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Home My WebLink About2019-01-29 Meeting Minutes Administrative Services Committee Meeting Commission Chamber - 1/29/2019 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; Sias, Chairman; Clarke, Vice Chairman; Few, member. Absent: Hon. Davis, member. ADMINISTRATIVE SERVICES 1. Discuss the Administrator's response to salaries and personnel of Juvenile Court. (Requested by Commissioner Marion Williams) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve allocating additional funding in the amount of $138,000 for the Juvenile Court budget and charge it to the General Fund Contingency with the salary structure to be included. Motion Passes 3-0. Commissioner Johnny Few Commissioner John Clarke Passes 2. The Animal Services Department is requesting approval to replace two Animal Transport Trucks for the Animal Services Department - ITB 18-174. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Passes Motion to approve. Motion Passes 3-0. Commissioner Johnny Few Commissioner Sammie Sias 3. Establish the "Administrative Policies and Procedures Subcommittee". The subcommittee will address the PPP Manual and other needed policy and revisions. (Requested by Commissioner Sammie Sias) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve with members to include Mr. Hasan, Mr. D. Williams, Mr. Few, Mr. Sias and Mr. Clarke. Motion Passes 3-0. Commissioner Johnny Few Commissioner John Clarke Passes 4. The Engineering Department's Storm Water Division requests the purchase of two replacement Agricultural Utility Tractors for mowing. Bid Item #18-289 Tractor Agricultural Utility. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 3-0. Commissioner John Clarke Commissioner Sammie Sias Passes 5. Motion to approve Housing and Community Development Department’s (HCD's) contract procedural process (as presented for calendar year 2019) relative to authorization of Agreements/Contracts/HUD Forms. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve amending the flow chart with the inclusion of Item 1A for the Commission to Commissioner John Clarke Commissioner Sammie Sias Passes provide input into where investments are made in the City to effect changes for shared prosperity regarding issues of poverty and homelessness. Motion Passes 3-0. 6. Motion to approve HCD's Laney Walker/Bethlehem Revitalization Project contract procedural process (as presented for calendar year 2019) relative to authorization of Agreements/Contracts/Task Orders. Item Action: Approved Motions Motion Text Made By Seconded By Motion Result Approve Motion to approve with an amendment of the flow chart to include Item 2A which allows for Commission input as indicated in Item 5. Motion Passes 3-0. Commissioner John Clarke Commissioner Johnny Few Passes 7. Motion to approve the minutes of the Administrative Services Committee held on January 8, 2019. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result It was the consensus of the Committee that this item be approved unanimously. 8. Discuss authorizing Planning & Development and Human Resources to research compensation paid in the various positions in Planning & Development and determine a competitive pay range that enables the department to attract and retain qualified employees. (Requested by Mayor Pro- Tem Sean Frantom) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve tasking the Planning & Development Director to come back to the committee in 30 days with a comprehensive recommendation concerning this matter that will include how much money is paid to train the inspectors, whether the inspector should be required to work for the City for a certain amount of time after training has been completed, how would this action improve customer service and how much money is charged, if any, by inspectors in other departments to do their reviews. Motion Passes 3-0. Commissioner John Clarke Commissioner Johnny Few Passes www.augustaga.gov Administrative Services Committee Meeting 1/29/2019 1:10 PM Attendance 1/29/19 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Lena Bonner From: Sent: To: Cc: Subject: t2l2ut8 Honorable Marion Williams Commissioner 9th District Dear Commissioner Williams: Kelly Campbell Friday, December 21,,20L81:31 PM Commissioner Marion Williams Lena Bonner; Kenneth Perry;Janice Allen Jackson; Commissioner Mary Davis; Commissioner Dennis Williams Juvenile Court Please consider this as my request to be placed on the next Agenda to discuss the Administrator's response to our request regarding the salaries and personnel of Juvenile Court in my letter to you. Clearly there is a lack of equal pay for equal work of women that should be addressed. Sincerely, Carl C. Brown, Jr. Kelly D. Campbell Judicial Assistant to The Honorable Carl C. Brown, Jr. Chief Judge Superior Court Augusta Judicial Circuit Augusta-Richmond County Judicial Center John H. Ruffin, Jr. Courthouse 735 James Brown Boulevard, Suite 4203 Augusta, GA 30901-2974 706.821.2347 706.721.4476 fax kcampbell(@au gusta ga. gr>r, At:{l:1$4 1 Administrative Services Committee Meeting 1/29/2019 1:10 PM Personnel Juvenile Court Department: Presenter:Commissioner Marion Williams Caption:Discuss the Administrator's response to salaries and personnel of Juvenile Court. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Invitation to Bid Sealed bids will be received at this office until Tuesday, April 10, 2018 @ 3:00 p.m. for furnishing: Bid Item #18-174 Animal Transport Truck – 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, March 16, 2018 @ 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 February 22, March 1, 8, 15, 2018 Metro Courier February 22, 2018 OFFICIAL VENDORS Shor-Line Schroer Manufacturing Co. 511 Osage Avenue Kansas City, KS 66105 Fairway Ford 4333 Washington Rd Evans, GA 30809 Wade Ford 3860 Cobb Road Smyrna, GA 30080 Allan Vigil Ford Lincoln, Inc. 6790 Mount Zion Boulevard Morrow, GA 30260 Attachment B YES Yes YES E-Verify Number NO 314470 94460 SAVE Form YES YES YES Year 2018 2019 2019 Make Ford Ford Ford Model F350 F250 F250 Year 2018 2018 2019 Make Ford Swab Swab Wagon Model F350 ARF-95 ARF-95 Bid Price $42,906.32 / Non-Compliant $42,978.00 $41,880.00 Approximate Delivery Time 90-120 days 20-22 weeks 120-150 days OPTION 9.01 Four Wheel Drive $3,280.00 $2,650.00 $2,465.00 Animal Transport Truck Chassis Total Number Specifications Mailed Out: 9 Total Number Specifications Download (Demandstar): 2 Total Electronic Notifications (Demandstar): 142 Total Number Specifications Mailed Out to Local Vendors: 1 Mandatory Pre-Bid/Telephone Conference: NA Total packages submitted: 3 Total Non-Compliant: 1 Animal Transport Truck Body No Bid Bid Item #18-174 Animal Transport Truck for Augusta, Georgia - Central Services Department-Fleet Division Bid Date: Tuesday, April 10, 2018 @ 3:00 p.m. Page 1 of 1 18-174 OFFICAL TAB Administrative Services Committee Meeting 1/29/2019 1:10 PM 2019 - ITB 18-174 Animal Services Containment Trucks Department:Central Services Department - Fleet Management Division Presenter:Ron Crowden Caption:The Animal Services Department is requesting approval to replace two Animal Transport Trucks for the Animal Services Department - ITB 18-174. Background:The Animal Services Department would like to replace a 2009 Ford F250 animal transport truck with 163,107 miles and a 2008 Ford F250 animal transport truck with 128,758 miles utilizing ITB 18-174. SPLOST 7’s allocation for Public Safety Vehicles is $1,500,000. For the purpose of SPLOST 7 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. Analysis:The Procurement Department published a competitive bid using the Demand Star national electronic bid application for Animal Transport Trucks with the following results. Bid 18-174 Animal Transport Truck: 2019 Ford F250 - Allan Vigil Ford = $44,345.00; Wade Ford = $45,628.00; Fairway Ford = $46,186.32 (Non-Compliant) Financial Impact:2- 2019 Ford F-250 Animal Transport Truck @ $44,345.00 each. The total of this purchase is $88,690.00. This vehicle will be purchased with SPLOST 7 funds. Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Motion to approve the purchase of two 2019 Ford F-250 Animal Transport Truck at $44,345.00each = $88.690.00 for the Animal Services Department. SPLOST 7, 329-01-1310 Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 1/29/2019 1:10 PM Administrative Policies and Procedures Subcommittee Department: Presenter:Commissioner Sammie Sias Caption:Establish the "Administrative Policies and Procedures Subcommittee". The subcommittee will address the PPP Manual and other needed policy and revisions. (Requested by Commissioner Sammie Sias) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Invitation to Bid Sealed bids will be received at this office until Friday, October 12, 2018 @ 11:00 a.m. for furnishing: Bid Item #18-289 Tractor Agricultural Utility – Augusta, GA Central Services Department – Fleet Maintenance– Fleet Maintenance Bid Item #18-291 Street Sweeper – Augusta, GA Central Services Department – Fleet Maintenance– Fleet Maintenance Bid Item #18-292 Riding Slope Mower – Augusta, GA Central Services Department – Fleet Maintenance– Fleet Maintenance 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, September 28, 2018 @ 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 September 6, 13, 20, 27, 2018 Metro Courier September 6, 2018 OFFICIAL VENDORS BLANCHARD & EQUIPMENT CO. 4107 COLUMBIA RD MARTINEZ, GA 30907 J & B TRACTOR CO. INC. 3585 MIKE PADGETT HIGHWAY AUGUSTA, GA 30906 SPECIALIZED TURF & EQIPMENT CO. 405 MCGEE ROAD ANDERSON, SC 29625 ATLANTIC & SOUTHERN EQUIPMENT, LLC 1642 FOREST PKWY LAKE CITY, FL 30260 AG-PRO 1377 DOGWOOD DR SW CONYERS, GA 30012 Attachment B Yes Yes Yes Yes Yes Addendum 1 Yes Yes Yes Yes Yes E-Verify Number 651016109 515905 No 762893 675168 SAVE Form Yes Yes Yes Non-Compliant Yes Year 2018 2018 2018 2018 2018 Brand John Deere New Holland KIOTI Massey Ferguson John Deere Model 5100ECAB T4-100 PX1053 4710 DEIUXE 5100M Bid Price $42, 978.77 $54, 950.00 $48,667.00 $58, 700.40 $57, 256.00 Approximate Delivery Schedule 1-Nov-18 90-120 Days 30 Days 2 Weeks 30-60 Days 5.00 2018/2019 Tractor, Utility Model Price $42,978.77 $54,950.00 $48,667.00 $58,700.40 $57, 256.00 6.01 Keys-(3 sets Total)No Charge $30.00 Included $60.00 Included 6.02 Fire extinguisher $70.00 $95.00 Included $100.00 $150.00 6.03 Two each operator manuals No Charge $1,850.00 Included $400.00 Included 6.04 Delivery Charge No Charge $125.00 Included $750.00 $600.00 7.01 Cab top flashing light $237.60 $235.00 $125.00 $750.00 $208.00 7.02 Fire Extinguisher $70.00 $95.00 Included $100.00 $150.00 7.03 Air Ride Seat $710.00 Standard Included Included $849.00 7.04 Dual Rear Tires N/A $5, 970.00 N/A $4, 500.00 N/A 7.05 Weight Kit $955.00 $950.00 N/A $1, 250.00 $800.00 Bid Opening Item #18-289 Tractor Agricultural Utility for Augusta, Georgia- Central Services Department-Fleet Maintenance Bid Due: Tuesday, October 23 , 2018 @ 11:00 a.m. General Options Total Number Specifications Mailed Out: 16 Total Number Specifications Download (Demandstar): 0 Total Electronic Notifications (Demandstar): 29 Mandatory Pre-Bid/Telephone Conference: N/A Total packages submitted: 5 Total Non-Compliant: 2 Tractor Requirements: 7.00 Manufacturer Options: 6.00 Specialty Items Required: Page 1 of 2 OFFICIAL VENDORS BLANCHARD & EQUIPMENT CO. 4107 COLUMBIA RD MARTINEZ, GA 30907 J & B TRACTOR CO. INC. 3585 MIKE PADGETT HIGHWAY AUGUSTA, GA 30906 SPECIALIZED TURF & EQIPMENT CO. 405 MCGEE ROAD ANDERSON, SC 29625 ATLANTIC & SOUTHERN EQUIPMENT, LLC 1642 FOREST PKWY LAKE CITY, FL 30260 AG-PRO 1377 DOGWOOD DR SW CONYERS, GA 30012 Bid Opening Item #18-289 Tractor Agricultural Utility for Augusta, Georgia- Central Services Department-Fleet Maintenance Bid Due: Tuesday, October 23 , 2018 @ 11:00 a.m. Total Number Specifications Mailed Out: 16 Total Number Specifications Download (Demandstar): 0 Total Electronic Notifications (Demandstar): 29 Mandatory Pre-Bid/Telephone Conference: N/A Total packages submitted: 5 Total Non-Compliant: 2 7.06 4x4 Drivewith Cab and Manufactured model standard tires No Charge $54,950.00 Standard Included Included 7.07 DOT Traffic Warning Flags $35.00 $86.00 $65.00 Included $100.00 7.08 SMV Placard No Charge Standard Included Included Included 7.09 Hitch Lift System N/A Standard Included Included $342.00 7.10 Extended Remote for 3-Point Hitch N/A $325.00 Included Included $475.00 Page 2 of 2 Administrative Services Committee Meeting 1/29/2019 1:10 PM Bid Item #18-289 Tractor Agricultural Utility - 2019 - Storm Water Ag Tractors Department:Central Services Department - Fleet Management Division Presenter:Ron Crowden Caption:The Engineering Department's Storm Water Division requests the purchase of two replacement Agricultural Utility Tractors for mowing. Bid Item #18-289 Tractor Agricultural Utility. Background:The Department is requesting to replace tractor asset # 061031, which is a 24 year old Case 585 model. Tractor asset # 061031 has had 97 documented work orders totaling $20,360 to date. Additionally, they wish to replace tractor asset # F02281 which is a 16 year old Ford 6610S. It has had 311 documented work orders totaling $70,395 to date. Both have either excessive age, deteriorating conditions or have been identified to be economically inefficient to maintain. The New Holland tractor, as requested by the using department, has dual rear tires which are essential for the safety of the employees and stability of the equipment while travelling frequently on sloped terrains. The tractors will be used for cutting tall grass and vegetation on the sides of roadways accomplished with a batwing mower attachment. The bid tab sheet for Bid 18-289: Agricultural Utility Tractor is attached for your review. Analysis:The Procurement Department published a competitive bid using the Demand Star application for an Agricultural Utility Tractor. Invitations to bid were sent to nine vendors to include two qualifying local vendors. Five vendors responded with offers on the Invitation to Bid. Two vendors were disqualified due to incomplete bid packets. J & B Tractor from Augusta, GA was able to offer the requested product with necessary specifications. Bid 18-289: Agricultural Utility Tractors: 2018 John Deere 5100E – Blanchard Equipment: $44,986.37 (Waynesboro, GA); 2018 John Deere 5100M – AG-Pro: $60,780.00 (Conyers, GA); 2018 John Deere 5100M – AG-Pro: $60,780.00 (Conyers, GA); 2018 New Holland T4.100 – J & B Tractor: $64,616.00 (Augusta, GA) Financial Impact:Two (2) – 2018 New Holland T4.100 Tractors @ $64,616.00 each. The total purchase is $129,232.00 for the Engineering- Stormwater Department. The equipment will be purchased with department SPLOST 7 funds (ACCT# 329-04-1110/54.21110). Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of two – 2018 New Holland T4.100 Tractors for the Engineering-Storm Water Department Funds are Available in the Following Accounts: 329-04-1110/54.21110 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Housing and Community Development Department Hawthorne E. Welcher, Jr. Shawn L. Edwards Director Deputy Director Housing and Community Development 925 Laney Walker Blvd., 2nd Floor - Augusta, GA 30901 (706) 821-1797 – Fax (706) 821-1784 www.augustaga.gov HOUSING AND COMMUNITY DEVELOPMENT (HCD) CONTRACT PROCEDURAL PROCESS Pursuant to Administrative Services Committee Meeting (December 11, 2018), Agenda Item #4, please find (below) Housing and Community Development’s (HCDs) REVISED Contract Procedural Process. Recommended Motion: Motion to approve Housing and Community Development Department’s (HCDs) contract procedural process (as presented for calendar year 2019) relative to authorization of Agreements/Contracts/HUD Forms 1. Annually, Augusta, GA is notified of receipt of a direct allocation of federal funds, Community Development Block Grant (CDBG), Emergency Solutions Grant (ESG), HOME Investment Partnerships (HOME) and Housing Opportunities for Persons with AIDS (HOPWA), from the U.S. Department of Housing and Urban Development (HUD). a. Augusta, GA (through HCD via Commission approval) also applies for HUD funding on behalf of local non- profit community partners under the Continuum of Care competitive grant process. These funds are used to provide services to local citizens experiencing homelessness. 2. Housing and Community Development (HCD) holds an annual HUD Application Workshop. 3. HCD solicits applications from agencies, reviews these applications and recommends eligible agencies for funding that are in accordance with the Consolidated Plan’s Goals and Priorities. These recommendations are then incorporated into CDBG, ESG, HOME and HOPWA budgets; and constitutes Augusta GA’s Annual Action Plan. 4. HCD engages local citizens through our HUD-approved Citizen Participation process to present the Annual Action Plan for a 30-Day Public Comment Period. 5. HCD presents to the Augusta, GA Commission (Committee-Commission cycle) the Annual Action Plan for review, approval/denial and requests that the Mayor be granted the authority to execute documents required for submission as Augusta, GA’s Certifying Official (Federal statutory submission deadline: November 15th). 6. HUD notifies Augusta, GA that the submitted Annual Action Plan is approved. a. For Fiscal Year 2019, the Action Plan contains thirty-two (32) projects. To carry out these projects, HUD requires Augusta, GA to have agreements with each agency carrying out the activities described in the Annual Action Plan (see Step 8-9). 7. City of Augusta receives Annual Grant Agreements from HUD for review and execution by Law Department, and Mayor as Augusta, GA’s HUD Certifying Official. HCD_Contract Procedural Approval Process Page 2 8. Upon execution and receipt by HUD of all Annual Grant Agreements, HCD moves to contract with Public Service Agencies (comprise of no greater than 15% of the CDBG Budget) as identified in the Commission approved Annual Action Plan. All other Annual Action Plan activities performed by area non-profit partners shall be subject to approval by the Augusta, GA Commission. 9. Upon Augusta, GA Commission approval, the sub-recipient non-profit partners move to execute their Agreements; the Agreements are signed by the HCD Director, and then submitted to Law Department for review and approval as to form; the Agreements are then forwarded to the Administrator and Mayor for execution on behalf of Augusta, GA. 10. Sub-recipient non-profit partners move to carry out the activities described in their agreement and report performance to HCD on an on-going basis, and are monitored for compliance periodically throughout the Program Year. 11. HCD compiles the Consolidated Annual Performance and Evaluation Report (CAPER) of all outcomes / results and financial expenditures of activities carried out under that Program Year’s Annual Action Plan. The CAPER is then presented to the Augusta, GA Commission for review and HCD requests permission to submit to HUD after a 15-Day Public Notification Period (March 15 Federal statutory submission deadline). Recommended Motion: Motion to approve Housing and Community Development Department’s (HCDs) contract procedural process (as presented for calendar year 2019) relative to authorization of Agreements/Contracts/HUD Forms *See Procedural Process Memorandum for detailed explanation of steps *Green boxes denote ARC Commission Action 27 Dec. 2018 HCD CONTRACT PROCEDURAL PROCESS FLOW CHART 1. Augusta, GA notified of Federal Awards under CDBG, ESG, HOME, HOPWA and applies under CoC with HUD 2. HCD hosts Annual Application Workshop 3. HCD solicits applications for funding from local non-profit partners 4. HCD engages local citizens through HUD- approved Citizen Participation Process including 30-Day Comment Period 5. HCD presents Annual Action Plan to Committee/Commission Submission Approval Process 6. HCD submits Annual Action Plan to HUD / HUD notifies Augusta, GA of Annual Action Plan Approval 7. Augusta, GA recieves Grant Agreements from HUD -reviewed / executed by Legal, Mayor 8. HCD moves to enter into Agreement with Public Service / ESG non-profit partners identified in Annual Action Plan 8 (b). All other Annual Action Plan activities performed by area non- profits reviewed and approved by Committee/Commission Cycle 9. HCD executes subrecipient Agreements with approved area non- profits and forwards to Legal, Mayor, Adminstrator for Review and Execution 10. Fully executed Agreements returned to HCD and Non-profit partners carry out activities described in Annual Action Plan 10 (b). Non-profits report results and expenditures to HCD 10(c). HCD monitors sub-recipient non-profit performance 11 (a). HCD compiles annual CAPER 11 (b). HCD submits CAPER to Committee / Commission Approval cycle prior to submission (including 15-Day Comment Period) 11(c). HCD submits annual CAPER to HUD Administrative Services Committee Meeting 1/29/2019 1:10 PM FY2019 HCD Agreement/Contract Procedural Process Department:Housing and Community Development Department Presenter:Hawthorne Welcher, Jr., Director Caption:Motion to approve Housing and Community Development Department’s (HCD's) contract procedural process (as presented for calendar year 2019) relative to authorization of Agreements/Contracts/HUD Forms. Background:Each year the Augusta, Georgia receives Community Development Block Grant (CDBG), Emergency Solutions Grant (ESG), HOME Investment Partnerships (HOME) and Housing Opportunities for Persons with AIDS (HOPWA) funds from the U.S. Department of Housing & Urban Development (HUD). These funds are used to fund agencies and projects to assist low-income persons and revitalize low-income neighborhoods. The Housing and Community Development (HCD) Department annually solicits for proposals from agencies and develops CDBG, ESG, HOME and HOPWA budgets which are incorporated into the City’s Annual Action Plan. For Fiscal Year 2019, the Action Plan contains thirty-two (32) projects. To carry out these projects, HUD requires the City to have agreements with the agencies carrying out the activities described in the Annual Action Plan. Furthermore, there are a couple HUD forms /Banking Documents that only require a single authorized official signature. These documents, specifically a) Forms HUD-7082, and b) HUD-40093 shall be authorized for execution by the Mayor (as Augusta, GA’s HUD Certified Official). To facilitate the execution of agreements/contract process, we propose the utilization of our attached Agreement/Contract procedural process (see attached). Note: Grey Highlights notate updated revisions for greater Commission Engagement Analysis:The submitted procedural process provides fluency and keeps the Augusta, GA Commission engaged of Housing and Community Development’s (HCDs) progress and projects. Approval of the proposed procedural process will enable HCD, through partnerships, to continue impactful housing/supportive service activities for persons/areas considered low and moderate. 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 $1,773,043, HOME Investment Partnership funds in the amount of $992,568, Emergency Solutions Grant funds in the amount of $148,479, and Housing Opportunities for Persons with AIDS funds in the amount of $1,059,712. Alternatives:Do not approve HCD's agreement/contract procedural process ask. Recommendation:Motion to approve Housing and Community Development Department’s (HCD's) contract procedural process (as presented for calendar year 2019) relative to authorization of Agreements/Contracts/HUD Forms. Funds are Available in the Following Accounts: Housing and Urban Development (HUD) Funds: Community Development Block Grant (CDBG), Emergency Solutions Grant (ESG), HOME Investment Partnership Grant (HOME) and, Housing Opportunities for Persons with AIDS (HOPWA) funds. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Housing and Community Development Department Hawthorne E. Welcher, Jr. Shawn L. Edwards Director Deputy Director Housing and Community Development 925 Laney Walker Blvd., 2nd Floor - Augusta, GA 30901 (706) 821-1797 – Fax (706) 821-1784 www.augustaga.gov LANEY WALKER/BETHLEHEM CONTRACT PROCEDURAL PROCESS Pursuant to Administrative Services Committee Meeting (December 11, 2018), Agenda Item #5, please find (below) Housing and Community Development’s REVISED (HCDs) Laney Walker/Bethlehem Revitalization Project Contract Procedural Process. Recommended Motion: Motion to approve the Laney Walker/Bethlehem Revitalization Project contract procedural process (as presented for calendar year 2019) relative to authorization of Agreements/Contracts/Task Orders 1. Laney Walker/Bethlehem Revitalization Bond Issuance Commenced a. First Bond Issuance ($8M)_2010 (approved by Augusta, GA Commission/URA) b. Second Bond Issuance ($2M)_2015 (approved by Augusta, GA Commission/URA) c. Bond funds are expended to a)facilitate commercial and residential development, b)maintenance and marketing incentives, c)construction & construction related activities, d)other 2. HCD presented to the Augusta, GA Commission (Committee-Commission cycle), the Laney Walker/Bethlehem Redevelopment Plan for review, approval/denial a. Approved by Augusta, GA Commission_2009 3. HCD engaged local citizens through a Citizen Participation process to present and provide annual updates to the Laney Walker/Bethlehem Redevelopment Plan (continued annually) 4. HCD submitted RFQ/RFP/ITB solicitation (via the Augusta, GA Procurement Office) to procure a certifiable service (development, construction, A&E, marketing, real estate services, property management, etc.) within the LW/B Area. Next, successful RFQ/RFP/ITB solicitations are presented to the Augusta, GA Commission for review, approval/denial (ahead of any developmental action). 5. If RESIDENTIAL, HCD (through partnerships) strategically implements Community Economic Development developmental activities in accordance with the Laney Walker/Bethlehem Redevelopment Plan a. HCD/Procured Developer identify potential projects, funding and set budgets b. Procured Developer submit bids for specified projects of interest (via defined project task order) c. Lowest/Best Bid is reviewed/vetted appropriately (internally) d. Lowest/Best Bid is presented to Augusta, GA Commission for review, approval/denial e. If Augusta, GA Commission approved, HCD moves forward with entering into a contract agreement for residential development/construction 6. If COMMERCIAL/RETAIL, HCD (through partnerships) strategically implements Community Economic Development commercial/retail/small business activities in accordance with the Laney Walker/Bethlehem Redevelopment Plan, a. HCD/Procured Developer/Real Estate Brokerage Services Company identify potential project(s) b. Potential Project is reviewed/vetted appropriately (internally) LW/B_Contract Procedural Approval Process Page 2 c. Potential Project is presented to Augusta, GA Commission for review, approval/denial (if applicable) d. If Augusta, GA Commission approved, i. HCD invites procured developers to bid on specified project (via defined project task order), or ii. HCD begins negotiations (sole source) with procured developer that has project concept expertise e. HCD moves forward with the lowest/best bid/sole sourced developer and enters into a contract agreement for commercial/retail/small business development 7. If OTHER, HCD strategically implements RFQs/RFPs/ITBs (via Augusta, GA Procurement Department) in accordance with the Laney Walker/Bethlehem Redevelopment Plan a. If respective RFQ/RFP/ITB is Augusta, GA Commission approved, HCD moves forward with proper execution of the contract agreement, led by the RFQs/RFPs/ITBs Scope of Service b. Other: A&E, Marketing Services, Real Estate Brokerage Services, Property Management, etc. 8. Once the LW/B Procured Developer/Partner has executed their Agreement, the Agreement is returned/signed by HCD Director, then submitted to Law Department for review and approval as to form; then forwarded to the Administrator and Mayor for execution on behalf of Augusta, GA 9. The fully executed agreement is then returned to HCD and a copy is provided to the procured developer/partner 10. The procured developer/partner will schedule a NTP and pre-development meeting with HCD before beginning 11. Procured Developer/Partner moves to carry out the activities described in their agreement, reports performance to HCD on an on-going basis, and is monitored for compliance periodically throughout the project. Recommendation Motion: Motion to approve the Laney Walker/Bethlehem Revitalization Project contract procedural process (as presented for calendar year 2019) relative to authorization of Agreements/Contracts/Task Orders *See LW/B Procedural Process Memorandum for detailed explanation of steps *Green boxes denote ARC Commission Action 27 Dec. 2018 HCD LW/B CONTRACT PROCEDURAL PROCESS FLOW CHART 1. Augusta, GA LW/B Revitialization Bond Issuance Commenced 2. HCD presented Commission LW/B Redevelopment Plan - Approved by Commission in 2009 3. HCD engage local constituents through Citizen Participation process 4. HCD submitted RFQ/FRP/ITB soliciastion through Procurement 4(b). HCD presents successful RGQ/RFP/ITB soliciations to Commission for review/approval/denial 5. If Residential, Lowest/Best Bid submitted to Commission for review/approval/denial 6. If Commercial / Retail, potential project presented to Commission for review/approval/denial 6(a). HCD moves to procure developers for approved projects through bidding on defined task orders or sol source negotiation, as appropriate 7. If other, HCD strategically implements RFQs/RFPs/ITBs through procurement in accordance with LW/B Redevelopment Plan 8. HCD executes Agreements with approved Procured Developer/Partner 8(b). HCD forwards executed Developer/Partner Agreement to Legal, Mayor and Adminstrator for review/execution 9. Fully executed Agreement returned to HCD 10. Procured Developer / Partner schedules NTP and predevelopment meeting with HCD before beginning project 11. Procured Developer / Partner moves to carry out the activities described in Agreement, reports performance to HCD (on-going) and is monitored for compliance periodically throughout the project. Administrative Services Committee Meeting 1/29/2019 1:10 PM FY2019 HCDs_LW/B Agreement/Contract Procedural Process Department:Housing and Community Development Department Presenter:Hawthorne Welcher, Jr., Director Caption:Motion to approve HCD's Laney Walker/Bethlehem Revitalization Project contract procedural process (as presented for calendar year 2019) relative to authorization of Agreements/Contracts/Task Orders. Background:In 2008, the Augusta Commission passed legislation supporting community development in Laney Walker/Bethlehem. Since that time, the Augusta Housing & Community Development Department has developed a master plan and development guidelines for the area, set up financial incentive programs for developers and homebuyers, selected a team of development partners to focus on catalytic change, and created a marketing strategy to promote the overall effort. To date, HCD (via partnership) continues impactful community developmental activities in seven (7) developmental nodes with continued focus on a Community Economic Development strategy centered around housing, commercial, retail, job creation, and a wraparound supportive service network. To facilitate the execution of our agreements/contract process, we propose the utilization of our attached Agreement/Contract procedural process (see attached). Note: Grey Highlights notate updated revisions for greater Commission Engagement Analysis:The submitted procedural process provides fluency and keeps the Augusta, GA Commission engaged of Housing and Community Development’s (HCDs) progress and projects. Approval of the proposed procedural process will enable continued redevelopment within the Laney Walker/Bethlehem neighborhoods. Financial Impact:Not Applicable Alternatives: Do not approve HCD’s LW/B Agreement/Contract procedural process ask. Recommendation:Motion to approve HCD’s Laney Walker/Bethlehem Revitalization Project contract procedural process (as presented for calendar year 2019) relative to authorization of Agreements/Contracts/Task orders. Funds are Available in the Following Accounts: Laney Walker/Bethlehem Bond Funds is the primary funding source REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting Commission Chamber - ll8l20l9 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; Sias, Chairman; Clarke, Vice Chairman; Davis and Few, members. ADMINISTRATIVE SERVICES 1. Motion to approve First Vehicle Services, Inc. provide fleet maintenance Item services to Augusta, Georgia - RFP 19-225. Action: Approved Made By seconded By ffitjii Motion to approve with the emergency towing a __-^__^ response time being Commissioner CommissionerApprove red',uced from 120 Mary Davis John Clarke Passes minutes to 90 minutes. Motion Passes 4-0. 2. Approve the proposed drafts of the dedication plaques for the following projects: . Maxwell Library Renovations. Reynolds Street Pedestrian Bridge. Augusta Records Retention Center Annex. Augusta Public Transit Operations and Maintenance Facility. Augusta Wellness Center Motions f#:" Motion rext Item Action: Approved Motions f#:"" Motion rext Made Bv Seconded By Motion Result Commissioner Commissioner Mary Davis Johnny Few Passes Motion to Approve approve. Motion Passes 4-0. 3. Motion to approve Housing and Community Development Department's Item (HCD's) contract procedural process relative to authorization of Action: agreements/contracts/tlUD forms for the various federal programs Approved administered by the Department for program/calendar year 2019. seconded By Motion Result Motion to delete this Delete item from the agenda. commissioner commissioner Motion passes 4-0. Mary Davis Johnny Few Passes 4. Motion to approve Housing and Community Development Department's ltem (HCD's) procedural process relative to agreements/contracts/task orders for Action: the Laney Walker/Bethlehem Revitalization Project (for calendar year 2019). Approved (Approved by Administrative Services Committee December 11, 2018 - referred from December 18 Commission meeting) Motions f#:" Motion rext Motions ryJ:" Motion rext Made By Made By Seconded By Motion Result Motion to delete this Delete item from the agenda. commissioner commissioner Motion passes 4-0. Mary Davis Johnny Few Passes 5. Motion to approve the minutes of the Administrative Services Committee held Item on December 11, 2018. Action: Approved Motions X:jt1"' Motion Text Made By seconded By MotionIYPe ----- -'t Result Approve Commissioner Commissioner passes John Clarke Mary Davis Motion to approve. Motion Passes 4-0. 6. Motion to Deny the Protest and Appeal of Corizon Health regarding RFP #18- Item 200 Inmate Medical Services for the Sheriffs Office and RCCI. Action: Approved Motions Motion tr L, m Motion;----- Motion Text Made By Seconded ByrYPe ''---- -J Result Motion to concur in ^ the denial of the Commissioner CommissionerApprove .-.----:--. ---- -- .""..'-:'--^-^ passesr r - protest. Mary Davis Johnny Few Motion Passes 4-0. 7. Presentation by Mr. Stanley Brown regarding the Archer Study. Item Action: Approved Motions X:'1"' Motion Text Made By seconded By MotionIYPe - ---- -" ----"'-- -r Result Motion to delete this item from the agenda A --_^-.^ and allow it to go Commissioner CommissionerApprove through the normal Mary Davis Johnny Few Passes appeal process. Motion Passes 4-0. 8. Motion to approve the bid award for the Municipal Building Condenser Water Item Pipe Insulation to Contract Management of Augusta, GA in the amount of Action: $79,900.00. Bid Item l8-222A. Approved Motions X:11" Motion Text Made By seconded By MotionlYPe - ----- -'t Result Motion to Approve upp;;.:- Commissioner Commissioner MJil;ir"sses 4-0. Mary Davis Johnny Few Passes 9. Motion to approve the bid award for the Municipal Building Drainpipe Item installation to Contract Management of Augusta, GA in the amount of Action: 577,369.00. Bid Item 18-223A. Approved Motions f#:"' Morion Text Made By Seconded By f""rt# Motion to Commissioner CommrssronerApprove approve. -----_--;--.;_ - ;_; ------ - -- Passes tvtotion passes 4-0. Mary Davis Johnny Few www.auqustaga.gov Administrative Services Committee Meeting 1/29/2019 1:10 PM Minutes Department: Presenter: Caption:Motion to approve the minutes of the Administrative Services Committee held on January 8, 2019. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Lena Bonner From: Sent: To: Subject: Ms. Bonner, Commissioner Sean Frantom Wednesday, January 23,20L9 8:38 AM Lena Bonner Agenda Item for Next Week Please add this to the agenda next week - Discuss authorizing Planning & Development and Human Resources to research compensation paid in the various positions in Planning & Development and determine a competitive pay range that enables the department to attract and retain qualified employees. Thank you, Sean Frantom Commissioner District 7 (706)s64-1663 sfrantom @a u gustaga.gov This e-mail contains confidential information and is intended only for the individual named. lf you are not the named addressee, you should not disseminate,distribute or copy this e-mail. 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AED:104.1 Administrative Services Committee Meeting 1/29/2019 1:10 PM competitive pay range Planning & Development Dept. Department: Presenter:Mayor Pro Tem Sean Frantom Caption:Discuss authorizing Planning & Development and Human Resources to research compensation paid in the various positions in Planning & Development and determine a competitive pay range that enables the department to attract and retain qualified employees. (Requested by Mayor Pro- Tem Sean Frantom) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: