Office vehicles using SPLOST Phase VII – Public Safety Vehicles utilizing competitive Bid Item #18-123. Background:The Marshal’s Office has five older model vehicles that meet the replacement criteria as follows: Asset 207067 – 2007 Ford Crown Victoria with 156,088 miles, 207068 – 2007 Ford Crown Victoria with 160,370miles, 207070 – 2007 Ford Crown Victoria with 163,855 miles, 207071 – 2007 Ford Crown Victoria with 161,212 miles and 210071 – 2010 Ford Crown Victoria with 175,933 miles. The vehicle evaluations are attached for review. Analysis:The Procurement Department published a competitive bid using the Demand Star application for the Dodge Charger Bid Number 18-123. The bid tabulation is attached for review. Bid 18-123 – Dodge Charger: Akins Ford Corp = $24,963.00 each (patrol type); Ginn Chrysler Jeep Dodge = $26,887.00 Financial Impact:The total cost of the five Marshal’s Vehicles at $24,963.00 is $124,815.00. Funds for these vehicles will come from SPLOST Phase VII – Public Safety Vehicles. Alternatives:(1) Approve the request; (2) Do not approve the request; (3) Approve the request in part. Recommendation:Approve the request to replace five vehicles of the Marshal’s Office. Approve declaring the replaced vehicles surplus and available for auction. Funds are Available in the Following Accounts: Public Safety Vehicles - SPLOST VII REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 3/13/2018 1:15 PM 2018 Sheriff K9 Grant Department:Central Services Department - Fleet Management Division Presenter:Ron Crowden Caption:Approve the replacement of one Ford Pursuit Utility Vehicle 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 $44,000 for an “EOD K-9 SUV” (see attachment). This vehicle will replace 210168, 2010 Ford Explorer, that was totaled in 2017. This SUV will be utilized by the Richmond County Sheriff’s Office – K-9 Unit a part of Special Operations of the Sheriff’s Office. Analysis:The Procurement Department approved the use of the Georgia Statewide Contract 99999-SPD-ES40199409-0003, 2018 Pursuit Utility Vehicle (Explorer): State Contract: Ford Pursuit Utility Vehicle (Explorer) – K-9 Package - $41,101.97 Financial Impact:No impact on Capital 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 Ford Pursuit Utility Vehicle – Explorer for the Richmond County Sheriff’s Office – K-9 Unit funded by Grant #SH015-115. Funds are Available in the Following Accounts: Grant# SH015-115 (220-03-9269/54-22110) REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission SHERIFF'S OFFICE EVALUATIONS 2018 Road Patrol Asset # MilesAgeMilesType ofServiceReliabilityRepair $ConditionTOTAL 209067 209458 9 20 3 4 3 3 42 206081 186174 12 18 3 4 4 2 43 206069 180670 12 18 3 4 3 2 42 209076 171175 9 17 3 4 4 3 40 210276 170135 8 17 3 3 4 3 38 210094 169823 8 16 3 3 3 2 35 210292 169351 8 16 3 4 3 2 36 204183 167063 14 16 3 3 4 4 44 212037 166731 6 16 3 3 4 2 34 207023 164963 11 16 3 3 4 3 40 208056 163180 10 16 3 4 3 3 39 209058 162577 9 16 3 4 3 3 38 210092 162479 8 16 3 4 4 2 37 210278 161388 8 16 3 3 3 2 35 210306 160342 8 16 3 3 4 2 36 210286 159325 8 15 3 4 4 2 36 205105 158932 13 15 3 4 4 4 43 207026 156962 11 15 3 3 4 3 39 209055 156857 8 15 3 4 3 2 35 205112 155509 13 15 3 3 3 3 40 207043 155428 11 15 3 4 4 3 40 207011 155352 11 15 3 4 4 3 40 209070 154811 9 15 3 3 3 2 35 209061 154773 9 15 3 3 4 2 36 210287 152750 8 15 3 4 3 2 35 207019 152465 11 15 3 3 3 3 38 210310 152433 8 15 3 4 3 2 35 209075 150220 9 15 3 3 3 2 35 210102 149737 8 14 3 3 3 2 33 205083 144301 13 14 3 4 4 4 42 210296 140490 8 14 3 3 3 2 33 ASSET MILESAgeMilesType ofServiceReliabilityRepair $ConditionTOTAL TRAFFIC 208081 157444 10 15 3 4 3 3 37 208079 156548 10 15 3 3 3 3 36 Criminal Investigation Division (CID) ASSET MILESAgeMilesType ofServiceReliabilityRepair $ConditionTOTAL 208104 165798 9 16 2 4 3 3 37 206200 157667 11 15 2 2 4 3 37 211164 156938 7 15 2 3 3 3 33 206202 153404 11 15 2 2 4 3 37 994274 147822 18 14 2 3 4 4 45 204147 145187 14 14 2 2 3 3 38 206209 144946 11 14 2 2 3 3 35 23 to 27 Points = Qualifies for Replacement 28 Points = Needs immediate consideration for replacement POINT RANGES Under 18 Points = Excellent Overall Condition 18 to 22 Points = Good Administrative Services Committee Meeting 3/13/2018 1:15 PM 2018 Sheriff Vehicles - SPLOST Department:Central Services Department - Fleet Management Division Presenter:Ron Crowden Caption:Approve a request from the Richmond County Sheriff’s Office to replace 31 Road Patrol, 2 Traffic, 2 Civil,1 K-9 and 7 Criminal Investigation vehicles using SPLOST VII – Public Safety Vehicles. Background:SPLOST VII’s allocation for Public Safety Vehicles is $1,500,000. For the purpose of SPLOST VII that includes the Richmond County Sheriff’s Office, Marshal’s Office, District Attorneys’ Office, Coroner’s Office, Probation Office, Solicitor’s Office, Augusta-Richmond County Correctional Institute, and Animal Services.- Of the $1,500,000 the Sheriff’s Office is allocated $1,200,000. The Sheriff is requesting to replace 31-Road Patrol (pursuit) vehicles, 2- Traffic Division Vehicles, 2-Civil Division Vehicles, 1-K-9 Division Vehicle and 7-Vehicles from CID. A list of vehicles, mileages and cost tab sheets are attached. Analysis:The Procurement Department published a competitive bid using the Demand Star national electronic bid application for Police Vehicles with the following results. Bid 18-123 – Patrol Package: Akins Ford Corp = $27,917.00; Ginn Chrysler Jeep Dodge = $29,735.00. Traffic Package: Akins Ford Corp = $28,235.00, Ginn Chrysler Jeep Dodge = $29,953.00. Administrative Package (CID): Akins Ford Corp = $22,229.00, Ginn Chrysler Jeep Dodge = $22,874.00. The Procurement Department approved the use of the Georgia Statewide Contract 99999-SPD-ES40199409-0003, 2018 Pursuit Utility Vehicle (Explorer). State Contract: Ford Explorer-Civil Package – Wade Ford = $30,185.98. Ford Explorer- K-9 Package – Wade Ford = $40,852.97. Financial Impact:31-Road Patrol Vehicles at $27,917 each = $865,427.00; 2-Traffic Vehicles at $28,235 each = $56,470.00, 2-Civil Vehicles at $30,185.98 each = $60,371.96, 1-K-9 Vehicle at $40,852.97 each = $40,852.97 and 7-CID Administrative Vehicles at $22,229 each = $155,603.00. The total amount for the Sheriff’s vehicles for 2017 SPLOST VII is $1,178,724.93. Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the request to replace 43 Sheriff’s vehicles at a cost of $1,173,036.93 from SPLOST VII – Public Safety Vehicles and declare the turned in vehicles surplus and available for surplus. Funds are Available in the Following Accounts: Public Safety Vehicles - SPLOST VII REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 3/13/2018 1:15 PM Approve Execution of Healthstat Contract Department:Human Resources Presenter:Kenneth Perry - Compensation and Benefits Manager Caption:A motion to approve and execute the final revision of the Healthstat contract. Background:Augusta has more than 2,400 employees eligible for medical insurance. As part of a long-term strategic plan Augusta made the decision in 2012 to move to a self-funded platform and implement an On-Site Clinic to assist in alleviating rising healthcare costs and improve members overall health status. The Clinic was opened in early 2013. Since that time we have seen a substantial increase in members receiving annual wellness and preventive services as well as a higher pharmacy adherence rate for the members with chronic conditions. More members are taking their medications as they are prescribed which leads to reduced healthcare costs in the future. The clinic is very popular among employees and is currently averaging over 300 appointments per month. Analysis:The evaluation committee met on October 6th and October 13th to evaluate the four (4) compliant proposals. After reviewing, discussing and scoring the proposals the evaluation committee is recommending Healthstat as the Wellness Center provider beginning January 1st, 2018. Financial Impact: Alternatives:Close the wellness center and go back to the market by implementing another RFP Recommendation:Approve and execute the Heathstat final revised contract. Funds are Available in the Following Contract budgeted for FY'18 Fund 616 Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Request for Proposal Request for Proposals will be received at this office until Thursday, December 14, 2017 @ 11:00 a.m. for furnishing: RFP Item # 17-294 Assessment of Existing Plumbing and Electrical Infrastructure at the Richmond County Correction Institution (RCCI) for Augusta, GA – Central Services Department – Facilities Maintenance Division RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. A Mandatory Pre Proposal Conference will be held on Tuesday, November 28, 2017, @ 10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605. A Mandatory Site visit will follow. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Thursday, November 30, 2017, @ 5:00 P.M. No RFP will be accepted by fax, all must be received by mail or hand delivered. No RFP may be withdrawn for a period of 60 days after bids have been opened, pending the execution of contract with the successful bidder(s). Request for proposals (RFP) and specifications. An RFP shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the request for proposal including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waivable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFP number on the outside of the envelope. Proponents are cautioned that acquisition of RFP documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFP documents from unauthorized sources places the proponent at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov GERI A. SAMS, Procurement Director Publish: Augusta Chronicle November 2, 9, 16, 23, 2017 Metro Courier November 8, 2017 OFFICIAL VENDORS Attachment "B"E-Verify SAVE Form Addendum 1&2 Original 7 Copies Fee Proposal Total Systems Commissioning 2148 Hills Avenue NW, Suite 1 Atlanta, GA 30318 YES 108530 YES YES YES YES YES TSCX 672 Hwy 87 Flovilla, GA 30216 Zel 435 Telfair Street Augusta, GA 30901 RFP Item# 17-294 Assessment of Existing Plumbing and Electrical Infrastructure at the Richmond County Correction Institution (RCCI) for Augusta, GA – Central Services Department – Facilities Maintenance Division RFP Date: Friday, January 12, 2018 @ 11:00 a.m. Total Number Specifications Mailed Out: 11 Total Number Specifications Download (Demandstar): 6 Total Electronic Notifications (Demandstar): 349 Mandatory Pre-Proposal Conference Attendees: 7 Local Vendors Received Specifications: 19 Total packages submitted: 1 Total Noncompliant: 0 Page 1 of 1 Total Systems Commissioning 2148 Hills Ave NW, Suite 1 Atlanta, GA 30318 Total Systems Commissioning 2148 Hills Ave NW, Suite 1 Atlanta, GA 30318 Ranking of 0-5 (Enter Weighted Scores Evaluation Criteria Ranking Points Scale 0 (Low) to 5 (High) 1. Completeness of Response • Package submitted by the deadline • Package is complete (includes requested information as required per this solicitation) • Attachment B is complete, signed and notarized N/A Pass/Fail PASS PASS 2. Qualifications & Experience (0-5)20 4.3 85.0 3. Organization & Approach (0-5)15 3.5 52.5 4. Scope of Services • Project specific experience (5) • Past performance on projects similar in nature (5) • Evidence that firm fully understands Owner’s goals and project scope (5) (0-5)15 4.3 63.8 5. Schedule of Work (0-5)10 2.5 25.0 0.0 Within Richmond County 5 10 0.0 Within CSRA 4 6 0.0 Within Georgia 3 4 3.0 12.0 Within SE United States (includes AL, TN, NC, SC, FL) 2 2 0.0  All Others 1 1 0.0 7. References (0-5)5 3.0 15.0 17.5 253.3 8. Presentation by Team (0-5)10.00 0.0 9. Q&A Response to Panel Questions (0-5)5.00 0.0 Lowest Fees 5.00 10.00 5.0 50.0 Second 4.00 6.00 0.0 Third 3.00 4.00 0.0 Forth 2.00 2.00 0.0 Fifth 1.00 1.00 0.0 Total Phase 2 5.0 50.0 303.3 RFP # 17-294 Assessment of Existing Plumbing and Electrical Infrastructure at the Richmond County Correction Institution (RCCI) for Augusta, GA – Central Services Department – Fac. Main. Division Evaluation Meeting: Thursday, February 15, 2018 @ 3:00 p.m. Procurement Department Completion Date: Nancy Williams Internal Use Only Note: Respondent/Offeror(s) receiving 600 or more points will be invited to do presentations to provide additional Total Cumulative Score (Maximum point is 500) 10. Cost/Fee Proposal Consideration (only choose 1 line according to dollar value of the proposal in relation to all fee proposals - enter Vendors Phase 2 (Option - Numbers 8-9) Procurement DepartmentRepresentative:_____Nancy Williams________________________________________ Evaluator: Cumulative Date: 2/15/18 Total (Total Possible Score 750) 6. Proximity to Area (only choose 1 line according to location of the company - enter the ranking value for the one line only) Phase 1 Total - (Total Maximum Ranking 25 - Maximum Weighted Total Possible 375) Phase 1 Administrative Services Committee Meeting 3/13/2018 1:15 PM Approve RCCI Plumbing and Electrical Assessment Department:Central Services - Facilities Presenter:Takiyah A. Douse Caption:Approve proposal from Total Systems Commissioning, Inc. in the amount of $39,680.00 to assess the condition of the plumbing and electrical systems at Richmond County Correctional Institution (RCCI) and recommend a strategy to implement improvements. (RFP17-294) Background:RCCI was built in the early to mid-1960s. There have been a few additions and modifications over the years, but the primary infrastructure is original to the facility. The electrical and plumbing systems are beginning to fail. Procurement issued a request for proposals for assessing the existing infrastructure and recommending a course of action to improve conditions. Analysis:Considering the nature of this operation and Augusta’s reliance on the resources housed there as a force multiplier, it is imperative that we make sure conditions are safe and sanitary. Proposals for evaluating these systems were received by Procurement on December 14, 2017. The proposal received was evaluated relative to the firm’s capacity and expertise to do the work. Total Systems Commissioning has performed well on previous work with Augusta and was judged to be well qualified to perform this assessment. The price submitted was within the anticipated budget. Financial Impact:The cost of the assessment is $39,680.00 Alternatives:1. Approve proposal from Total Systems Commissioning, Inc. in the amount of $39,680.00 to assess the condition of the plumbing and electrical systems at RCCI and recommend a strategy to implement improvements. 2. Do not approve the proposal. Recommendation: Approve proposal from Total Systems Commissioning, Inc. in the amount of $39,680.00 to assess the condition of the plumbing and electrical systems at Richmond County Correctional Institution (RCCI) and recommend a strategy to implement improvements. Funds are Available in the Following Accounts: This project is funded through SPLOST VII. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 3/13/2018 1:15 PM Augusta Jewish Museum Department:Clerk of Commission Presenter: Caption:Update from Historic Augusta regarding the plans for the Augusta Jewish Museum in accordance with the lease agreement between Augusta, GA and Historic Augusta, Inc. dated July 26, 2016. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 3/13/2018 1:15 PM Automated messaging systems Department: Presenter:Commissioner Marion Williams Caption:Discuss the proficiency/effectiveness of automated voice messaging systems used by city departments. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 3/13/2018 1:15 PM Commion set of facts Department: Presenter: Caption:Discuss "common set of facts". (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Neighborly Software’s Mission Provide a cloud based software solution that improves the administrative efficiency and regulatory compliance of Housing, Economic and Community Development programs. Solution –Drive Efficiency Solution –Improve Compliance Administrative Services Committee Meeting 3/13/2018 1:15 PM HCD Goes Digital Department:Housing and Community Development Presenter:Hawthorne Welcher,Jr. Caption:Presented as Information: The Housing and Community Development Department is going digital. Background:It is a known fact that Government Entities utilize an enormous amount of paper which has become an environmental concern across the nation. In efforts to move the Housing and Community Development Department forward and into the digital age, we have partnered with Mr. Jason Rusnak and Mr. Chris Behm, Co- founders of Neighborly Software, to create a digitized process for the department. Beginning in June of 2016, HCD's staff has worked to recreate applications and processes in an electronic software that has been rolled out in phases. As the phases are coming close to an end, we would like to inform everyone that a link will be available for access on the Department’s City Website. Currently, applications for our Down Payment Assistance Program, Homeowner Rehabilitation Program, HOME Investment Partnership Program, Housing for Persons With HIV/AIDS, and Community Development Programs are prepared and will be available for the upcoming grant application cycle. We are continuing to work with Neighborly Software to provide access to our LWB Redevelopment Project (for developers), and Economic Development Programs. As these last programs are completed, announcements will be made via Social Media and other outlets to let the public know they are available. Like and Follow Us @GrowAugusta on Facebook, Twitter, and Instagram for future updates. This new way of applying for grants and federal funding through our department will assist us in ensuring that all applications are reviewed in a timely manner and that all applications are easily accessible for all citizens. As this is a new process, we will continue to provide paper applications upon request, on an as needed basis, for the next grant application cycle. Beginning 2019, all applications will be digital and will need to be completed online. Analysis:Providing digital applications for our citizens does a great deal to ensure that our department is meeting the needs of our City. It provides easy access to all applications during the applications cycles by creating an online presence that can be accessed from the comfort of a citizen’s home, it provides direct technical assistance should the need arise, and it ensures that we are meeting the expectations of our citizens. As a department, it will help to decrease our paper consumption which will help to impact our budget in a positive way. This will also allow our citizens and partners’ concerns to be heard and resolved in a timely manner. Financial Impact:There will be a positive impact to the budget in the reduction of hard supplies needed related to these programs. Alternatives:Not Applicable Recommendation:Accept this as information only Funds are Available in the Following Accounts: Not Applicable REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting Commission Chamber - 2l27l20lY ATTENDANCE: Present: Hons. M. williams, Chairman; Jefferson, vice chairman; Davis and D. Williams, members. Absent: Hon. Hardie Davis, Jr., Mayor. ADMINISTRATIYE SERVICES l. Approve the request to purchase one Case backhoe from Border Equipment for ltem Utilities - Fort Gordon. Bid Item #17-199. Action: Approved Motions Motion Type Approve 0. 2. {nn1ot1e t!9 nurchase of one F-250 Pickup Truck using a sub-grant funded by Item the Federal Homeland Security Grant Program through the State of Georgia. Action: Approved Motions Motion Type Approve 0. 3. Motion to approve new position for the Coroner's Office (Administrative Item Assistant 1, Salary grade 42). Action: Approved Motion Text Made By Seconded By Motion to approve. Commissioner Commissioner Motion Passes 4- Mury Davis Andrew Jefferson Motion Text Made By Seconded By Motion toapprove. Commissioner Commissioner Motion Passes 4- Mary Davis Andrew Jefferson Motion Result Passes Motion Result Passes Motions X:::" Motion Text Made By seconded By Motion|YPe - ---- -J Result Motion to Approve ffiffi:hasses4- fi:ffiJ|,"* S:ffi1i;,",1;;, passes 0. 4. Motion to approve the minutes of the Administrative Services Committee held ltem on February 13,2018. Action: Approved Motions X:j1'" Motion Text Made By Seconded By MotionIYPe '---- -'1 Result Motion to Approve i|ffi|}'.asses 4- fi:[HjJi,"* ff[T#'."rffi", passes 0. www.ausustasa.sov Administrative Services Committee Meeting 3/13/2018 1:15 PM Minutes Department:Clerk of Commission Presenter: Caption:Motion to approve the minutes of the Administrative Services Committee held on February 27, 2018. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Subject:FW:Sheriff's Email From: Richard Roundtree <RRoundtree@aueustaga.eov> Date: March 7 ,2018 at 11:11:31 AM EST To: Commissioner Sammie Sias <SSias@auqustaga.sov>, Commissioner Ben Hasan <BHasan@auqustaqa.gov>, Commissioner Andrew Jefferson <AJefferson(@augystaga.qov>, Commissioner Dennis Williams <DennisWilliams(@augustasa.eov>, Commissioner Grady Smith <CGradvSmith@aueustaga.sov>, Commissioner Marion Williams <MFWilliams@ausustaga.gov>, Commissioner Mary Davis <MFDavis@ausustaga.gov>, Commissioner Sean Frantom <SFrantom@augustaga.gov>, Commissioner William Fennoy <Fennoy@augustaga.gov>, Commissioner Wayne Guilfoyle <CWavneG uilfovle@a usustasa.sov> Cc: Mayor Davis <MavorDavis@augustasa.gov>, Melanie Wilson <MWilson@augustaga.gov> Good Morning All, First, I would like to applaud you all for the decision you made to increase the employee retirement package for the County. Many of my staff are excited about the change and we feel that it will definitely enhance our mission to recruit, retain and retire the best Law Enforcement professionals. Secondly, I must say that I was a little concerned about some of the comments that were made from the dais yesterday regarding a complaint from a citizen about not getting any support from this County's primary Law Enforcement agency. 3721342 calls for service were answered last year and not I was to 3614 Alene Cir. In our history, we have responded to this address 4 times. 2 for a domestic complaint in 2015 and the other 2 being for a Burglary and Damage property complaint on the same day. That date was July | 2016. After the burglary, the Sheriffls Office made 8 separate house checks on said property. Since the damage, Mr. Lin described 2 years ago; there have been NO efforts to repair the property, thus the involvement of Code Enforcement. As it was said yesterday, you cannot control how we police, but I would hope in the future that some of you would put more trust in your LE agency that we are doing all we can for ALL the citizens of Richmond County, before you make disparaging public remarks based solely on one sided information you received in a five minute presentation. Needless to say, it was disappointing. And for the record, since 2012, I't Degree Burglaries are d,own 46%o and 2nd Degree Burglaries are d,own B2Yo. Enjoy the rest ofyour day. Sheriff Richard Roundtree Richmond County Sheriffs Office 400 Walton Way, Augusta, Ga. 30901 Phone: 706-261-0439 Fax: 706-821-1064 www.rcsoqa.ors Administrative Services Committee Meeting 3/13/2018 1:15 PM Sheriff Roundtree's communication Department: Presenter: Caption:Consider Sheriff Roundtree's communication to the commission dated 3/7/18 regarding the commission's prerogative to speak to public concerns. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 3/13/2018 1:15 PM Update Regarding Storm Water Contracts Department:Procurement Presenter:Geri A. Sams Caption:Update from Procurement regarding awarding of storm water contracts. Background:Update on status of the following request for proposals: RFP Item 18-152 On Call Maintenance Vegetation Control and Right- of-Way Mowing RFP Item 18-155 On Call Concrete Repair, Concrete Construction, and Emergency Repair RFP Item 18-157 On Call Drainage Easement and Pond Cleaning/Clearing Services A clarification meeting with interested vendors was held on Monday, February 19, 2018 in the Beasley Room to discuss Commission/Vendor concerns. At the meeting Procurement process and procedures were discussed. The meeting was successful. The Procurement Department received the following submittals on Wednesday, February 21, 2018: RFP Item 18-152 On Call Maintenance Vegetation Control and Right-of-Way Mowing - Received 12 Submittals 10 Locals RFP Item 18-155 On Call Concrete Repair, Concrete Construction and Emergency Repair - Received 6 Submittals 3 Locals RFP Item 18-157 On Call Drainage Easement and Pond Cleaning/Clearing Services - Received 14 Submittals 8 Locals These submittals will be evaluated on Monday, March 26, 2018. Analysis:None Financial Impact:None Alternatives:Allow the RFPs to go through the normal process Recommendation:Allow the RFPs to go through the normal process Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 3/13/2018 1:15 PM Amendment to PPPM Department: Presenter: Caption:Motion to request staff to initiate the process to amend Personnel Policy & Procedures Manual, Chapter III, Grievances, Discipline & Appeals Section and to review the other policies and procedure letters that we considered in 2017 reference the PPPM. (Requested by Commissioner Sammie Sias - inadvertently omitted from the agenda by the Clerk's Office) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 3/13/2018 1:15 PM Corrective Action Item Department: Presenter: Caption:A request for an action to be taken to correct an approval by the Augusta Commission on February 6, 2018 for Item Number 11 for Landscaping Services. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: