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Home My WebLink About2019-03-12 Meeting Minutes Administrative Services Committee Meeting Commission Chamber - 3/12/2019 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; Sias, Chairman; Clarke, Vice Chairman; Davis and Few, members. ADMINISTRATIVE SERVICES 1. Request to purchase one Chevrolet Tahoe Pursuit SUV for the Sheriff’s Office. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve the updated agenda item to 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 and one Chevrolet Tahoe for the Richmond County Coroner's Office using SPLOST 7 funds. Motion Passes 4-0. Commissioner Mary Davis Commissioner Johnny Few Passes 2. The Utilities Department Construction and Maintenance Division is requesting to replace one backhoe loader to Border Equipment utilizing ITB #18-234A and lease two sewer vacuum trucks to Environmental Products of Georgia utilizing ITB 18-305. 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 Johnny Few Passes 3. Motion to approve Housing and Community Development Department’s (HCD's) request to sell property located at 3209 Sylvan Court to an approved homebuyer. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner John Clarke Commissioner Johnny Few Passes 4. Approve the proposed drafts of the dedication plaques for the following projects: Augusta Planning and Development Department - Renovation Augusta Central Services Department - Renovation and Addition Georgia Cyber Center Parking Facility Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve the drafts for the Planning and Development Department Renovation and the Central Services Department Renovation and Addition and referring the draft for the Georgia Cyber Center Parking Facility to the next committee meeting. Motion Passes 4-0. Commissioner Mary Davis Commissioner Johnny Few Passes 5. Motion to authorize Housing and Community Development Department’s (HCD's) Director to execute a Certification of Consistency with Local Consolidated Plan for SAFEHOMES, Inc. Domestic Violence Shelter in Augusta, Georgia. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner John Clarke Commissioner Johnny Few Passes 6. Discuss the proposed changes to the Julian Smith Casino and BBQ Pit. (Requested by Commissioner Ben Hasan) 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 Johnny Few Passes 7. Update from the Central Services Department regarding the condition of the patio deck at the Lake Olmstead Park that must include the following: 1)The condition of the deck; is it repairable or should it be completely replaced? 2) Is this issue an emergency due to event obligations? 3) Should the work be contracted out or done in house? 4) Would contracting out be most effective and efficient? (Requested by Commissioner Sammie Sias) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve outsourcing the work on the deck with staff working with Procurement to complete Commissioner John Clarke Commissioner Mary Davis Passes the work as an emergency project. Motion Passes 4-0. 8. Receive as information the update from HCD that, per requirements of the local HUD Citizen Participation Plan, HCD will publish advertisement for a 15-day Public Comment and submit the 2018 Consolidated Annual Performance and Evaluation Report (CAPER) report to HUD on or before the March 31 deadline once comments are received with no return to Commission. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner John Clarke Commissioner Johnny Few Passes 9. Motion to approve authorization of Housing and Community Development Department’s (HCD's) agreement for a Small Business Development Loan to Leibra Inc., dba Whipped Creamery in the amount of $37,500.00 (at 4% Interest and an 84-Month Term). Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner John Clarke Commissioner Mary Davis Passes 10. Discuss the role of Human Resources in hiring and firing employees. (Requested by Commissioner Marion Williams) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Defer Motion to refer this item back to the next committee meeting. Motion Passes 4-0. Commissioner Mary Davis Commissioner John Clarke Passes 11. Motion to approve Housing and Community Development Department’s (HCD's) request to enter into a professional contract agreement with J&B Construction for concept design of townhomes on the east side of James Brown Boulevard (between Adams Street and Hopkins Street). (Referred from February 26 Administrative Services Committee) 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 John Clarke Commissioner Johnny Few Passes 12. Motion to approve the minutes of the Administrative Services Committee held on February 26, 2019. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner John Clarke Commissioner Mary Davis Passes 13. Presentation from the Administrator regarding cost analysis for part-time employees to receive holiday pay. (Requested by Bill Fennoy) Item Action: Rescheduled Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to refer this item to the next committee meeting for further discussion with the Administrator to research how other cities approach this issue and also to determine how many part-time employees in the Sheriff's Commissioner Mary Davis Commissioner Johnny Few Passes Department this would include and how it would impact their operations there. Motion Passes 4-0. 14. Discuss renaming the Lake Olmstead Stadium to Jefferson-Smith Amphitheater. (Requested by Commissioner Bill Fennoy) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Mr. Sias votes No. Motion Passes 3-1. Commissioner Mary Davis Commissioner Johnny Few Passes 15. Motion to accept the resignation of Bill Lockett, Commission Liaison, Age- Friendly Augusta, upon Mayoral appointment of Age-Friendly Augusta Advisory Council Members. The duties and responsibilities of the advisory council will be addressed at the Age-Friendly Augusta Vision 2020 Plan Summit, Augusta Boathouse, March 14, 2019. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve with the correction of the Advisory Council members to be appointed by the Commission rather than the Mayor. Motion Passes 4-0. Commissioner Mary Davis Commissioner Johnny Few Passes 16. Request Approval of RFQ Item 18-169 – Real Estate Brokerage Services for the Laney Walker/Bethlehem Revitalization Project to Sherman and Hemstreet on behalf of Housing and Community Development Department (HCD). (Referred from February 26 Administrative Services Committee) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to refer this item to the full Commission with no recommendation with an amendment for a one- year term and two one- year renewal terms. Motion Passes 4-0. Commissioner Mary Davis Commissioner Johnny Few Passes 17. Update from Compliance Department on the full status of the department, to include personnel, mission, and planned activities. (Requested by Commissioner Sammie Sias) 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 Johnny Few Passes 18. Discuss the purchase of a vehicle for the Mayor's Office. (Requested by Commissioner Marion Williams) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Defer Motion to refer this item to the full Commission with no recommendation for a clarification of whether the vehicle approved for the Mayor's office will be for the Mayor or the Mayor's staff. Motion Passes 4-0. Commissioner Johnny Few Commissioner John Clarke Passes www.augustaga.gov Administrative Services Committee Meeting 3/12/2019 1:05 PM Attendance 3/12/19 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: BID 18-269 Year 2019 Brand Chevy Model Tahoe Delivery Date 12-16Weeks Base Price 5.01 $32,745 5.02 Spot Lamp LED $ 584.00 5.03 Heavy Duty Floor Mats $ 150.00 5.04 Side Assist Steps Standard 5.05 4WD Option Package $ 3,606.00 5.06 Admin Package (Console) $ 1,140.00 5.07 Delivery Fee $ 150.00 6.06 Road Patrol Package $ 8,425.00 6.09 Windshield Tint $ 135.00 OPTIONS TOTAL $ 14,190.00 BASE PRICE: $ 32,745.00 TOTAL FOR OPTIONS AND BASE PRICE 46,935.00$ 2019 Large Pursuit SUV Equipment included in base price: 5.3L V8 ECOTEC 6 Speed Automatic Transmission 18 Inch Aluminum wheels with all terrain tires Heat and Air Conditioning AM/FM/BT Radio Power Windows Power Locks Power Drivers Seat Front Cloth Bucket Seats w/ no console Vinyl Rear Seating Adjustable Tilt Steering Cruise Control Remote Keyless Entry Full Floor Vinyl Flooring Rear Vision Camera Auxillary Battery FOR ALL DEPARTMENTS- Large Pursuit SUV-BIDS OPENED 9/21/18 @ 11:00 Family Ford Inc. 5.01 FINAL REPORT: Yes No REPORTING PERIOD Quarter Oct 01 2018 - Dec 31 2018 ITEM NO QUANTITY COST EACH TOTAL COST AMOUNT OBLIGATED (A) AMOUNT EXPENDED(B) 001 1 27,778.00$ 27,778.00$ 27,778.00$ 27,778.00$ 002 1 57,333.56$ 57,333.56$ 57,333.56$ 003 1 5,421.48$ 5,421.48$ 5,421.48$ 5,421.48$ 004 1 7,467.00$ 7,467.00$ 7,467.00$ 7,467.00$ 005 1 1,999.96$ 1,999.96$ 1,999.96$ 1,999.96$ -$ -$ -$ -$ -$ -$ -$ 100,000.00$ 100,000.00$ 42,666.44$ EMW-2017-SS-00015-S01 SHO17-008 Total -- Includes Amounts from Page 2 2017 IED / EOD Protective Operational Clothing Total Containment Equipment upgrade / Repair ITEM DESCRIPTION Protective Bomb Suit Bomb Tech / CBRNE Equipped Response Vehicle PRINTED NAME AND TITLE COUNTY Richmond AREA 3 400 Walton Way Augusta, Ga. 30901 Replacement Battaries all types and sizes GAN NUMBER Cpl. Bruce Williams CONTACT NAME: GEORGIA EMERGENCY MANAGEMENT AGENCY/HOMELAND SECURITY FISCAL YEAR QUARTERLY FINANCIAL STATUS REPORT (FSR) * Richmond County Sheriff's Office 706-821-1486 / 706-799-4362 CONTACT PHONE / ALTERNATE NO. GEMA/HS GRANT NUMBER * OBLIGATIONS AND EXPENDITURES MUST BE REPORTED TO GEMA/HS ON A QUARTERLY BASIS THROUGH THE USE OF THE FSR. PLEASE COMPLETE FORM BY UPDATING INFORMATION IN SECTIONS (A) AND (B) ABOVE. NOTE: FUNDS ARE OBLIGATED (A) AT THE TIME THAT THE ORDER IS PLACED. FUNDS ARE EXPENDED (B) WHEN THE INVOICES ARE PAID. APPLICANT (Agency/ Department) SIGNATURE OF SUBRECIPIENT'S AUTHORIZED REPRESENTATIVE ADDRESS: Under penalty of perjury, I certify that all expenses, listed on this report are in accordance with the Office of Management and Budgets “Uniform Guidance” (http://www.grants.gov/web/grants/learn-grants/grant-policies/omb-uniform-guidance-2014.html), Title 44 of the Code of Federal Regulations, Chapter 1 Part 13 (http://www.gpoaccess.gov/cfr/index.html), and the Homeland Security Grant Program guidance document located online at (https://www.fema.gov/homeland-security-grant-program). ITEM NO QUANTITY COST EACH TOTAL COST AMOUNT OBLIGATED (A) AMOUNT EXPENDED(B) -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ ITEM DESCRIPTION Continuation from Page 1 Subtotal (Reports to Page 1) GEORGIA EMERGENCY MANAGEMENT AGENCY/ HOMELAND SECURITY For use with HSGP: State Homeland Security Program (SHSP), Urban Area Security Initiative (UASI); Non-Profit Security Grant (NSGP) 1 2 3 4 5 6 Item 001 Item 002 Item 003 Item 003 EXAMPLE: The totals for the Original Total Budgeted Amount and the Revised Total Budgeted Amount should be the same, unless directed by GEMA/HS to do differently. Begin by filling out the top of the form (Date, Grant Number, Agency Name, Requestor information). Begin by filling out the current approved budget from your Approved Budget Worksheet (Category, Item, Quantity (QTY), and Total Budgeted Amount). Enter the Revised Quantity and Revised Total Budgeted Amount. If there is no change requested for that specific line item enter the original QTY and Original Total Budgeted Amount into the Revised Quantity and Revised Total Budgeted Amount. The final goal is for the Revised Budget Column to be the budget you To add a new item, first choose the Category and add the Item. Leave QTY and Original Total Budgeted Amount blank and add the Revised QTY and Revised Total Budgeted Amount. QTY: If the quantity has increased or decreased from the original Approved Budget Worksheet enter the Revised Quantity here.REVISED QTY: REVISED BUDGETED AMOUNT:If the TOTAL budgeted amount for the line item has increased or decreased from the original Approved Budget Worksheet enter the Revised Total Budgeted Amount for that line item here. AMOUNT INCREASE/DECREASE:This amount auto-calculates and is used by GEMA/HS to process Budget Adjustments. CAT: ITEM: The original Budgeted Amount was $150, but because the agency is increasing the quantity needed the Revised Total Budget Amount is increasing by $50. INSTRUCTIONS FOR COMPLETING BUDGET ADJUSTMENT DEFINITIONS: ITEM #: The original Budgeted Amount was $500, but because the agency is reducing the quantity needed the Revised Total Budget Amount is decreasing by $200. The original Budgeted Amount was $1000, but this line item isn't changing, so the agency is putting the same information in the Revised Columns. This is a new item. There is no prior Quantity or Original Budgeted Amount, so these should be left empty; however, the Revised Quantity and Revised Total Budgeted Amount will include the amount(s) for the new item(s). In this case reallocating $150. This amount is the TOTAL budgeted amount for that line item from the Approved Budget Worksheet. This number should coordinate with the item number on your original Approved Budget Worksheet. This will be the category of the item being listed. For example, SAR for Search and Rescue, or, PPE for Personal Protective Equipment. This should correspond with the FEMA Authorized Equipment List (AEL) located at https://www.fema.gov/authorized-equipment-list. This is the item being purchased. This should correspond with the Approved Budget Worksheet and should be allowable per the FEMA AEL. Enter the original quantity amount for that line item from the Approved Budget Worksheet. ORIGINAL BUDGETED AMOUNT: GEORGIA EMERGENCY MANAGEMENT AGENCY/ HOMELAND SECURITY For use with HSGP: State Homeland Security Program (SHSP), Urban Area Security Initiative (UASI); Non-Profit Security Grant (NSGP) DATE:GRANT NUMBER: (SHO-, SUA-, SNS-)AGENCY: NAME/TITLE PHONE: EMAIL: ITEM # CAT QTY REVISED QTY REVISED BUDGETED AMOUNT 001 EOD 1 1 27,778.00$ 002 EOD 1 1 57,333.56$ 003 PPE 6 6 5,421.48$ 004 EOD 1 1 7,467.00$ 005 EOD 1 1 1,999.96$ 006 007 008 009 010 011 012 013 014 015 016 017 018 019 020 021 022 023 024 025 -$ TOTAL TOTAL 100,000.00$ ORIGINAL BUDGETED AMOUNT 32,000.00$ 45,000.00$ 6,000.00$ 15,000.00$ 2,000.00$ 100,000.00$ Bomb Tech / CBRNE Equipped Response Vehicle IED/EOD Protective Operational Clothing Total Containment Equipment upgrade / repair Replacement Battaries all types and sizes ITEM REQUESTOR: 11/19/2018 SHO17-008 Cpl. Bruce Williams 706-821-1486 -$ GEMA/HS APPROVALSUB-RECIPIENT SIGNATURE Cpl. Bruce A. Williams PRINTED NAME 12,333.56$ Protective Bomb Suit -$ SUBTOTAL FROM CONTINUATION PAGE (If Needed) -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ (0.00)$ (7,533.00)$ (0.04)$ -$ REQUEST FOR BUDGET ADJUSTMENT AMOUNT INCREASE / DECREASE (4,222.00)$ bawilliams@augustaga.gov COST ESTIMATE Richmond County Sheriff's Office (578.52)$ GEORGIA EMERGENCY MANAGEMENT AGENCY/ HOMELAND SECURITY For use with HSGP: State Homeland Security Program (SHSP), Urban Area Security Initiative (UASI); Non-Profit Security Grant (NSGP) ITEM CAT QTY REVISED QTY REVISED BUDGETED AMOUNT 026 027 028 029 030 031 032 033 034 035 036 037 038 039 040 041 042 043 044 045 046 047 048 049 050 051 052 053 054 055 056 057 058 059 060 TOTAL -$ -$ -$ -$ -$ -$ -$ -$ ITEM ORIGINAL BUDGETED AMOUNT -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ AMOUNT INCREASE / DECREASE SUBTOTAL (Continuation) COST ESTIMATE REQUEST FOR BUDGET ADJUSTMENT, CONTINUED Invitation to Bid Sealed bids will be received at this office until Friday, September 21, 2018 @ 11:00 a.m. for furnishing: Bid Item #18-269 2019 Large Pursuit SUV – Augusta, GA Central Services Department - Fleet Maintenance Bid Item #18-280 2018/2019 Landscape Truck – Augusta, GA Central Services Department - 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 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 7, 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 places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 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 August 16, 23, 30, September 6, 2018 Metro Courier August 16, 2018 OFFICIAL VENDORS HARDY CHEVY BUICK GMC, INC 1249 CHARLES HARDY PKWY DALLAS, GA 30157 Attachment B Yes E-Verify Number 382278 SAVE Form Yes Year 2019 Make CHEVY Model TAHOE Approximate Delivery Schedule 12-16 WKS ARO 5.01 - 2019 Large Pursuit SUV, 4x2, V-8 $32, 745.00 5.02-Spot Lamp LED $584.00 5.03-Heavy Duty Floor Mats $150.00 5.04-Side Assist Steps STANDARD 5.05-4WD Option Package $3,606.00 5.06- Administrative Package $1,140.00 5.07-Delivery Charge $150.00 5.08-Exterior Color Not Included in Base Price $500.00 5.09-Exterior Color Not Included in Base Price $500.00 5.10-Exterior Color Not Included in Base Price N/A 6.01 Bush Field Fire Package $5,586.00 6.02 1 Each TESSCO 27208 ANTENEX 17’ Co- Axial Cable w/Mini UHF $26.00 6.03 Labor to Install Customer Supplied Radio and Antenna $200.00 6.04 Administrative Package $2,035.00 6.05 Civil Package $3,543.00 6.06 Road Patrol Package $8,425.00 6.07 Fire Extinguisher $55.00 6.08 Outlet Receptacle $60.00 6.09 Windshield Tint $135.00 Bid Opening Item #18-269 2019 Large Pursuit SUV for Augusta, Georgia- Central Services Department-Fleet Maintenance Bid Due: Friday, September 21 , 2018 @ 11:00 a.m. General Options Total Number Specifications Mailed Out: 15 Total Number Specifications Download (Demandstar): 1 Total Electronic Notifications (Demandstar): 73 Mandatory Pre-Bid/Telephone Conference: N/A Total packages submitted: 1 Total Non-Compliant: 0 5.00 Vehicle/Manufacturer Options Required: 6.00 Outfitter Specialty Items : Page 1 of 1 Administrative Services Committee Meeting 3/12/2019 1:05 PM 2019 - Sheriff Bomb Truck Grant: Bid Item #18-269 Department:Central Services Department - Fleet Management Division Presenter:Ron Crowden Caption:Request to purchase one Chevrolet Tahoe Pursuit SUV for the Sheriff’s Office. Background:The Richmond County Sheriff’s Office has received a grant, through the State of Georgia, from the Federal Homeland Security Grant Program (details attached). The grant will authorize the expenditure of up to $57,333.56 for one Bomb Squad Technology Equipped Response Vehicle (see attachment). This vehicle will be utilized by the Richmond County Sheriff’s Office –Special Operations Division. Analysis:The Procurement Department published a competitive bid using the Demand Star application for Large Pursuit SUV’s with the following results: Bid 18-269 Large Pursuit SUV: 2019 Chevrolet Tahoe – Hardy Chevrolet - $46,935.00 Financial Impact:No impact on Capital Outlay or SPLOST funding. RCSO has received grant funding for the purchase of this vehicle. 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 SUV for the Richmond County Sheriff’s Office funded by Grant # SHO17-008 Funds are Available in the Following Accounts: 220-03-9266/54.22110 FY17 FEMA Bomb Grant REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission BID 18-234A Year 2018/2019 2018 2018 2018 Make CAT JCB JOHN DEERE CASE Model 415 3CX 310SL 580NEP Bid Price (5.01)$75,365.00 $60,850.68 $72,372.44 $62,523.00 Delivery Date 60-90 DAYS ARO 60 DAYS ARO 90-120 DAYS ARO 90 DAYS ARO Optional Item 6.01 Keys (3 Total)$25.00 $72.95 $15.00 $0.00 6.02 Fire Extingusiher $38.00 $64.10 $62.00 $0.00 6.03 Operator Manuals $550.00 $561.94 $876.00 $0.00 6.04 Delivery Charge $100.00 $750.00 $500.00 $0.00 7.01 Master Disconnect Switch Standard Standard $166.60 Included 7.02 Anit-Rebound System $420.00 Standard Included Included 7.03 Load Stabilizer System Standard Standard $1,354.50 Included 7.04 Air Ride Suspension Seat $500.00 Included $343.00 N/A 7.05 ROPS/FOPS $4,300.00 Included $9,022.30 $7,482.00 7.06 Sun Visor Standard Included $64.40 Included 7.07 Air Conditioning/Heat Sytem Included $15,586.00 Standard Included 7.08 LED Lighting Package $450.00 $1,104.00 $717.50 $2,425.00 7.09 Tool Box $200.00 Included Standard $198.00 7.10 Beacon Light $125.00 $197.00 $257.00 Included 7.11 Placard-Slow Moving Vehicle (SMV)$100.00 $30.00 $77.70 Included TOTALS:$82,173.00 $79,216.67 $85,828.44 $72,628.00 BACKHOE/LOADER - BID OPENING 9/11/18 @ 11:00 YANCEY BROTHERS LOW COUNTRY TCB FLINT CONSTRUCTION $ FORESTRY DIVISION BORDER EQUIPMENT Invitation to Re-Bid Sealed bids will be received at this office until Tuesday, September 11, 2018 @ 11:00 a.m. for furnishing: Re-Bid Item #18-234A Backhoe Loader – Augusta, GA Central Services Department - Fleet Maintenance Re-Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Re-Bid documents may be 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, August 24, 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 August 2, 9, 16, 23, 2018 Metro Courier August 2, 2018 OFFICIAL VENDORS YANCY BROTHERS 4165 MIKE PADGETT HWY AUGUSTA, GA 30906 LOW COUNTRY TCB 1008 E. HWY 80 POOLER, GA 31322 FLINT CONSTRUCTION & FORESTRY DIVISION 1900 WILLIAM FEW PARKWAY GROVETOWN, GA 30813 BORDER EQUIPMENT 2804 WYLDS ROAD AUGUSTA, GA 30909 Attachment B YES YES YES YES E-Verify Number 686717 198415 344722 705362 SAVE Form YES YES YES YES Year 2018/2019 2018 2018 2018 Make CAT JCB John Deere CASE Model 415 3CX 310SL 580NEP Approximate Delivery Schedule 60-90 Days ARO 60 Days ARO 90-120 Days ARO 90 Days ARO 5.01 - 2018/2019 Backhoe Loader, 4WD $75,365.00 $60,850.68 $72,372.44 $65,523.00 6.01 Keys-(3 sets Total)$25.00 $72.95 $15.00 $0.00 6.02 Fire Extinguisher $38.00 $64.10 $62.00 $0.00 6.03 Operator Manuals (2 ea)$550.00 $561.94 $876.00 $0.00 6.04 Delivery Charge $100.00 $750.00 $500.00 $0.00 7.01 Master Disconnect Switch Standard Standard $166.60 Included 7.02 Anti-Rebound System $420.00 Standard Included Included 7.03 Load Stabilizer System Standard Standard $1,354.50 Included 7.04 Air Ride Suspension Seat $500.00 Included $343.00 N/A 7.05 ROPS/FOPS $4,300.00 Included $9,022.30 $7,482.00 7.06 Sun Visor Standard Included $64.40 Included 7.07 Air Conditioning and Heat System Included $15,586.00 Standard Included 7.08 LED Light System Package $450.00 $1,104.00 $7,017.50 $2,425.00 7.09 Tool Box $200.00 Included Standard $198.00 7.10 Beacon Light $125.00 $197 $257.00 Included 7.11 Placard-Slow Moving Vehicle (SMV) $100.00 $30 $77.70 Included Bid Opening Item #18-234A Backhoe Loader for Augusta, Georgia- Central Services Department-Fleet Maintenance Bid Due: Tuesday, September 11 , 2018 @ 11:00 a.m. General Options Total Number Specifications Mailed Out: 16 Total Number Specifications Download (Demandstar):0 Total Electronic Notifications (Demandstar): 55 Mandatory Pre-Bid/Telephone Conference: N/A Total packages submitted: 4 Total Non-Compliant: 0 Vehicle/Optionals Required: 7.00 Manufacturer Options: 6.00 Specialty Items Required: Page 1 of 1 Invitation to Bid Sealed bids will be received at this office until Tuesday, November 6, 2018 @ 3:00 p.m. for furnishing: Bid Item #18-305 Sewer Vacuum Truck – 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, October 19, 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 27, October 4, 11, 18, 2018 Metro Courier September 27, 2018 OFFICIAL Vendors Environmental Products of Georgia 4410 Wendell Dr SW Atlanta, GA 30336 Adams Equipment 6971 Oak Ridge Commerce Way Austell, GA 30168 H.D. Industries P.O. Box 8250 Jacksonville, TX 75766 Attachment B Yes Yes NO Bid E-Verify Number 312637 224309 SAVE Form Yes Yes Year 2020 2019 Brand Vactor Vac-Con Model 2115I VPD3616HEN/1500 Bid Price $414,947.00 $484,485.00 Delivery Date May-June 2019 120 Days ARO 2018/2019 Sewer Vacuum Truck Total Number Specifications Mailed Out: 10 Total Number Specifications Download (Demandstar): 4 Total Electronic Notifications (Demandstar): 16 Total Number of Specifications Mailed Out to Local Vendors: 2 Total packages submitted: 2 Total Non-Compliant: 0 Bid Opening Item #18-305 Sewer Vacuum Truck for Augusta, Georgia – Central Services Department-Fleet Maintenance Division Bid Due: Tuesday, November 6, 2018 @ 3:00 p.m. Page 1 of 1 Administrative Services Committee Meeting 3/12/2019 1:05 PM 2019 - Utilities Construction Equipment - Bid #18-234A & ITB 18-305 Department:Central Services Department - Fleet Management Division Presenter:Ron Crowden Caption:The Utilities Department Construction and Maintenance Division is requesting to replace one backhoe loader to Border Equipment utilizing ITB #18-234A and lease two sewer vacuum trucks to Environmental Products of Georgia utilizing ITB 18- 305. Background:The Construction and Maintenance Division requests the replacement of a 15-year-old Komatsu WB140-2N backhoe loader. The backhoe was purchased in May 2004 and over its operational life has accumulated 120 maintenance work orders at a cost of over $52,000 in repairs. The age and extensive maintenance cost has made this backhoe loader a liability to the Division. The Division would like to lease two sewer vacuum trucks under a 4 year contact. The normal life expectancy for this type vehicle is 5 years due to the nature of its use. After 5 years a major retrofit is required due to the high maintenance cost from normal use. The retrofit would take the truck out of operation for 30 to 60 days for completion. Considering the high expense to purchase, the high maintenance cost and the cost to refurbish, the Division believes it is more economical and operationally efficient to lease the sewer vacuum truck than purchase it. The lease will be supported by a maintenance contract. Analysis:The Procurement Department published an invitation to bid using the demand Star national electronic bid application for the backhoe loader and the sewer vacuum truck with the following results: Bid 18-234A: Backhoe Loader: 2018 Case 580NEP- Border Equipment: $72,628 (Augusta, GA); 2018 Cat 415 – Yancey Brothers: $82,173: $82,173 (Augusta, GA); 2018 JCB 3CX – Low Country TCB: $79,216 (Pooler, GA); 2018 John Deere – Flint Construction: $85,828.44 (Grovetown, GA). Tab Sheet is enclosed. Recommendation is to award this item to Border Equipment. Bid 18-305 Sewer Vacuum Truck: 2020 Vactor 2115i – Environmental Products of Georgia: $414,947.00 X 2 = $829,894.00 (Atlanta, GA); 2019 Vac-Con VPD316HEN/1500 –Adams Equipment: $484,485.00 = $968,970.00 (Austell, GA). Environmental Products of Georgia annual lease payment: lease for the trucks is $169,789.49 (each year for 4 years) and annual maintenance payments of $24,000 per year; annual total payment is $193,789.49. Tab sheet are enclosed The lease end options are: (1) to purchase the truck for $124,484.00 each or (2) allow the lease to expire with the vendor paying the final payment of $248,968.00 balloon payment, or renew another lease. Financial Impact:The 2019 backhoe loader will be purchased using the Utilities Capital Outlay (account: 506-04-3410/54.22510). The sewer vacuum trucks leases will be paid through the Departments enterprise operating funds. (506-04-3410/58.22110). Alternatives:(1) Approve the request, (2) approve the request in part or (3) disapprove the request. Recommendation:Approve the purchase of one backhoe loader from Border Equipment for $72,628 utilizing Bid #18-234A and the 4-year lease of the sewer vacuum trucks from Environmental Products utilizing Bid # 18-305, with a 4-year maintenance program for an annual payment of $193,789.49 each year for 4 years. Funds are Available in the Following Accounts: 506-04-3410/5422510 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 3/12/2019 1:05 PM Approval for Sale of 3209 Sylvan Court Department:Housing and Community Development Department Presenter:Hawthorne Welcher, Jr. and/or HCD Staff Caption:Motion to approve Housing and Community Development Department’s (HCD's) request to sell property located at 3209 Sylvan Court to an approved homebuyer. Background:The Neighborhood Stabilization Program (NSP) was established for the purpose of providing emergency assistance to stabilize communities with high rates of abandoned and foreclosed homes, and to assist households whose annual incomes are up to 120 percent of the area median income (AMI). Through the Neighborhood Stabilization Program (NSP), Augusta Housing and Community Development purchased, rehabilitated and sold 3209 Sylvan Court in 2013 to an eligible homebuyer. Due to nonpayment this property was foreclosed on August 1, 2017. HCD has taken possession of the property and rehabilitated it to make it available to a homebuyer. Through advertisement with Meybohm Realty (c/o Realtor Elmyria Chivers), an offer has been received for the purchase of the property. In accordance to the rules and regulations of the NSP Program, the homeowners are eligible and the offer is valid. Analysis:The approval of the sale of this property will have a positive impact on the community by increasing the tax base in Augusta, Georgia and furthering Workforce Housing. Financial Impact:Little Appraisal Company appraised the property for $112,000, and the homebuyer has offered a cash offer of $113,000. There is no other financial commitment being offered by Augusta, Georgia (via HCD). Alternatives:Do not approve the sale of 3209 Sylvan Court. Recommendation: Motion to approve Housing and Community Development Department’s (HCD's) request to sell property located at 3209 Sylvan Court to an approved homebuyer. Funds are Available in the Following Accounts: Housing and Urban Development (HUD) Funds: Neighborhood Stabilization Program (NSP) funds. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission MAYOR HARDIE DAVIS, JR. AUGUSTA COMMISSION DISTRICT 1 WILLIAM FENNOY DISTRICT 6 BEN HASAN DISTRICT 2 DENNIS WILLIAMS DISTRICT 7 SEAN FRANTOM DISTRICT 3 MARY DAVIS, MAYOR PRO TEM DISTRICT 8 WAYNE GUILFOYLE DISTRICT 4 SAMMIE SIAS DISTRICT 9 MARION WILLIAMS DISTRICT 5 ANDREW JEFFERSON DISTRICT 10 GRADY SMITH TAKIYAH A. DOUSE - DIRECTOR RICK ACREE - PROJECT MANAGER RCN CONTRACTING - GENERAL CONTRACTOR CHRISTOPHER BOOKER & ASSOCIATES - ARCHITECT ADMINISTRATOR CONSTRUCTION MANAGEMENT FUNDED BY SPECIAL PURPOSE LOCAL OPTION SALES TAX LENA BONNER - CLERK OF COMMISSION CENTRAL SERVICES DEPARTMENT AUGUSTA PLANNING & DEVELOPMENT DEPARTMENT 2018 JANICE ALLEN JACKSON MAYOR HARDIE DAVIS, JR. AUGUSTA COMMISSION DISTRICT 1 WILLIAM FENNOY DISTRICT 6 BEN HASAN DISTRICT 2 DENNIS WILLIAMS DISTRICT 7 SEAN FRANTOM DISTRICT 3 MARY DAVIS, MAYOR PRO TEM DISTRICT 8 WAYNE GUILFOYLE DISTRICT 4 SAMMIE SIAS DISTRICT 9 MARION WILLIAMS DISTRICT 5 ANDREW JEFFERSON DISTRICT 10 GRADY SMITH TAKIYAH A. DOUSE - DIRECTOR RICK ACREE - PROJECT MANAGER CONTRACT MANAGEMENT INC. - GENERAL CONTRACTOR CHRISTOPHER BOOKER & ASSOCIATES - ARCHITECT JANICE ALLEN JACKSON AUGUSTA CENTRAL SERVICES DEPARTMENT 2018 ADMINISTRATOR CONSTRUCTION MANAGEMENT FUNDED BY SPECIAL PURPOSE LOCAL OPTION SALES TAX LENA BONNER - CLERK OF COMMISSION CENTRAL SERVICES DEPARTMENT MAYOR HARDIE DAVIS, JR. AUGUSTA COMMISSION DISTRICT 1 WILLIAM FENNOY DISTRICT 2 DENNIS WILLIAMS DISTRICT 3 MARY DAVIS, MAYOR PRO TEM DISTRICT 4 SAMMIE SIAS DISTRICT 5 ANDREW JEFFERSON DISTRICT 6 DISTRICT 7 DISTRICT 8 DISTRICT 9 DISTRICT 10 LENA BONNER- CLERK OF COMMISSION FUNDED BY BONDS ISSUED BY URBAN REDEVELOPMENT AGENCY OF AUGUSTA MARION WILLIAMS GRADY SMITH, JOHN CLARKE GENERAL CONTRACTOR CIVIL ENGINEER CRANSTON ENGINEERING GROUP JONES LANG LASALLE, INC. GEORGIA CYBER CENTER PARKING FACILITY 2018 ADMINISTRATOR JANICE ALLEN JACKSON M. ARTHUR GENSLER JR. & ASSOCIATES CONSTRUCTION PROJECT MANAGER NEW SOUTH CONSTRUCTION COMPANY, INC. BONNIE RUBEN HARDI JONES ISSAC MCKINNEY SEAN FRANTOM WAYNE GUILFOYLE BEN HASAN ARCHITECT URBAN REDEVELOPMENT AGENCY AUGUSTA BOARD MEMBERS BOB YOUNG - CHAIR BRAD OWENS - VICE CHAIR Administrative Services Committee Meeting 3/12/2019 1:05 PM Approve Dedication Plaque Text - Planning, Central Services and Cyber Deck Department:Central Services - Facilities Presenter:Takiyah A. Douse Caption:Approve the proposed drafts of the dedication plaques for the following projects: Augusta Planning and Development Department - Renovation Augusta Central Services Department - Renovation and Addition Georgia Cyber Center Parking Facility Background:The Augusta Commission has adopted a policy to recognize the completion of a new installation, new building, or major renovation to an existing building as an event of importance to the community by adopting a policy which establishes guidelines for dedication plaques commemorating these projects. The attached projects have been completed within the last 18 months. In accordance with the adopted policy, we submitting the information on dedication plaques for these projects to the Commission for approval prior to requesting pricing. Analysis:The proposed dedication plaque will be installed inside the building in close proximity to the entrance. The material will be cast aluminum. Financial Impact:Estimated to be approximately $2,500 per plaque. Alternatives:Approve the proposed drafts of the dedication plaques for the following projects: • Augusta Planning and Development Department – Renovation • Augusta Central Services Department – Renovation and Addition • Georgia Cyber Center Parking Facility. 2. Amend the draft(s) and approve 3. Do not approve the draft(s) Recommendation: Approve the proposed drafts of the dedication plaques for the following projects: • Augusta Planning and Development Department - Renovation • Augusta Central Services Department – Renovation and Addition • Georgia Cyber Center Parking Facility Funds are Available in the Following Accounts: Funding is to come from the individual project budgets. This agenda item is for approval of the plaque text only in accordance with Augusta Commission Policy. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 3/12/2019 1:05 PM Certification of Consistency Department:Housing & Community Development Presenter:Hawthorne Welcher, Jr., HCD Director Caption:Motion to authorize Housing and Community Development Department’s (HCD's) Director to execute a Certification of Consistency with Local Consolidated Plan for SAFEHOMES, Inc. Domestic Violence Shelter in Augusta, Georgia. Background:Augusta, GA’s (administered by HCD) Consolidate Plan for Community and Housing Development needs substantiates forming necessary partnerships to ensure stable housing options for persons experiencing and/or fleeing domestic violence situations. As a new requirement of the State of Georgia Department of Community Affairs Annual Emergency Solutions Grant competition, providers that wish to be eligible to provide these services with DCA funds must include the attached form for every community from which they anticipate receiving client referrals. Analysis:The approval of the authority for HCD’s Director to execute this Certification will allow for SAFEHOMES, Inc. to proceed with submission of their funding application to the State of Georgia’s Department of Community Affairs and for referrals to be made from local sources as appropriate. Approval will also have a positive impact on the community by increasing the capacity for further future housing referral partnerships for Augusta, Georgia. Financial Impact:This action has no financial impact for the City of Augusta, Georgia. Alternatives:Do not approve HCDs Request. Recommendation:Motion to approve authorization for Housing and Community Development Department’s (HCD's) Director to execute a Certification of Consistency with Local Consolidated Plan for SAFEHOMES, Inc. Domestic Violence Shelter in Augusta, Georgia. Funds are Available in the Following Accounts: N/A. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission MP Z:\Active_Projects\2018 Projects\18-07 ARC\18-07.01 Lake Olmstead Renovations\ADMINISTRATION\(MM) Meeting Minutes\2019-01-09\2019-01-09 MM.doc 1 Project Name: Lake Olmstead Park Renovations, Augusta, GA ARC Recreation & Parks Department Project No.: 2KM#: 2018-07.01 Meeting Location: 2KM Architects, Conf. Room Date: 1/16/2019 Purpose: Budget Review Meeting Time: 2:00 p.m. ATTENDEES NAME FIRM E-MAIL ADDRESS Robert L. Mauldin Jamie L. Patterson Megan Poston Richard Shore Ron Houck Christa Jordan 2KM Architects, Inc. (Principal) 2KM Architects, Inc. (PM) 2KM Architects, Inc. (Int. Design) 2KM Architects, Inc. (CAD Specialist) Planning & Dev./ARP, Project Manager ARP, Project Manager/Landscape Architect rmauldin@2kmarchitects.com jpatterson@2kmarchitects.com mposton@2kmarchitects.com rshore@2kmarchitects.com rhouck@augustaga.gov cjordan@augustaga.gov ITEM SUMMARY ACTION RESP. A. Meeting Discussions: 1. Comments & Discussion: 1. Augusta Recreation and Parks has reviewed the Preliminary Design Plans provided by 2KM. a. BBQ Pit: 1) ARC discussed the possibility of adding a Bride Changing Room in the former BBQ Pit area of the building: a) HVAC needs to installed in the Pit for Changing room & associated toilets. b) Enclosure/envelop upgrades to Roof & Walls. 2) The concept was initiated of relocating the Public Restrooms to the end of the BBQ Pit enclosure and creating storage and a changing room, in the remainder of the space: a) The existing Public Restrooms would require demolition if relocation occurs. b) ARC has asked to see initial concepts in a sketch of the relocation. c) If sketch is approved, an estimate for additional associated redesign fee would be appropriate. d) 2KM to estimate cost swap & added cost impacts (more select demo/more space & envelop upgrade). 3) Up lighting for the Casino will be created as an Add Alternate in the project. a) Remain in Base Scope for BBQ large meeting room. b. Julian Smith Casino: 1) Office relocation off site has not been coordinated through the department. Office needs to remain in the Casino but may be removed from the BBQ Building. 2) R. Houck noted that a changing room area needs to be considered some where on the First Level for Bridal parties. 1) 2KM to create concept sketch. a) A/E team to coordinate. b) 2KM to create initial sketch. 3) 2KM to make Add Alternate. 1) M.P. & R.S./2KM a) M.P./2KM, S.P./ING b) R.M. & R.S./2KM 3) J.P./2KM MEETING MINUTES MP Z:\Active_Projects\2018 Projects\18-07 ARC\18-07.01 Lake Olmstead Renovations\ADMINISTRATION\(MM) Meeting Minutes\2019-01-09\2019-01-09 MM.doc 2 a) 2KM will look at creating a 5’x6’ enclosed room for Daryl’s office and Changing Room of similar size or larger in a portion of the existing Kitchen. 3) A roof leak from the tower area of the Casino has been reported. Daryl is to contact during the next rain for ARC & 2KM to review area leak & likely source. 4) Existing lighting fixtures will be re-lamped within the scope of work in large meeting multi-purpose room. c. Public Restrooms: 1) The quantity of toilets designed is based off the Occupancy of the BBQ Pit and need for additional facilities available to overall park site. a) The current plan is to utilize (2) restrooms at a time, keeping the other (2) locked, so maintenance can open the locked restroom in the event of one of the others needing to be serviced. All available for large events. b) Current location of the restrooms does not give easy access to patrons of future events at the stadium prior to the events. i. R. Houck noted that restrooms as designed should remain and an “alternate” restroom facility would be provided at the stadium until events start inside the stadium. c) C. Jordan inquired about the Restroom Building expanding in the future if needed with current design. i. The ADA H/C ramp would need to be re-designed to accommodate expansion. ii. Several trees would need to be removed to reroute the ramp. iii. Could step down hillside ADA H/C at upper patio level. d) A covered connector between the BBQ Pit and the Restrooms would be desired (soft connection due to existing HVAC). e) 2KM explained the hardscape area between the BBQ Pit and Restroom building would be extended outdoor patio area for both facilities (gathering). i. ARC would like to see the North overhang of the Restroom Building expanded to provide more coverage when lines may form during events. Overhang will need to stay at least 10’-0” away from the BBQ Building for HVAC units. ii. The power line currently runs over the building and will need to be redirected for site pole lights. f) ARC would like to have quiet electric hand dryers (Dyson) installed in the Public Restrooms. d. Gazebo: 1) The power pole supplying the Gazebo power circuit breaker will occasionally trip (wet/GFIC’s corroded). 2) The pole will need to have (4) GFI outlets/Panel with protective Nema 3R cover. a) 2KM to sketch design for owner review. 3) ARC & 2KM to review. d) 2KM to assess height differences. ii. EDC to redirect. f) A/E team to coordinate. 2) A/E team to coordinate. a) M.P. & R.S./2KM 3) R.M./2KM C.J./ARC d) M.P./2KM ii. A.G./EDC f) M.P./2KM A.G./EDC 2) J.P./2KM, A.G./EDC MP Z:\Active_Projects\2018 Projects\18-07 ARC\18-07.01 Lake Olmstead Renovations\ADMINISTRATION\(MM) Meeting Minutes\2019-01-09\2019-01-09 MM.doc 3 e. Site: 1) Staging area for Event restrooms during the construction will need to be assessed. Provide temp. power, water, sanitary sewer. 2) A temporary sewer/power/water line would need to be in place to serve portables. 2. Public Meetings & Feedback: a. A survey has been created by the Recreation & Parks Department and issued to the Commission for approved prior to posting for public input. b. There will need to be (3) weeks notification given to the public prior to the meeting: 1) Meeting is projected to be schedule for the End of January to early February. c. The website is live from the department. The conceptual plans from the initial meeting will need to be posted to the website. d. The Power Point presentation needs to be updated with scope of work for presentation during community meeting. 1) Owner to review w/ ARP leadership. 1) 2KM to identify possible locations. 1) ARC to schedule meeting. d. 2KM to update presentation. 1) J.P./2KM 1) C.J. & R.H. /ARC d. M.P./2KM B. Next Meeting: Next meeting: Community Meeting - T.B.D. Schedule Time/Date. TBD C.J. & R.H./ ARC Please notify the recorder of these minutes of corrections within 2 days of receipt. Meeting minutes By: Megan R. Poston Megan R. Poston, Allied ASID Interior Designer Approved By: Robert L. Mauldin Robert L. Mauldin, NCARB, AIA Principal Architect, GA-RA-005958 Cc: Christa Jordan/Ron Houck File: 2KM w/ Administrative Services Committee Meeting 3/12/2019 1:05 PM Discuss changes to the Julian Smith Casino and BBQ Pit. Department: Presenter:Commissioner Ben Hasan Caption:Discuss the proposed changes to the Julian Smith Casino and BBQ Pit. (Requested by Commissioner Ben Hasan) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Lena Bonner From: Sent: To: Cc: Subject: Ms Bonner, Commissioner Sammie Sias Wednesday, March 06,2OLg 9:02 AM Lena Bonner Janice Allen Jackson; Takiyah A. Douse; Lonnie wimberly; Glenn parker; commissionerWilliam Fennoy; Nancy Morawski Deck at Lake Olmstead park Please place the following item on the Administrative Services agenda for t2March zotg. Request that the central Services Department provide an update on the condition of the patio deck at thepark. This update must include the following: The condition of the deck. ls it repairable or should it be completely replaced? ls this issue an emergency due to event obligations? Should the work be contracted out or done in house? Would contracting out be most effective and efficient? Also, please provide any additional information you find relevant. Thanking everyone in advance. Sammie L. Sias Commissioner, Augusta Richmond County "Foilure is not on Option" The city of Augusta accepts no lialr;lity foi ihe content of this *-*ilt or r,:, it e .ini"qr"r."* of any actions ta[en on the basis of the information provided, unress lhose of the city of Auuusta' E-maii lransmissions cannot be guaranieed to be secure or error-free as infonnition could be intercepted, corrupted, lost, destroyecl, a result of the e-mail transrnissian. lf velificatii:n is required. ptease ,equesi ;;JJ ;il; version.AED:104 1 Administrative Services Committee Meeting 3/12/2019 1:05 PM Discuss Patio deck at the Lake Olmstead Department: Presenter:Commissioner Sammie Sias Caption:Update from the Central Services Department regarding the condition of the patio deck at the Lake Olmstead Park that must include the following: 1)The condition of the deck; is it repairable or should it be completely replaced? 2) Is this issue an emergency due to event obligations? 3) Should the work be contracted out or done in house? 4) Would contracting out be most effective and efficient? (Requested by Commissioner Sammie Sias) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: PUBLIC PARTICIPATION NOTICE TO PUBLIC AUGUSTA, GEORGIA 2018 Consolidated Annual Performance and Evaluation Report (CAPER) for COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM (CDBG) HOME INVESTMENT PARTNERSHIPS PROGRAM (HOME) EMERGENCY SOLUTIONS GRANT PROGRAM (ESG) HOUSING OPPORTUNITIES FOR PERSONS WITH AIDS PROGRAM (HOPWA) In order to fulfill statutory and regulatory requirements mandated by the U.S. Department of Housing and Urban Development with regard to the 2015-2019 Consolidated Plan, the City of Augusta is required to make available for public comment the 2018 Consolidated Annual Performance and Evaluation Report (CAPER) which provides the jurisdiction an opportunity to evaluate its overall progress in carrying out priorities and specific objectives identified in its Consolidated Plan and its 2018 Action Plan which included funding allocations for the CDBG ($1,773,043) HOME ($992,568), ESG ($148,479) and HOPWA ($1,059,712) plus CDBG Program Income from loan repayments of ($125,008) and HOME loan repayments of ($353,821). The 15-day citizen comment period will extend from: Thursday, March 14, 2019 through Friday, March 29, 2019 Copies of the full 2018 CAPER are available for public review on City’s Website at: http://www.augustaga.gov/1379/Documents as of Thursday, March 14, 2019 and at the following location: Augusta Housing & Community Development Department 925 Laney-Walker Boulevard, 3rd Floor Augusta, GA 30901 Written comments concerning the 2018 CAPER will be accepted up to 12:00 noon, Friday, March 29, 2019. Written comments may be submitted via email to HCD_Feedback@augustaga.gov or in writing to Daniel J. Evans, Community Development Manger, in care of: Hawthorne E. Welcher, Jr., Director Augusta Housing and Community Development Department 925 Laney-Walker Blvd. Augusta, Georgia 30901 (706) 821-1797 – TDD (706) 821-1797 AUGUSTA-RICHMOND COUNTY COMMISSION By: Hardie Davis Sean Frantom Sammie Sias Mayor Mayor Pro Tempore Admin. Svcs. Committee Chairman & Members of the Augusta-Richmond County Commission Publish: AC- 03/14/19; MC- 03/14/19 Administrative Services Committee Meeting 3/12/2019 1:05 PM FY2018 HUD Consolidated Annual Performance Evaluation Report (CAPER) Department:Housing & Community Development Presenter:Hawthorne Welcher, Jr., HCD Director Caption:Receive as information the update from HCD that, per requirements of the local HUD Citizen Participation Plan, HCD will publish advertisement for a 15-day Public Comment and submit the 2018 Consolidated Annual Performance and Evaluation Report (CAPER) report to HUD on or before the March 31 deadline once comments are received with no return to Commission. Background:In order to fulfill statutory and regulatory requirements mandated by the U.S. Department of Housing and Urban Development with regard to the 2015-2019 Consolidated Plan, the City of Augusta is required to make available for public comment the 2018 Consolidated Annual Performance and Evaluation Report (CAPER) which provides the jurisdiction an opportunity to evaluate its overall progress in carrying out priorities and specific objectives identified in its Consolidated Plan and its 2018 Annual Action Plan. The 2018 Consolidated Annual Performance and Evaluation Report (CAPER) summarizes the results of activities that have taken place during Program Year 2018. The performance report must include a description of the resources made available, the investment of available resources, the geographic distribution and location of investments, the families and persons assisted (including the racial and ethnic demographics of persons assisted), actions taken to affirmatively further fair housing, and other actions indicated in the Consolidated Plan and the Action Plan. The importance of timely and accurate performance reports cannot be overstated. Performance reporting meets three basic purposes: • Provides HUD with necessary information to meet its statutory requirement to assess each grantee's ability to carry out relevant CPD programs in compliance with all applicable rules and regulations; • Provides information necessary for HUD's Annual Report to Congress, also statutorily mandated; • Provides grantees an opportunity to describe to citizens their successes in revitalizing deteriorated neighborhoods and meeting objectives stipulated in their Consolidated Plan. Utilizing Community Development Block Grant (CDBG), Emergency Solutions Grant (ESG), Housing Opportunities for Persons with Aids (HOPWA) and HOME Investment Partnership (HOME) funds; Augusta - Richmond County, its sub-recipients and Partner Agencies utilize the CAPER to substantiate progress in accomplishing the goals outlined in this third year of the 2015-2019 5-Year Consolidated Plan. Analysis:The City received the following four (4) entitlement grants from HUD during 2018: 1. Community Development Block Grant (CDBG) is a formula-based program designed to develop viable urban communities by providing decent housing, a suitable living environment and expanding economic opportunities for persons of low and moderate income. 2. Emergency Solutions Grant (ESG) is a formula-based program targeted at improving the lives and safety of persons who are homeless or at-risk of becoming homeless. 3. HOME Investment Partnerships Program (HOME) is a formula-based program designed to expand and improve the supply of decent, safe and affordable housing and access to homeownership for very low and low-income persons. 4. Housing Opportunities for Persons with AIDS (HOPWA) Program is a formula-based program designed to provide housing and supportive services to low income persons living with HIV/AIDS and their families. Within 90 days after the end of their program year, state and local governments that receive CDBG, ESG, HOME, and HOPWA funds directly from HUD must ensure that all activity information in IDIS is up-to-date as of the last day of the program year. This process is called end- of-year reporting, fulfilling three purposes by the grantee: 1. Meeting CAPER and program requirements. 2. Producing accurate IDIS reports, some of which must be made available to the public. 3. Ensuring that HUD will have the most current information during its annual assessment of a grantee's performance. Financial Impact:No Financial Impact Alternatives:None recommended. Recommendation:Receive update on submission process for FY2018 CAPER as information. Funds are Available in the Following Accounts: Community Development Block Grant (CDBG) Emergency Solutions Grant (ESG) HOME Investment Partnership Grant (HOME) Housing Opportunities for Persons with AIDS Grant (HOPWA) REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Small Business Development Loan Fund Program Agreement Page 1 AGREEMENT Between AUGUSTA, GEORGIA Through HOUSING AND COMMUNITY DEVELOPMENT And Leibra Inc. dba Whipped Creamery For YEAR 2017 SMALL BUSINESS LOAN (SBL) PROGRAM This Agreement is made and entered into this 13th day of December, 2018, by and between Augusta, Georgia, by and through the Augusta-Richmond County Commission, as the Implementer of the Community Development Block Grant Program (hereinafter referred to as “Grantee”), and Leibra Inc. dba Whipped Creamery (hereinafter referred to as the “Sub- recipient”). WHEREAS, the Grantee has applied for and received funds from the United States Government under Title I of the Housing and Community Development Act of 1974, as amended (HCD Act), Public Law 93-383; and WHEREAS, the Grantee wishes to engage the Sub-recipient to assist the Grantee in utilizing such funds; NOW, THEREFORE, it is agreed between the parties hereto as follows: ARTICLE I. DEFINITIONS AND IDENTIFICATIONS Unless the context otherwise requires, the capitalized terms used herein and not otherwise defined shall have the meaning assigned to them in this Article I. Community Development Block Grant (CDBG) Program or “Program” The term “Community Development Block Grant (CDBG) Program”, or “Program” shall mean that program administered by the Housing and Community Development Department of the City and funded by a Community Development Block Grant applied for by the City and awarded by HUD as authorized pursuant to Title I of the Housing and Community Development Act of 1974, Public Law 93-383, as amended. Department The term “Department” shall mean the Housing and Community Development Department of the City. Grantee The term “City” shall mean Augusta, Georgia. HUD The term “HUD” shall mean the U. S. Department of Housing and Urban Development. Project The term “Project” shall mean the project of projects set forth in Article III hereto entitled “Scope of Services and Timetable.” Low and Moderate Income Household The term “Low and Moderate Income Household” shall mean a household having an income equal to or less that the Section 8 low income limit established by HUD. Low and Moderate Income Person The term “Low and Moderate Income Person” shall mean a member of a family having an income equal to or less than the Section 8 low income limit established by HUD (80% of Area Median Income). Unrelated individuals will be considered as one-person families for this purpose. Household Small Business Development Loan Fund Program Agreement Page 2 Household means all the persons who occupy a housing unit. The occupants may be a single family, one person living alone, two or more families living together, or any other related or unrelated person who share living arrangements. ARTICLE II: PREAMBLE In order to establish the background, context and frame of reference for this Agreement and to manifest the objectives and the intentions of the respective parties herein, the following statements, representations and explanations are set forth. Such statements, representations and explanations shall be accepted as predicates for the undertakings and commitments included within the provisions, which follow, and may be relied upon by the parties’ essential elements of the mutual considerations upon which this Agreement is based. A. Title I of the Housing and Community Development Act of 1974, P. L. 93-383 (hereinafter the “Act”) consolidated several existing programs for community development into a single program of Community Development Block Grants (hereinafter “CDBG”) for the purpose of allowing local discretion for the determination of needs and priorities of community development. The citizens of Augusta through citizen participation workshops, the Mayor and Commission determined the needs and priorities of community development in the City. B. Pursuant to HUD regulations at 24 CFR 570.200 (a), certain projects were included in City’s CDBG submission to HUD, referred to as the Annual Plan. The city determined that the projects included in the Annual Plan each addressed one or more of the following three national objectives: 1. Activities benefiting low and moderate income persons; 2. Activities which aid in the prevention or elimination of slum and/or blight; and/or, 3. Activities designed to meet community development needs having a particular urgency. The City has determined that the Project is a CDBG eligible activity as it addresses one or more of these objectives. C. Under the Rules and Regulations of HUD, the City is administrator for the Program, and is mandated to comply with various states, rules and regulations of the United States, as they pertain to the allocation and expenditure of funds as well as protecting the interest of certain classes of individuals who reside in the City of Augusta. D. The Grantee is desirous of disbursing the funds to the Sub-recipient for use in the Project. However, as administrator for the Program, the Grantee desires to obtain the assurance from the Sub-recipient that it will comply with all applicable statutes, rules and regulations of the United States, the State of Georgia, and/or the City relating to the Project and the Program, as a condition precedent to the release of such funds to the Sub-recipient. ARTICLE III: PROJECT The Grantee agrees to make available, through one lump sum draw down, to the Sub-recipient an amount not to exceed Thirty-seven Thousand five hundred dollars $37,500 (hereinafter the “Grant”) to implement the following activities(s) through the following scope of services: Leibra Inc. dba Whipped Creamery This loan funding will directly assist Leibra Inc. dba Whipped Creamery with the purchase of operating equipment, refrigerators, and renovations of the Augusta Mall unit to serve as a whipped and frozen ice cream/yogurt stand and will supply the company with monthly operational cost for the first several months. Whipped Creamery will be the new tenant of the unoccupied unit in which once housed the Dairy Queen on the second floor of the Augusta Mall. Whipped Creamery will be serving a wide variety of whipped ice cream specialties, hard handed dipped ice cream, sundaes, soft served, yogurts, smoothies, ices and gelatos. This business will operate seven days a week from 10a-10pm. Small Business Development Loan Fund Program Agreement Page 3 In addition to the scope of services, Leibra Inc. will create one (1) FTE permanent job or two (2) PT jobs in order to comply with the necessary national objective of job creation (24 CFR §570.208(a)(4)). [Leibra Inc.] agrees to be monitored on site annually and provide quarterly financial and employment reports that will assist the grantee in ensuring that the created jobs are held by low to moderate income employees. In addition, the sub-recipient will provide the attached report monthly to ensure compliance A. Budget Line Item Amount Provision of Assistance [$37,500]@ 4%, 7 Years This funding shall carry a one (1) month deferment period, beginning upon the execution of this contract by all parties. Based on the 1 month deferment period, this loan shall stay in deferment until April 1, 2019, with the first payment beginning on May 1, 2019. Beginning May 1, 2019, Leibra Inc. dba Whipped Creamery, shall begin making monthly scheduled loan payments $512.58 to Augusta Housing and Community Development Department by no later than the 5th of each month. Late fee payments will be assessed to the Leibra Inc. dba Whupped Creamery loan as follows:  Payments received on the 6th – 15th of each month 5% Penalty  Payments received on the 16th – 23rd of each month 10% Penalty  Payments received on the 24th – 31st of each month 15% Penalty Note: Payee may change, but the loan amount will remain the same for the life of the loan! Any amendments to the budget must be in writing and approved by the Grantee’s Director of Housing and Community Development Department. ARTICLE IV: NOTICES Sub-recipient and the Grantee agree that all notices required by this Agreement shall be in writing and delivered via mail (postage prepaid), commercial courier, or personal delivery or sent by facsimile or other electronic means. Any notice delivered or sent as aforesaid shall be effective on the date of delivery or sending. All notices and other written communications under this Agreement shall be addressed to the individuals in the capacities indicated below, unless otherwise modified by subsequent written notice. Communication and details concerning this Agreement shall be directed to the following Agreement representatives: Grantee: Augusta, Georgia Attention: [Hardie Davis, Jr. Mayor] [535 Telfair Street, Augusta, GA] Augusta, GA 30901 With copy to: Housing and Community Development Department Attention: Hawthorne Welcher, Jr, Director 925 Laney Walker Blvd., 3rd Floor Augusta, GA 30901 If to Sub-recipient: [Leibra Inc. ] Attention: [Ronnie & O. Alea Garvin] [133 Coach Road, Martinez, GA] Augusta, Georgia [30907] ARTICLE V: GENERAL CONDITIONS A. General Compliance The Sub-recipient agrees to comply with the requirements of Title 24 of the Code of Federal Regulations, Part 570 [the U. S. Housing and Urban Development regulations concerning Community Development Block Grants (CDBG)] including subpart K of these regulations, except that (1) the Sub-recipient does not assume the Grantee’s environmental responsibilities and (2) the Sub-recipient does not assume the Grantee’s responsibility for initiating the review process. The Sub-recipient also agrees to comply with all other applicable Federal state and local laws, regulations, and policies governing the funds provided under this Agreement. The Sub-recipient further agrees to utilize funds available under this Agreement to supplement rather than supplant funds otherwise available. Small Business Development Loan Fund Program Agreement Page 4 B. Independent Contractor Nothing in this Agreement is intended to, or shall be construed in any manner, as creating or establishing the relationship of employer/employee between the parties. The Sub-recipient shall at all times remain an “Independent Contractor” with respect to the services to be performed under this Agreement. The Grantee shall be exempt from payment of all Unemployment Compensation, FICA, retirement, life and/or medical insurance and Workers’ Compensation Insurance, as the Sub-recipient is an Independent Contractor. C. Hold Harmless The Sub-recipient shall hold harmless, defend and indemnify the Grantee from any and all claims, actions, suits, charges and judgments whatsoever that arise out of the Sub-recipient’s performance or nonperformance of the services or subject matter called for in this Agreement. D. Workers’ Compensation The Sub-recipient shall provide Workers’ Compensation Insurance coverage for all of its employees involved in the performance of this Agreement, if applicable. E. Insurance and Bonding The Sub-recipient shall carry sufficient insurance coverage to protect Contract assets from loss due to theft, fraud and/or undue physical damage, and as a minimum shall purchase a blanket fidelity bond covering all employees in an amount equal to cash reimbursements/advances from the Grantee. F. Grantee’s Recognition The Sub-recipient shall insure recognition of the role of the Grantee in providing services through this Agreement. All activities, facilities and items utilized pursuant to this Agreement shall be prominently labeled as to funding source. In addition, the Sub-recipient will include a reference to the support provided herein in all publications made possible with funds made available under this Agreement. G. Amendments 1. The Grantee or Sub-recipient may amend this Agreement at any time provided that such amendments make specific reference to this Agreement, and are executed in writing, signed by a duly authorized representative of each organization, and approved by the Grantee’s governing body. Such amendments shall not invalidate this Agreement, nor relieve or release the Grantee or Sub-recipient from its obligations under this Agreement. 2. It is further understood that the Grantee is responsible to HUD for the administration of funds and may consider and act upon reprogramming recommendations as proposed by its Sub-recipient. In the event that the Grantee approves any modification, amendment, or alteration to the funding allocation, the Sub-recipient shall be notified pursuant to Article V and such notification shall constitute an official amendment to this Agreement. 3. It is further agreed that the Sub-recipient will submit to the Grantee within thirty (30) days of the completion of each Project a complete financial accounting of all its project activities. 4. The Department’s Director shall be authorized to approve line item changes to the Sub-recipient’s budget as long as such changes do not increase in the grant amount set forth in the “Budget”. 5. The Grantee may, in its discretion, amend this Agreement to conform with Federal, state or local governmental guidelines, policies and available funding amounts, or for other reasons. If such amendments result in a change in the funding, the scope of services, or schedule of the activities to be undertaken as part of this Agreement, such modifications will be incorporated only by written amendment signed by both the Grantee and Sub- recipient. 6. It is further understood that the Sub-recipient shall be allowed only one amendment to this agreement. No amendment will be granted to extend the agreement beyond the established end of grant period. Small Business Development Loan Fund Program Agreement Page 5 H. Suspension or Termination 1. In accordance with 24 CFR 85.43, the Grantee may suspend or terminate this Agreement if the Sub-recipient materially fails to comply with any terms of this Agreement, which include, but are not limited to the following: a) Failure to comply with any of the rules, regulations or provisions referred to herein, or such statues, regulations, executive orders, and HUD guidelines, policies or directives as may become applicable at any time; b) Failure, for any reason, of the Sub-recipient to fulfill in a timely and proper manner its obligations under this Agreement; c) Ineffective or improper use of funds provided under this Agreement; or d) Submission by the Sub-recipient to the Grantee reports that are incorrect or incomplete in any material respect. e) In accordance with 24 CFR 85.44, this Agreement may also be terminated for convenience by either the Grantee or the Sub-recipient, in whole or in part, by setting forth the reasons for such termination, the effective date, and, in the case of partial termination, the portion to be terminated. However, if in the case of a partial termination, the Grantee determines that the remaining portion of the award will not accomplish the purpose for which the award was made, the Grantee may terminate the award in its entirety. ARTICLE VI: ADMINISTRATIVE REQUIREMENTS A. Financial Management 1. Accounting Standards The Sub-recipient agrees to comply with 24 CFR 84.21-28 and agrees to adhere to the accounting principles and procedures required therein, utilize adequate internal controls, and maintain necessary source documentation for all costs incurred. 2. Cost Principles The Sub-recipient shall administer its program in conformance with OMB Circulars A-122, “Cost Principles for Non-Profit Organizations,” or A-21, “Cost Principles for Educational Institutions,” as applicable. These principles shall be applied for all costs incurred whether charged on a direct or indirect basis. a) Sub-recipient gives the Grantee, HUD, and the Comptroller General, through any authorized representatives, access to and the right to examine all records, books, papers, or documents relating to the Project. b) Sub-recipient agrees to maintain books, records, and documents in accordance with general accepted accounting procedures and practices that sufficiently and properly reflects all expenditures of Grant funds provided by the Grantee under this Agreement c) All Grant funds disbursed through a Community Development Block Grant shall be used only for eligible activities specifically outlined in this Agreement. The Sub-recipient shall comply with any conditions and timetables set forth in this Agreement. In the event the Sub-recipient does not comply with the conditions and timetables, or if the Sub-recipient ceases to exist or provide the services for which the Grant was made, the Sub-recipient will not carry out another CDBG eligible project, the Sub-recipient shall be in default. In the event of default, the Grantee may exercise any rights or remedies provided in this Agreement. B. Documentation and Recordkeeping Small Business Development Loan Fund Program Agreement Page 6 1. Records to be Maintained The Sub-recipient shall maintain all records required by the Federal regulations specified in 24 CFR 570.506, which are pertinent to the activities to be funded under this Agreement. Such records shall include but not be limited to: a) Records providing a full description of each activity undertaken; b) Records demonstrating that each activity undertaken meets one of the National Objectives of the CDBG program: c) Records required to determine the eligibility of activities; d) Records required to document the acquisition, improvement, use or disposition of real property acquired or improved with CDBG assistance; e) Records documenting compliance with the fair housing and equal opportunity components of the CDBG program; f) Financial records as required by 24 CFR 570.502 and 24 CFR 84.21-28; and other records necessary to document compliance with Subpart K of 24 CFR Part 570. 2. Retention The Sub-recipient shall retain all financial records, supporting documents, statistical records, and all other records pertinent to the Agreement for a period of five (5) years. The retention period begins on the date of the submission of the Grantee’s annual performance and evaluation report to HUD in which the activities assisted under the Agreement are reported on for the final time. Notwithstanding the above, if there is litigation, claims, audits, negotiations or other actions that involve any of the records cited that have started before the expiration of the five-year period, then such records must be retained until completion of the actions and resolution of all issues, or the expiration of the five-year period, whichever occurs later. 3. Client Data The Sub-recipient shall maintain client data demonstrating client eligibility for services provided. Such data shall include, but not be limited to, client name, address, income level or other basis for determining eligibility, and description of service provided. Such information shall be made available to Grantee monitors or their designees for review upon request. 4. Disclosure The Sub-recipient understands that client information collected under this Agreement is private and the use or disclosure of such information, when not directly connected with the administration of the Grantee’s or Sub-recipient’s responsibilities with respect to services provided under this Agreement, is prohibited by unless written consent is obtained from such persons receiving service and, in the case of a minor, that of a responsible parent/guardian. 5. Close-outs The Sub-recipient’s obligation to the Grantee shall not end until all closeout requirements are completed. Activities during this closeout period shall include, but are not limited to: making final payments and disposing of program assets. Notwithstanding the foregoing, the terms of this Agreement shall remain in effect during any period that the Sub-recipient has control over CDBG funds, including program income. Any Grant funds remaining at the end of the Agreement period shall be returned to the Grantee, and the Grantee may in its discretion reprogram the funds to another CDBG eligible project. 6. Audits and Inspections All Sub-recipient records with respect to any matters covered by this Agreement shall be made available to the Grantee, HUD, and the Comptroller General of the United States or any of their authorized representatives, at any time during normal business hours, as often as deemed necessary, to audit, Small Business Development Loan Fund Program Agreement Page 7 examine, and make excerpts or transcripts of all relevant data. Any deficiencies noted in audit reports must be fully cleared by the Sub-recipient within 30 days after receipt by the Sub-recipient. Failure of the Sub- recipient to comply with the above audit requirements will constitute a violation of this Agreement and may result in the withholding of future payments. The Sub-recipient hereby agrees to have an annual agency audit conducted in accordance with current Grantee policy concerning Sub-recipient audits and OMB Circular A-133, if applicable. If Sub-recipient does not expend $500,000 in Federal funds within the fiscal year, then a financial statement audit shall be submitted to Grantee. C. Reporting and Payment Procedures The Sub-recipient shall provide reports and financial statements on a quarterly basis as stipulated in Exhibit A of this document. The loan amount will be funded once all paperwork has been signed, fully executed, and recorded with the necessary entities. This includes but is not limited to: the CDBG agreement, the Small Business Development Loan Fund Program Agreement, and the UCC-1 with its Exhibit A. One lump sum draw down will be provided to the applicant to satisfy the loan. Loan payments should begin after one month deferment (i.e. loan amount disbursed on Jan. 1st- Repayment beings Mar. 1st). D. Use and Reversion of Assets The use and disposition of real property and equipment under this Agreement shall be in compliance with the requirements of 24 CFR Part 84 and 24 CFR 570.502, 570.503, and 570.504, as applicable, which include but are not limited to the following: 1. The Sub-recipient shall transfer to the Grantee any CDBG funds on hand and any accounts receivable attributable to the use of funds under this Agreement at the time of expiration, cancellation or termination. 2. Real property under the Sub-recipient’s control that was acquired or improved, in whole or in part, with funds under this Agreement in excess of $25,000 shall be used to meet one of the CDBG National Objectives pursuant to 24 CFR 570.208 until five (5) years after expiration of this Agreement or such longer period of time as the Grantee deems appropriate. 3. If the Sub-recipient fails to use CDBG-assisted real property in a manner that meets a CDBG National Objective for the prescribed period of time, the Sub-recipient shall pay the Grantee an amount equal to the current fair market value of the property less any portion of the value attributable to expenditures of non- CDBG funds for acquisition of or improvement to the property. Such payment shall constitute program income to the Grantee. The Sub-recipient may retain real property acquired or improved under this Agreement after the expiration of the five-year period or such longer period of time as the Grantee deems appropriate. 4. In all cases in which equipment acquired, in whole or in part, with funds under this Agreement is sold, the proceeds shall be program income (prorated to reflect the extent to that funds received under this Agreement were used to acquire the equipment). Equipment not needed by the Sub-recipient for activities under this Agreement shall be: a) Transferred to the Grantee for the CDBG program, or b) Retained after compensating the Grantee for an amount equal to the current fair market. Small Business Development Loan Fund Program Agreement Page 8 ARTICLE VII: PERSONNEL & PARTICIPANT CONDITIONS A. Civil Rights 1. Compliance a) The Sub-recipient agrees to comply with Title VI of the Civil Rights Act of 1964 as amended, Title VII of the Civil Rights Act of 19968 as amended, Section 104(b) and Section 109 of Title I of the Housing and Community Development Act of 1974 as amended, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, the Age Discrimination Act of 1975, Executive Order 11063, and Executive Order 11246 as amended by Executive Orders 11375, 11478, 12107 and 12086. b) In compliance with Executive Order 11246 and Section 3 of the 1968 Housing and Urban Development Act regarding Equal Employment Opportunity, the Sub-recipient agrees and understands that no person shall be discriminated against on the grounds of race, color, national origin, age, familial status, handicap or sex. Further assurance is also given that the Sub-recipient will immediately take any measures necessary to effectuate this policy. Notice of the policy will be placed in plain sight at the Project location, for the benefit of interested parties, and all subcontractors will be notified of the policy provisions. 2. Nondiscrimination The Sub-recipient agrees to comply with the non-discrimination in employment and contracting opportunities laws, regulations and executive orders referenced in 24 CFR 570.607, as revised by Executive Order 13279. The applicable non-discrimination provisions in Section 109 of the Housing and Community Development Act are still applicable. 3. Land Covenants This Agreement is subject to the requirements of Title VI of the Civil Rights Act of 1964 (P. L. 88-352) and 24 CFR 570.601 and 570.602. In regard to the sale, lease, or other transfer of land acquired, cleared or improved with assistance provided under this Agreement, the Sub-recipient shall cause or require a covenant running with the land to be inserted in the deed or lease for such transfer, prohibiting discrimination as herein defined, in the sale, lease or rental, or in the use or occupancy of such land, or in any improvements erected or to be erected thereon, providing that the Grantee and the United States are beneficiaries of and entitled to enforce such covenants. The Sub-recipient, in undertaking its obligation to carry out the program assisted hereunder, agrees to take such measures as are necessary to enforce such covenant, and will not itself so discriminate. 4. Section 504 The Sub-recipient agrees to comply with all Federal regulations issued pursuant to compliance with Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794), which prohibits discrimination against the individuals with disabilities or handicaps in any Federally assisted program. The Grantee shall provide the Sub-recipient with any guidelines necessary for compliance with that portion of the regulations in force during the term of this Agreement. B. President’s Executive Order 11246 1. Approved Plan The Sub-recipient agrees that it shall be committed to carry out pursuant to the Grantee’s specifications an Affirmative Action Program in keeping with the principles as provided in President’s Executive Order 11246 of September 24, 1966. The Grantee shall provide Affirmative Action guidelines to the Sub-recipient to assist in Small Business Development Loan Fund Program Agreement Page 9 the formulation of such program. The Sub-recipient shall submit a plan for an Affirmative Action Program for approval prior to the award of funds. 2. Access to Records The Sub-recipient shall furnish and cause each of its own Sub-recipients or subcontractors to furnish all information and reports required hereunder and will permit access to its books, records and accounts by the Grantee, HUD or its agent, or other authorized Federal officials for purposes of investigation to ascertain compliance with the rules, regulations and provisions stated herein. 3. Notifications The Sub-recipient will send to each labor union or representative of workers with which it has a collective bargaining agreement or other agreement or understanding, a notice, to be provided by the agency contracting officer, advising the labor union or worker’s representative of the Sub-recipient’s commitments hereunder, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 4. Subcontract Provisions The Sub-recipient will include the provisions of Paragraphs VIII.A, Civil Rights, and B, Affirmative Action, in every subcontract or purchase order, specifically or by reference, so that such provisions will be binding upon each of its own Sub-recipients or subcontractors. C. Employment Restrictions 1. Prohibited Activity The Sub-recipient is prohibited from using funds provided herein or personnel employed in the administration of the program for political activities, inherently religious activities, lobbying, political patronage and nepotism activities. 2. Labor Standards The Sub-recipient agrees to comply with the requirements of the Secretary of Labor in accordance with the Davis-Bacon Act as amended, the provisions of Contract Work Hours and Safety Standards Act (40 U.S.C. 327 et seq.) and all other applicable Federal state and local laws and regulations pertaining to labor standards insofar as those acts apply to the performance of this Agreement. The Sub-recipient agrees to comply with the Copeland Anti-Kick Back Act (18 U.S.C. 8864 et seq.) and its implementing regulations of the U.S. Department of Labor at 29 CFR Part 5. The Sub-recipient shall maintain documentation that demonstrates compliance with hour and wage requirements of this part. Such documentation shall be made available to the Grantee for review upon request. The Sub-recipient agrees that, except with respect to the rehabilitation or construction of residential property containing less than eight (8) units, all Contractors engaged under contracts in excess of $2,000.00 for construction, renovation or repair work financed in whole or in part with assistance provided under this Agreement, shall comply with Federal requirements adopted by the Grantee pertaining to such contracts and with applicable requirements of the regulations of the Department of Labor, under 29 CFR Parts 1, 3, 5 and 7 governing the payment of wages and ratio of apprentices and trainees to journey workers, provided that, if wage rates higher than those required under the regulations are imposed by state or local law, nothing hereunder is intended to relieve the Sub-recipient of its obligation, if any, to require payment of the higher wage. The Sub-recipient shall cause or require to be inserted in full, in all such contracts subject to such regulations, provisions meeting the requirements of this paragraph. Small Business Development Loan Fund Program Agreement Page 10 3. “Section 3” Clause a) Compliance Compliance with the provisions of Section 3 of the HUD Act of 1968, as amended, and as implemented by the regulations set forth in 24 CFR 135, and all applicable rules and orders issued hereunder prior to the execution of this Agreement, shall be a condition of the Federal financial assistance provided under this Agreement and binding upon the Grantee, the Sub-recipient and any of the Sub-recipient’s sub-recipients and subcontractors. Failure to fulfill these requirements shall subject the Grantee, the Sub-recipient and any of the Sub-recipient’s sub-recipients and subcontractors, their successors and assigns, to those sanctions specified by the Agreement through which Federal assistance is provided. The Sub-recipient certifies and agrees that no contractual or other disability exists that would prevent compliance with these requirements. The Sub-recipient further agrees to comply with these “Section 3” requirements and to include the following language in all subcontracts executed under this Agreement. “The work to be performed under this Agreement is a project assisted under a program providing direct Federal financial assistance from HUD and is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended (12 U.S.C. 1701). Section 3 requires that to the greatest extent feasible opportunities for training and employment be given to low and very low income residents of the project area, and that contracts for work in connection with the project be awarded to business concerns that provide economic opportunities for low and very low income persons residing in the metropolitan area in which the project is located.” The Sub-recipient further agrees to ensure that opportunities for training and employment arising in connection with a housing rehabilitation (including reduction and abatement of lead-based paint hazards), housing construction, or other public construction project are given to low and very low income persons residing within the metropolitan area in which the CDBG-funded project is located; where feasible, priority should be given to low and very low income persons within the service area of the project or the neighborhood in which the project is located, and to low and very low income participants in other HUD programs and award contracts for work undertaken in connection with a housing rehabilitation (including reduction and abatement of lead-based paint hazards), housing construction, or other public construction project to business concerns that provide economic opportunities for low and very low income persons residing within the metropolitan area in which the CDBG-funded project is located; where feasible, priority should be given to business concerns that provide economic opportunities to low and very low income residents within the service area or the neighborhood in which the project is located and to low and very low income participants in other HUD programs. The Sub-recipient certifies and agrees that no contractual or other legal incapacity exists that would prevent compliance with these requirements. b) Notifications The Sub-recipient agrees to send to each labor organization or representative of workers with which it has a collective bargaining agreement or other agreement or understanding, if any, a notice advising said labor organization or worker’s representative of its commitments under this Section 3 clause and shall post copies of the notice in conspicuous places available to employees and applicants for employment or training. c) Subcontracts The Sub-recipient will include this Section 3 clause in every subcontract and will take appropriate action pursuant to the subcontract upon a finding that the subcontractor is in violation of regulations issued by Small Business Development Loan Fund Program Agreement Page 11 the grantor agency. The Sub-recipient will not subcontract with any entity where it has notice of knowledge that the latter has been found in violation of regulations under 24 CFR Part 135 and will not let any subcontract unless the entity has first provided it with a preliminary statement of ability to comply with the requirements of these regulations. D. Conduct 1. Assignability The Sub-recipient shall not assign or transfer any interest in this Agreement without the prior written consent of the Grantee thereto; provided, however, that claims for money due or to become due to the Sub-recipient from the Grantee under this Agreement may be assigned to a bank, trust company, or other financial institution without such approval. Notice of any such assignment or transfer shall be furnished promptly to the Grantee. 2. Security Grantee shall secure the commitment to Leibra Inc., LLC through the creation of a Security Deed. This deed (and the lien as part to) shall serve as a subordinate to those certain Security Deeds from Regions Bank dba Regions Mortgage (Realty Reel 1409, page 371) and Regions Bank dba Regions Mortgage (Realty Reel 734, page 1841) as part thereof. 3. Subcontracts a) Approvals The Sub-recipient shall not enter into any subcontracts with any agency or individual in the performance of this Agreement without the written consent of the Grantee prior to the execution of such agreement. b) Monitoring The Sub-recipient will monitor all subcontracted services on a regular basis to assure Agreement compliance. Results of monitoring efforts shall be summarized in written reports and supported with documented evidence of follow-up actions taken to correct areas of noncompliance. The Sub-recipient will monitor all subcontracted services on a regular basis to assure Agreement compliance. Results of monitoring efforts shall be summarized in written reports and supported with documented evidence of follow-up actions taken to correct areas of noncompliance. c) Content The Sub-recipient shall cause all of the provisions of this Agreement in its entirety to be included in and made a part of any subcontract executed in the performance of this Agreement. d) Selection Process The Sub-recipient shall undertake to insure that all subcontracts let in the performance of this Agreement shall be awarded on a fair and open competition basis in accordance with applicable procurement requirements. Executed copies of all subcontracts shall be forwarded to the Grantee along with documentation concerning the selection process. E. Hatch Act The Sub-recipient agrees that no funds provided, nor personnel employed under this Agreement, shall be in any way or to any extent engaged in the conduct of political activities in violation of Chapter 15 of Title V of the U.S.C. Small Business Development Loan Fund Program Agreement Page 12 F. Conflict of Interest The Sub-recipient agrees to abide by the provisions of 24 CFR 84.42 and 570.611, which include (but are not limited to) the following: 1. The Sub-recipient shall maintain a written code or standards of conduct that shall govern the performance of its officers, employees or agents engaged in the award and administration of Agreements supported by Federal funds. 2. No employee, officer or agent of the Sub-recipient shall participate in the selection, or in the award, or administration of, an Agreement supported by Federal funds if a conflict of interest, real or apparent, would be involved. 3. No covered persons who exercise or have exercised any functions or responsibilities with respect to CDBG- assisted activities, or who are in a position to participate in a decision-making process or gain inside information with regard to such activities, may obtain a financial interest in any Agreement, or have a financial interest in any contract, subcontract or agreement with respect to the CDBG-assisted activity, or with respect to the proceeds from the CDBG-assisted activity, either for themselves or those with whom they have business or immediate family ties, during their tenure or for a period of one (1) year thereafter. For purposes of this paragraph, a “covered person” includes any person who is an employee, agent, consultant, officer, or elected or appointed official of the Grantee, the Sub-recipient, or any designated public agency. G. Lobbying The Sub-recipient hereby certifies that: 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of it, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement; 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, it will complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions; and 3. It will require that the language of paragraph (d) of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, sub-grants and Agreements under grants, loans and cooperative agreements) and that all Sub-recipients shall certify and disclose accordingly. 4. Lobbying Certification This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S.C. Any persons who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. H. Copyright Small Business Development Loan Fund Program Agreement Page 13 If this Agreement results in any copyrightable material or inventions, the Grantee and/or grantor agency reserves the right to royalty-free, non-exclusive and irrevocable license to reproduce, publish or otherwise use and to authorize others to use, the work or materials for governmental purposes. I. Religious Activities The Sub-recipient agrees that funds provided under this Agreement will not be utilized for inherently religious activities prohibited by 24 CFR 570.200 (j), such as worship, religious instruction, or proselytization. ARTICLE VIII: ENVIRONMENTAL CONDITIONS A. Air and Water The Sub-recipient agrees to comply with the following requirements insofar as they apply to the performance of this Agreement: - Clean Air Act, 42 U.X.C., 7401, et seq.; - Federal Water Pollution Act, as amended, 33 U.S.C., 1251 et seq., as amended, 1318 relating to inspection, monitoring, entry, reports and information, as well as other requirements specified in said Section 114 and Section 308, and all regulations and guidelines issued thereunder; - Environmental Protection Agency (EPA) regulations pursuant to 40 CFR Part 50, as amended. B. Flood Disaster Protection In accordance with the requirements of the Flood Disaster Protection Act of 1973 (42 U.S.C. 4001), the Sub-recipient shall assure that for activities located in an area identified by the Federal Emergency Management Agency (FEMA) as having special flood hazards, flood insurance under the National Flood Insurance Program is obtained and maintained as a condition of financial assistance for acquisition or construction purposes (including rehabilitation). C. Lead-Based Paint The Sub-recipient agrees that any construction or rehabilitation of residential structures with assistance provided under this Agreement shall be subject to HUD Lead-Based Paint regulations at 24 CFR 570.608, and 24 CFR Part 35, Subpart B. Such regulations pertain to all CDBG-assisted housing and require that all owners, prospective owners and tenants of properties constructed prior to 1978 be properly notified that such properties may include lead-based paint. Such notification shall point out the hazards of lead-based paint and explain the symptoms, treatment and precautions that should be taken when dealing with lead-based paint poisoning and the advisability and availability of blood lead level screening for children under seven. The notice should also point that if lead-based paint is found on the property, abatement measures may be undertaken. The regulations further require that, depending on the amount of Federal funds applied to a property, paint testing, risk assessment, treatment and/or abatement may be conducted. D. Historic Preservation The Sub-recipient agrees to comply with the Historic Preservation requirements set forth in the National Historic Preservation Act of 1966, as amended (16 U.S.C. 470) and the procedures set forth in 36 CFR Part 800, Advisory Council on Historic Preservation Procedures for Protection of Historic Properties insofar as they apply to the performance of this agreement. Small Business Development Loan Fund Program Agreement Page 14 In general, this requires concurrence from the State Historic Preservation Officer for all rehabilitation and demolition of historic properties that are fifty years old or older or that are included on a Federal, state or local historic property list. ARTICLE IX: SEVERABILITY If any provision of this Agreement is held invalid, the remainder of the Agreement shall not be affected thereby and all other parts of this Agreement shall nevertheless be in full force and effect. ARTICLE X: SECTION HEADINGS AND SUBHEADINGS The section headings and subheadings contained in this Agreement are included for convenience only and shall not limit or otherwise affect the terms of this Agreement. ARTICLE XI: WAIVER The Grantee’s failure to act with respect to a breach by the Sub-recipient does not waive its right to act with respect to subsequent or similar breaches. The failure of the Grantee to exercise or enforce any right or provision shall not constitute a waiver of such right or provision. {Signatures begin on the next page} Small Business Development Loan Fund Program Agreement Page 15 ARTICLE XII: COUNTERPARTS This Agreement is executed in two (2) counterparts – each of which shall be deemed an original and together shall constitute one and the same Agreement with one counterpart being delivered to each party hereto. IN WITNESS WHEREOF, the parties have set their hands and seals as of the date first written above. ATTEST: AUGUSTA, GEORGIA (Grantee) Approved as to Form By (please initial here): ______________ [GENERAL COUNSEL], as its General Counsel Date: ____________________ By:__________________________________ [Hardie Davis, Jr.], as its Mayor Date: ____________________ By: _______________________________ [Janice Allen Jackson], as its City Administrator Date:_____________________ By: _________________________ [Hawthorne Welcher, Jr], as its Director Date: _____________________ In witness thereof, the above signatures have been applied on this [DAY OF MONTH] day of [MONTH], 20[YR]. By: ________________________ Lena Bonner, as its Clerk of Commission Affix Seal Here: ATTEST: [Leibra Inc. dba Whipped Creamery] c/o [O. Alea Garvin] Sub-recipient By: _________________________ [O. Alea Garvin], as its owner/ representative Date:_______________________ By: _______________________ [WITNESS NAME], as its witness Date: ______________________ Small Business Development Loan Fund Program Agreement Page 16 EXHIBIT A REPORT SCHEDULE REPORT DUE PERIOD COVERED Quarterly Progress Report 15th of the month following the end of the Quarter Q1: April 15th Q2: July 15th Q3: October 15th Q4: January 15th Q1: January- March Q2: April- June Q3: July- September Q4: October- December Quarterly Financial Statement 15th of the month following the end of the Quarter Q1: April 15th Q2: July 15th Q3: October 15th Q4: January 15th Q1: January- March Q2: April- June Q3: July- September Q4: October- December Audit 30 days after receipt of Audit Report Sub-Grantee audit period- must follow all audit laws as found in 2 CFR § 200 and OMB Circular A-133. Forms 1. SBL Monthly Progress Report ATTACHMENTS: Regulations, Circulars & Local Procurement Policy Available upon request 1. Community Development Block Grant Entitlement Program 24 CFR 570 2. OMB Circular A-122 "Cost Principles for Non-Profit Organizations” 3. OMB Circular A-110 “Grants and Agreements with Institutions of Higher Education, Hospitals, & Other Non-Profit Organizations” 4. OMB Circular A-133, “Audits of Institutions of Higher Education and Other Non-Profit Institutions” 5. Augusta-Richmond County Procurement Policy 6. Executive Orders END OF AGREEMENT Administrative Services Committee Meeting 3/12/2019 1:05 PM HCD’s Small Business Development Loan Program: Whipped Creamery Department:Housing and Community Development Department Presenter:Hawthorne Welcher, Jr. and/or HCD Staff Caption:Motion to approve authorization of Housing and Community Development Department’s (HCD's) agreement for a Small Business Development Loan to Leibra Inc., dba Whipped Creamery in the amount of $37,500.00 (at 4% Interest and an 84-Month Term). Background:In the FY 2017 Annual Action Plan, funds were made available to HCD to assist in building, developing and/or growing local business capacity through the Small Business Development Loan Program. To that end, after Technical Assistance engagement and capacity building efforts from HCD’s Small Business Development Loan Program staff, Leibra Inc. dba Whipped Creamery’s loan application has met the conditions of the Small Business Development Loan Program Review Committee to be recommended for award of a Small Business Development Loan in the amount of $37,500.00 (at 4% Interest and an 84-Month Term). This loan funding will directly assist Leibra Inc. dba Whipped Creamery with the purchase of operating equipment, refrigerators, and renovations of the Augusta Mall unit to serve as a whipped and frozen ice cream/yogurt stand and will supply the company with monthly operational cost for several months. Whipped Creamery is currently a mall food court tenant housed (old Dairy Queen bay) on the second floor of the Augusta Mall. Whipped Creamery serves a wide variety of whipped ice cream specialties, hard handed dipped ice cream, sundaes, soft served, yogurts, smoothies, ices and gelatos. This business operates seven days a week from 10a-10pm. In addition to the timely repayment of this loan, Leibra Inc. will create one (1) FTE permanent job or two (2) PT jobs in order to comply with the necessary national objective of job creation (24 CFR §570.208(a)(4)). Leibra Inc. agrees to be monitored on site annually and provide quarterly financial and employment reports that will assist HCD in ensuring that the created jobs are held by low to moderate income employees. Analysis:The approval of this agreement will allow HCD to proceed with the financial lending transaction to Leibra, Inc. dba Whipped Creamery, in accordance with the provisions of the Small Business Development Loan Program process. This capital infusion in a locally-owned small business will allow for the creation of at least 1 FTE or 2 PTE employment positions for low-moderate income persons in Augusta, GA. Financial Impact:This action will expend funds under the Community Development Block Grant (CDBG) from the FY 2017 Annual Action Plan that were allocated for such purpose by Commission approval in 2017. Alternatives:Do not approve Small Business Development Loan Program Agreement with Leibra, Inc. dba Whipped Creamery and prevent Small Business Development Loan in the amount of $37,500.00. Recommendation:Motion to approve authorization of Housing and Community Development Department’s (HCD's) agreement for a Small Business Development Loan to Leibra Inc., dba Whipped Creamery in the amount of $37,500.00 (at 4% Interest and an 84-Month Term). Funds are Available in the Following Accounts: FY 2017 Community Development Block Grant funds REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 3/12/2019 1:05 PM Human Resources role in hiring and firing process Department: Presenter:Commissioner Marion Williams Caption:Discuss the role of Human Resources in hiring and firing employees. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: JAMES POINTE GATEWAY PROJECT James Brown Boulevard Lot Constraints James Brown Blvd. Planting Strip 10’ Parking (45°) 18’ Driving Aisle 19’ Front Setback 15’/30’ House 72’/57’ Rear Setback 25’ Administrative Services Committee Meeting 3/12/2019 1:05 PM James Brown Boulevard Townhomes__Concept Design Department:Housing and Community Development Presenter:Hawthorne Welcher, Jr. and/or HCD Staff Caption:Motion to approve Housing and Community Development Department’s (HCD's) request to enter into a professional contract agreement with J&B Construction for concept design of townhomes on the east side of James Brown Boulevard (between Adams Street and Hopkins Street). (Referred from February 26 Administrative Services Committee) 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 home buyers, selected a team of development partners to focus on catalytic change, and created a marketing strategy to promote the overall effort. This project site includes eight (8) contiguous lots on the east side of James Brown Boulevard between Adams Street and Hopkins Street. All these lots are currently held by the Augusta, Georgia Land Bank Authority. See attachment for lot locations. This contract includes the conceptual site design of attached townhomes, with building footprints, parking options and stormwater retention options. It also includes graphics of elevations which may be used for future promotion to interested developers and assist with budgeting during pre-development. The contract is to a Laney Walker/Bethlehem Procured Developer who will partner with a local architect. J&B has successfully completed construction with Housing and Community Development in the past, has shown knowledge of the urban renewal process and can provide the project with value added constructability expertise. Attached: Contract with J&B Construction and Services, Inc. for $6,600.00 (copy to form) Analysis:The approval of the contract will allow for pre-development activities on this site to begin. Financial Impact:Laney Walker/Bethlehem Project Bond Funding is the source to complete this activity. Once the concept design is complete, HCD will move to formulate elevations/plans/specifications for the purpose of moving towards solicitation of bid. Alternatives:Do not approve HCDs Request. Recommendation:Motion to approve Housing and Community Development Department’s (HCD's) request to enter into a professional contract agreement with J&B Construction for concept design of townhomes on the east side of James Brown Boulevard (between Adams Street and Hopkins Street). Funds are Available in the Following Accounts: Laney Walker Bethlehem Revitalization Project Bond Funds REVIEWED AND APPROVED BY: Administrative Services Committee Meeting Commission Chamber - 212612019 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; Sias, Chairman; Clarke, Vice Chairman; Davis and Few, members. ADMINISTRATIVE SERVICES 1. Motion to approve an annual bid for Environmental Services Department, Item Utilities Department and Recreation and Parks Department. The items require Action: Commission approval due to the fact that purchases on the individual purchase Approved orders will exceed $25,000.00 per order. (Referred from February 19 Commission meeting) Motions Motion;----- Motion Textt vDe Motion to Approve approve. Motion Passes 4-0. Motions Motion Motion TextI ype Motion to Approve approve. Motion Passes 4-0. Made By Seconded By Motion Result Commissioner Commissioner Mary Davis Johnny Few Passes 2. Motion to authorize the Mayor to execute a Certification of Consistency with ltem local Consolidated Plan for Peace Place Domestic Violence Shelter in Barrow Action: County, Georgia. Approved Made By Commissioner Mary Davis Seconded By f.'rlir' Commissioner John clarke Passes 3. Bid Item #18-225: Richmond County Sheriffs Office is requesting to Item replace two prisoner transport vans to transport inmates to various prisons Action: within Georgia and adjacent states. Approved 4. Bid Item #18-304: The Storm Water Division of the Engineering Department ltem requests the replacement one F-350 with a F-550 Dome style truck; and Bid Action: Item #18-292:3 Ventrac slope mowers. Approved Motions Motion;----- Motion TextI ype Motion to Approve approve. Motion Passes 4-0. Motions Motion- ----- Motion Text'l'ype Motion to Approve approve. Motion Passes 4-0. Seconded By f""r|ii Commissioner Commissioner Mary Davis John Clarke Passes seconded By Motion Result Commissioner Commissioner Mary Davis John Clark. Passes Made By Made By 5. Presentation by Mt. Brian Green regarding mental health organizations and Item their guidelines for placing substance abuse patients and/or mental health Action: patients back into the local community. Approved Motions f#:" Motion rext Made Seconded MotionBy By Result Motion to approve receiving this item as information. It was the consensus of the committee that this item be received as information. 6. Motion to approve Housing and Community Development Department's ltem (HCD's) Homeowner and Emergency Rehabilitation program conversion to Action: the Code Assistance Rehabilitation Program (CARP). Approved Motions Motion Text Made By Motion Type Motion to approve. Approve Ms. Davis out. commissioner commissioner Motion passes 3-0. Johnny Few John clarke Passes 7. Motion to approve Housing and Community Development Department's Item (HCD's) partnership with Georgia Rehabilitation Institute, Inc., and accept Action: their financial commitment of $150,000. Approved Motion Result Motion Result Motion Result Motions Motion Motion Textrype Motion to approve. Approve Ms. Davis out. commissioner commissioner Motion passes 3-0. John Clarke Johnny Few Passes 8. Motion to approve Bid # 18-271 and award the contract to proceed with the Item Main Library Flooring Replacement under the Local Vendor Option to H & H Action: Concrete of Augusta, GA in the amount of $29,100.00. Approved Motions Made By Seconded By Made By Seconded By Motion to approve., *^^ -: *tf^"'-' Commissioner CommissionerAppr, ve Ms. Davis out. ,-^"u--,, "-L, "^ ;;;.},^:;*' Passes Motion passes 3-0. Johnny Few John clarke 9. Motion to approve Housing and Community Development Department's Item (HCD's) request to enter into a professional contract agreement with J&B Action: Construction for concept design of townhomes on the east side of James Rescheduled Brown Boulevard (between Adams Street and Hopkins Street). Motion Text Motions Motion Motion Text'Iype Motion to refer this item back to the nextDefer committee meeting. Ms. Davis out. Motion Passes 3-0. seconded By f*ill Commissioner Johnny Few Passes Made By Commissioner John Clarke 10. Motion to approve Housing and Community Development Department's Item (HCD's) Memorandum of Agreement in partnership with Augusta Tech (Job Action: Training Toolbox Grant Program). Approved Motions il,'J:" Motion rext Made By Seconded By Motion Result Motion Result Motion to approve. Approve Ms. Davis out. Commissioner Commissioner Motion passes 3_0. John clarke Johnny Few Passes 11. Augusta, Georgia Land Bank Authority Composition. Item Action: Approved Motions f#:" Motion rext 12. Approve Motion to approve changing the compostion of the Land Bank Authority's membership from five to seven members. Ms. Davis out. Motion Passes 3-0. Motion to approve the minutes of the held on February 12,2019. Motions Motion Motion Textrype Motion to Approve approve. Motion Passes 4-0. Commissioner Commissioner John clarke Sammie sias Passes Made By Made By Seconded By seconded By f"'.XiI Administrative Services Committee Item Action: Approved Commissioner Commissioner Mary Davis John clarke Passes 13. Approve the permanent relocation of the Housing & Community Item Development Department to 510 Fenwick Street (DFCS Building) with Action: minor renovations to accommodate business operations. Approved Motions X:jtl" Motion Text Made By seconded By Motion'l'ype - ----- -'t --------- -" Result Motion to commissioner commissionerApprove approve. .-;_'::'::"_'_;_""' :_;-".1':'."";"""' Passes Motion passes 4-0. MutY Davis John clarke 14. Request Approval of RFQ Item 18-169 - Real Estate Brokerage Services Item for the Laney Walker/Bethlehem Revitalization Project to Sherman and Action: Hemstreet on behalf of Housing and Community Development Rescheduled Department (HCD). Motions Motion Motion Text Made By seconded By f.'.iiir ype Motion to approve referring this item to the next committee meeting with Mr. Welcher to set up a briefing for Defer commissioners to Commissioner Commissioner n receive information John Clarke lotrnny rew Passes about the brokerage services before the next committee cycle. Ms. Davis out. Motion Passes 3-0. 15. Communication from Chief Judge Carl C. Brown, Jr. regarding the Joint Law Item Enforcement Center Building located at 401 Walton Way. (Requested by Action: Commissioner Sammie Sias) Approved Motions *11" Motion Text Made By seconded By Motion lYPe ^'---- "J vvlv'svs sr Result Motion to approve Approve iltr#f;Jlis item as ;,:;HiJf'.. ffiTtlll.L"J" passes Motion Passes 4-0. www.augustasa.sov Administrative Services Committee Meeting 3/12/2019 1:05 PM Minutes Department: Presenter: Caption:Motion to approve the minutes of the Administrative Services Committee held on February 26, 2019. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 3/12/2019 1:05 PM Part-time employees to receive holiday pay Department: Presenter:Commissioner Bill Fennoy Caption:Presentation from the Administrator regarding cost analysis for part-time employees to receive holiday pay. (Requested by Bill Fennoy) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 3/12/2019 1:05 PM Renaming the Lake Olmstead Stadium Department: Presenter: Caption:Discuss renaming the Lake Olmstead Stadium to Jefferson- Smith Amphitheater. (Requested by Commissioner Bill Fennoy) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 3/12/2019 1:05 PM Resignation of Bill Lockett Age-Friendly Department: Presenter:Mr. Bill Lockett Caption:Motion to accept the resignation of Bill Lockett, Commission Liaison, Age-Friendly Augusta, upon Mayoral appointment of Age-Friendly Augusta Advisory Council Members. The duties and responsibilities of the advisory council will be addressed at the Age-Friendly Augusta Vision 2020 Plan Summit, Augusta Boathouse, March 14, 2019. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 3/12/2019 1:05 PM RFQ #18-169__Real Estate Brokerage Services for Laney Walker/Bethlehem Revitalization Project Department:Housing and Community Development Presenter:Hawthorne Welcher, Jr. and/or HCD Staff Caption:Request Approval of RFQ Item 18-169 – Real Estate Brokerage Services for the Laney Walker/Bethlehem Revitalization Project to Sherman and Hemstreet on behalf of Housing and Community Development Department (HCD). (Referred from February 26 Administrative Services Committee) Background:Augusta, GA and the Augusta Housing and Community Development Department (HCD) is continuing to leading an urban transformation initiative called the Laney Walker/Bethlehem Revitalization Project. As a part of this project, many new homes are continuing to be developed in the downtown area providing a new and innovative living experience for people of all incomes. These homes will provide housing for low to moderate/mixed income families/individuals, and will include both single, multi-family and mixed used developmental concepts. The purpose of this RFQ was to select an established Georgia Licensed Broker Real Estate firm who has an active Homes Division to market and sell the homes that are built or renovated through this project. The selected firm will become a partner on this project, work with the LW/B procured developers, HCD staff, and various other partners. It is also possible (through addendum) that this developer will be asked to assist in commercial/retail efforts where (if) permissible. The focus area is the Historic Laney Walker/Bethlehem, which includes nine (9) nodes of development. The RFQ states that the selected firm (Sherman and Hemstreet) will sign a one year commitment, with four (4) one year optional renewal periods at the option of Augusta, GA. Analysis:This approval would allow HCD to engage a licensed Georgia Real Estate Brokerage Firm to successfully price, market and sell property/assets in the Laney Walker/Bethlehem Revitalization area. Financial Impact:Laney Walker/Bethlehem Project Bond Funding is the source to complete this partnership • A fee of 6% (of the gross sales) shall be paid as a brokerage commission, Alternatives:Do not approve HCD's Request Recommendation:Request Approval of RFQ Item 18-169 – Real Estate Brokerage Services for the Laney Walker/Bethlehem Revitalization Project to Sherman and Hemstreet on behalf of Housing and Community Development Department (HCD). Funds are Available in the Following Accounts: Laney Walker/Bethlehem Revitalization Project Bond Funds. REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 3/12/2019 1:05 PM Update on duties of Compliance Department Department: Presenter:Commissioner Sias Caption:Update from Compliance Department on the full status of the department, to include personnel, mission, and planned activities. (Requested by Commissioner Sammie Sias) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 3/12/2019 1:05 PM Vehicle Mayor's Office Department: Presenter:Commissioner Marion Williams Caption:Discuss the purchase of a vehicle for the Mayor's Office. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: