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HomeMy WebLinkAbout2019-03-26 Meeting Minutes Administrative Services Committee Meeting Commission Chamber - 3/26/2019 ATTENDANCE: Present: Hons. Sias, Chairman; Clarke, Vice Chairman; Davis and B. Williams, members. Absent: Hon. Hardie Davis, Jr., Mayor. ADMINISTRATIVE SERVICES 1. Receive an update from staff/Central Services Department regarding the emergency renovations/repairs to the Lake Olmstead Deck. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result It was the consensus of the committee that this item be received as information. 2. The Utilities-Construction Division requests the purchase of one replacement Dome Style Service Truck. Gerald Jones Ford Bid Item 18-304 Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Delete Motion to delete this item from the agenda. Motion Passes 4-0. Commissioner John Clarke Commissioner Mary Davis Passes 3. Provide a final disposition decision for the 401 Walton Way building owned by the City of Augusta. (Requested by Commissioner Sammie Sias) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve demolishing the old Law Enforcement Center complex at 401 Walton Way with funding from SPLOST VII and to immediately begin getting a project manager on board to design and build a new Juvenile Justice Center with the Administrator to come back with plans at the next committee meeting. Motion Passes 4-0. Commissioner John Clarke Commissioner Mary Davis Passes 4. Update from the Administrator regarding Augusta's requests and responses received from the proposed Depot Project Developers. (Requested by Commissioner Ben Hasan) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve requesting the Administrator to write a letter to Bloc Global reminding them of the due dates of certain documents regarding the project for the City's review. Motion Passes 4-0. Commissioner Mary Davis Commissioner John Clarke Passes 5. Award a contract, not to exceed $85,450.00, to Jones Lang LaSalle Americas, Inc (JLL) for advisory and support services related to conversion of the Lake Olmstead Minor League Stadium into an Amphitheater (RFQ 19-309). Item Action: Approved Motions Motion Text Made By Seconded By Motion Type Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Mary Davis Commissioner Bobby Williams Passes 6. Approve the proposed draft of the dedication plaque for the following project: Georgia Cyber Center Parking Facility. (Referred from March 12 Administrative Services Committee meeting) 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 John Clarke Passes 7. Motion to Approve Amending Housing and Community Development’s (HCD's) 2015 Public Facility Contract with Association Latina de Servicios of Del CSRA (ALAS) to reflect the change in scope of work from New Construction to Acquisition. HCD will provide funding in the amount of up to $140,000 to ALAS for the sole purpose of acquiring the site location for the renovation of a low-income clinic. ALAS will be responsible for renovating the building into a medical center and parking lot to offer services to the low/moderate income population of Augusta-Richmond County . Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve amending the contract funding for a building at a new location. Motion Passes 4-0. Commissioner Mary Davis Commissioner Bobby Williams Passes 8. Request to approve the purchase of two (2) 2019 Dodge Durango Special Service SUV's, one (1) for the Richmond County Marshal’s Office and one (1) for the District Attorney’s Office utilizing Georgia Statewide Contract 99999- SPD-ES40199409. 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 Bobby Williams Passes 9. Motion to approve Housing and Community Development Department’s (HCD's) request to provide funding to seven (7) low-to-moderate homeowners in need of decent, safe and compliant housing. 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 John Clarke Passes 10. Discuss the role of Human Resources in hiring and firing employees. (Requested by Commissioner Marion Williams - referred from March 12 Administrative Services Committee meeting) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Defer Motion to refer this item to the next committee meeting with additional information from the Administrator. Motion Passes 4-0. Commissioner Mary Davis Commissioner Bobby Williams Passes 11. Request Approval of Professional Service Agreement for the Laney Walker/Bethlehem Revitalization Project to Greater Augusta Arts Council on behalf of Housing and Community Development Department (HCD). Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Passes Motion to approve. Motion Passes 4-0. Commissioner Bobby Williams Commissioner John Clarke 12. Motion to approve the minutes of the Administrative Services Committee held on March 12, 2019. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Bobby Williams Commissioner Mary Davis Passes 13. Presentation from the Administrator regarding cost analysis for part-time employees to receive holiday pay. (Referred from March 12 Administrative Services Committee meeting) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to receive additional financial information back from the Administrator and Finance and a perspective on this issue from the affected departments. Motion Passes 4-0. Commissioner Mary Davis Commissioner John Clarke Passes www.augustaga.gov Administrative Services Committee Meeting 3/26/2019 1:05 PM Attendance 3/26/19 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: ITEM # Gerald Jones Volvo W. Georgia Hydraulic STANDARD BASE PRICE 2019 Ford F550 2019 Ford F550 No E-Verify #/Ineligible 5.02 Hvy Duty Cooling Pkg $231.00 5.03 Hvy Duty Electrical Pkg $161.00 5.04 Hvy Duty Suspension $115.00 5.05 19K GVW Payload Pkg $1,063.00 5.07 Backup Camera $531.00 5.09 Running Boards $409.00 6.01 Fire extinguisher $55.00 6.02 Outlet Receptacle $60.00 6.03 Electric Brake controler $249.00 6.04 Service body $7,455.11 6.05 J-Hooks $156.35 6.06 Panel Top $7,142.72 6.07 Cargo Tie downs $265.79 6.08 Grab handles $163.78 6.09 Service body bumper $600.99 6.10 Spotlights $848.00 6.11 Trailer Wiring $400.00 6.12 Pintle Hook $249.30 6.13 Pipe Vise $295.00 6.14 Spot Mirrors $148.00 6.15 Window Tint Crew Cab $200.00 6.16 Safety Cones $48.00 6.17 Master Bar Lock System $641.04 6.18 Steel Drawer System $1,791.43 6.20 Cable steps in Rear $292.68 7.01 Backup Alarm $70.00 7.02 Magnetic LED Light $245.00 REQUESTED OPTIONS BELOW: Dome Style Service Truck 7.03 LED Top Mount Light $420.00 7.04 Traffic Advisor Light Bar $1,298.00 GRAND TOTAL:$70,456.00 $82,189.00 Non-Compliant Invitation to Bid Sealed bids will be received at this office until Friday, November 2, 2018 @ 11:00 a.m. for furnishing: Bid Item #18-304 Dome Style Service Truck – for Augusta, GA Central Services Department – Fleet Maintenance Bid Item #18-307 Trailer Mounted Hydro Excavator – for Augusta, GA Central Services Department – Feet 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. 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 September 27, October 4, 11, 18, 2018 Metro Courier September 27, 2018 OFFICIAL VENDORS Gerald Jones Volvo 4022 Washington Rd Martinez. GA 30907 West Georgia Mobile Hydraulic 99 Edge Rd Villa Rica, GA 30180 Attachment B Yes Yes E-Verify Number 933751 Non-Compliant SAVE Form Yes Yes 5.02 Heavy duty cooling package $231.00 No Bid 5.03 Heavy duty electrical package $161.00 No Bid 5.04 Heavy duty suspension package $115.00 No Bid 5.05 19, 00 GVW payload package $1,063.00 No Bid 5.06 Trailer tow mirrors 0/Standard No Bid 5.07 Backup Camera $531.00 No Bid 5.08 Roof Clearance Lights 0/Standard No Bid 5.09 Black Platform Running Boards $409.00 No Bid 6.01 Fire Extinguisher $55.00 No Bid 6.02 Outlet Receptacle $60.00 No Bid 6.03 Electric Brake Controller $249.00 No Bid 6.04 Service Body Types: Stahl Model Challenger CST, Reading Model Classic II, Knapheide Model 600, or equal $7,455.11 No Bid 6.05 J-Hook Railing for Utility Service Body $156.35 No Bid 6.06 Panel Top for Utility Service Body $7,142.72 No Bid 6.07 Cargo Tie Downs $265.79 No Bid Total Number Specifications Mailed Out: 19 Total Number Specifications Download (Demandstar): 1 Total Electronic Notifications (Demandstar): 70 Mandatory Pre-Bid/Telephone Conference: N/A Total packages submitted: 2 Total Non-Compliant: 1 Equipment Specifications 6.00 Outfitter's Specialty Items: Bid Opening Item #18-304 Dome Style Service Truck for Augusta, Georgia- Central Services Department - Fleet Maintenance Division Bid Due: Friday, November 2, 2018 @ 11:00 a.m. Page 1 of 2 OFFICIAL VENDORS Gerald Jones Volvo 4022 Washington Rd Martinez. GA 30907 West Georgia Mobile Hydraulic 99 Edge Rd Villa Rica, GA 30180 Total Number Specifications Mailed Out: 19 Total Number Specifications Download (Demandstar): 1 Total Electronic Notifications (Demandstar): 70 Mandatory Pre-Bid/Telephone Conference: N/A Total packages submitted: 2 Total Non-Compliant: 1 Bid Opening Item #18-304 Dome Style Service Truck for Augusta, Georgia- Central Services Department - Fleet Maintenance Division Bid Due: Friday, November 2, 2018 @ 11:00 a.m. 6.08 Grab Handles $163.78 No Bid 6.09 Service body bumper $600.99 No Bid 6.10 Spotlights $848.00 Suggest Go Lite/ $365.00/ea 6.11 Trailer wiring $400.00 No Bid 6.12 Pintle hook $249.30 No Bid 6.13 Pipe vise $295.00 No Bid 6.14 Spot mirrors $148.00 No Bid 6.15 Window tint, crew cab $200.00 No Bid 6.16 Safety Cones (4 each)$48.00 No Bid 6.17 Master Bar Locking System for Compartments $641.04 No Bid 6.18 Steel Drawer System $1,791.43 No Bid 6.19 Tool Box Option $0.00 No Bid 6.20 Cable Steps In Rear $292.68 No Bid 7.01 Backup Alarm $70.00 No Bid 7.02 Magnetic LED Light $245.00 No Bid 7.03 LED Top Mount Light $420.00 No Bid 7.04 Traffic Advisor Light Bar $1,298.00 No Bid Year 2019 2019 Brand Ford Ford Model F550 F550 Price $70,456.00 82, 189.00 Approximate Delivery Schedule 15-May-19 TBD Upon Placement 2018/2019 Service Truck, Dome Style, 17, 500 GVW 7.00 Alert Warning Signs: Page 2 of 2 Administrative Services Committee Meeting 3/26/2019 1:05 PM 2019 - Utilities Construction F-550 Department:Central Services Department - Fleet Management Division Presenter:Ron Crowden Caption:The Utilities-Construction Division requests the purchase of one replacement Dome Style Service Truck. Gerald Jones Ford Bid Item 18-304 Background:The Department is requesting to replace truck asset # F02059, which is a 17 year old Ford F450 model with 124,927 miles and 88 documented work orders totaling $43,740. The vehicle was initially purchased in 2002 for $41,054. The vehicle was diagnosed with a failing transmission with a cost of $3,234 to repair. Due to the excessive cost to continue to maintain it was deemed uneconomically repairable and approved for disposal Feb 2019. This loss of a vehicle will create a shortage in their division fleet and negatively affect their ability to quickly respond to job sites. This truck supports a Utilities maintenance crew in the Construction Division. . The bid tab sheet for Bid 18-304: Dome Style Service Truck is attached for your review. Analysis:The Procurement Department published a competitive bid using the Demand Star application for a Dome Style Service Truck. Invitations to bid were sent to fifteen vendors to include five qualifying local vendors. Only two vendors responded with offers, and one of the vendors was disqualified due to an incomplete bid packet. The remaining vendor, Gerald Jones Ford, from Augusta was able to offer the requested product with necessary specifications. Bid 18-304: Truck Dome Style Utility: 2019 Ford F550 – Gerald Jones Ford: $70,456.00 (Augusta, GA); 2019 Ford F550 – West Georgia Hydraulic: $82,189.00/Disqualified (Dallas, GA) Financial Impact:One (1) – 2019 Ford F550 Dome Style Service Truck @ $70,456.00 each. The total purchase is $70,456.00 for the Utilities-Construction Division. The equipment will be purchased with department enterprise funds (ACCT# 506-04- 3410/54.22210). Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of one – 2019 Ford F550 Dome Style Service Truck for the Utilities-Construction Division. Funds are Available in the Following Accounts: Utilities Construction Capital Outlay: 506-04-3410/54.22210 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission From: Sent: To: Cc: Subject: Ms Bonner, Commissioner Sammie Sias Thursday, March L4,21lg 11:1g AM Lena Bonner; Janice Allen Jackson Wanda Gothie; Nancy Morawski Bldg 401 Please add this item to the Administrative Services Committee agenda for Z6Mar 2019. "Provide a final disposition decision for the 401 walton way building owned by the city of Augusta,, Please forward emailto all members of the Commission. Sammie L. Sias Commissioner, Augusta Richmond County "Foilure is not on Option" This e-mail contains confidential information and is intended only for the individual named. lf you are not the named addressee, you should not disseminate,distribute or copy this e-mail Please notify the sender immediately by e-mail it yo, t rre received this e-mail by mistake and delete ttris e-maii irom your system.The city of Augusta accepts no liability for the content of this e-mail or for the "'on."qr"n""r of any actions t"("n on the basis of the information provided, unlessthat information is subsequently confirmed in writing. Any views or opinions pr"."riJo-in this e-mail are solely those of the author and do not necessarily representthose of the city of Augusta E-mail transmissions iannot be guaranieed to be se"ure or error-free as informition could be intercepted, corrupted, lost, destroyed,arrive late or incomplete, or contain viruses The sender thereiore does not ,"""pi iiroitity ror any errors or omissions in the content of this message which arise asa result of the e-mail transmission. lf verification is required, please request a n"iJ ""pV version.AED:104.1 Administrative Services Committee Meeting 3/26/2019 1:05 PM 401 Walton Way Building Department: Presenter: Caption:Provide a final disposition decision for the 401 Walton Way building owned by the City of Augusta. (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 3/26/2019 1:05 PM Administrator Update Depot Project Department: Presenter:Commissioner Ben Hasan Caption:Update from the Administrator regarding Augusta's requests and responses received from the proposed Depot Project Developers. (Requested by Commissioner Ben Hasan) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Request for Qualifications Request for Qualifications will be received at this office until Tuesday, November 27, 2018 @ 11:00 a.m. for furnishing: RFQ Item #18-309 Feasibility Study Convert Minor League Stadium to Amphitheater for Augusta, GA – Central Services – Facilities Maintenance Division Qualifications will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Request for Qualification (RFQ) documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFQ documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. A Pre-Qualification Conference will be held on Tuesday, November 6, 2018, @ 10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605. A Site Visit will follow. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Thursday, November 8, 2018 @ 5:00 P.M. No RFQ will be accepted by fax, all must be received by mail or hand delivered. No RFQ may be withdrawn for a period of sixty (60) days after qualifications have been opened, pending the execution of contract with the successful vendor. Request for qualifications (RFQ) and specifications. An RFQ shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the request for qualification including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waivable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFQ number on the outside of the envelope. Proponents are cautioned that acquisition of RFQ documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFQ documents from unauthorized sources places the proponent at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov GERI A. SAMS, Procurement Director Publish: Augusta Chronicle October 11, 18, 25, November 1, 2018 Metro Courier October 11, 2018 OFFICIAL VENDORS Attachment "B" E-Verify Number SAVE Form Addendum 1 Original 7 Copies AECOM Design Services 303 East wacker Dr., Suite 1400 Chicago, IL 6061 Yes 19959 Yes Yes Yes Yes JLL Hotels & Hospitality Group 200 East Randolph Drive Chicago, IL 60601 Yes 1218078 Yes Yes Yes Yes DLR Group/Johnson Consulting 121 W. Trade St., Suite 2150 Charlotte, NC 28202 Cranston Engineering 452 Ellis Street Augusta, GA 30901 Yes 540529 Yes Yes Yes Yes Conventions, Sports & Leisure International 520 Nicollet Mall, Suite 520 Minneapolis, MN 55402 Yes 116278 Yes Yes Yes Yes Matheny Goldman 108 Woodson St., NW Huntsville, AL 35801 Yes 486828 Yes Yes Yes Yes RFQ Opening RFQ Item #18-309 Feasibility Study Convert Minor League Stadium to Amphitheater for the Augusta, GA – Central Services Department-Facilities Maintenance Division RFQ Due: Tuesday, November 27, 2018 @ 11:00 a.m. Total Number Specifications Mailed Out: 18 Total Number Specifications Download (Demandstar): 3 Total Electronic Notifications (Demandstar): 85 Pre Qualifications Conference Attendees: 4 Total packages submitted: 5 Total Noncompliant: 0 Page 1 of 1 AECOM Design Services 303 East wacker Dr., Suite 1400 Chicago, IL 6061 JLL Hotels & Hospitality Group 3344 Peachtree Rd., NE Atlanta, GA 30326 C. H. Johnson Consulting/Cranston Engineering 6 E. Monroe St., 5th Floor Chicago, IL 60603 Conventions, Sports & Leisure International 520 Nicollet Mall, Suite 520 Minneapolis, MN 55402 Matheny Goldman 108 Woodson St., NW Huntsville, AL 35801 AECOM Design Services 303 East wacker Dr., Suite 1400 Chicago, IL 6061 JLL Hotels & Hospitality Group 3344 Peachtree Rd., NE Atlanta, GA 30326 C. H. Johnson Consulting/Cranston Engineering 6 E. Monroe St., 5th Floor Chicago, IL 60603 Conventions, Sports & Leisure International 520 Nicollet Mall, Suite 520 Minneapolis, MN 55402 Matheny Goldman 108 Woodson St., NW Huntsville, AL 35801 Evaluation Criteria Ranking Points 1. Completeness of Response • Package submitted by the deadline • Package is complete (includes requested information as required per this solicitation) • Attachment B is complete, signed and notarized N/A Pass/Fail PASS PASS PASS PASS PASS PASS PASS PASS PASS PASS 2. Qualifications & Experience (0-5)20 3.8 4.0 4.4 4.6 3.6 76.0 80.0 88.0 92.0 72.0 3. Organization & Approach (0-5)15 3.6 4.0 4.6 5.0 3.8 54.0 60.0 69.0 75.0 57.0 4. Scope of Services Project Specific Experience Available Staff Resources to be Assigned to project (0-5)25 3.2 4.2 4.2 4.8 3.4 80.0 105.0 105.0 120.0 85.0 5. Financial Statements (0-5)10 0.0 3.8 2.8 0.6 0.0 0.0 38.0 28.0 6.0 0.0 6. References (0-5)5 4 5 5 5 5 4 22.0 25.0 24.0 24.0 25.0 Within Richmond County 5 10 0.0 0.0 0.0 0.0 0.0 Within CSRA 5 6 0.0 0.0 0.0 0.0 0.0 Within Georgia 5 4 5 0.0 20.0 0.0 0.0 0.0 Within SE United States (includes AL, TN, NC, SC, FL) 5 2 5 0.0 0.0 0.0 0.0 10.0  All Others 5 1 5 5 5 5.0 0.0 5.0 5.0 0.0 20.0 26.0 25.8 24.8 20.8 237.0 328.0 319.0 322.0 249.0 8. Presentation by Team (0-5)10 3.6 3.8 3.8 0 36.25 37.5 37.5 0 9 Q&A Response to Panel Questions (0-5)5 3.5 4.0 3.5 0 17.5 20 17.5 0 Total Phase 2 - (Total Maximum Ranking 15- Maximum Weighted Total Possible 125) 35 20 23.625 23.75 23.75 20 0 53.75 57.5 55 0 40.0 49.6 49.6 48.6 40.8 0 237.0 381.8 376.5 377.0 249.0 Phase 2 (Option - Numbers 8-9) Internal Use Only Evaluator: Cumulative Date: 12/12/18 Procurement DepartmentRepresentative:______Nancy Williams_____________________ Procurement Department Completion Date: 12/12/18 Phase II - 1/9/19 RFQ Item #18-309 Feasibility Study Convert Minor League Stadium to Amphitheater for the Augusta, GA – Central Services Department-Facilities Maintenance Division Evalaution Meeting Date: Wednesday, December 12, 2018 @ 1:00 p.m. Ranking of 0-5 (Enter a number value between 0 and 5) Scale 0 (Low) to 5 (High) Weighted Scores 7 Proximity to Area (only choose 1 line according to location of the company - enter the ranking value for the one line only) Vendors Phase 1 Total - (Total Maximum Ranking 30 - Maximum Weighted Total Possible 425) Phase 1 Total Cumulative Score (Maximum point is 500) Total (Total Possible Score 500) Administrative Services Committee Meeting 3/26/2019 1:05 PM Approve Contract for Lake Olmstead Stadium Conversion - RFQ 18-309 Department:Central Services - Facilities Presenter:Takiyah A. Douse Caption:Award a contract, not to exceed $85,450.00, to Jones Lang LaSalle Americas, Inc (JLL) for advisory and support services related to conversion of the Lake Olmstead Minor League Stadium into an Amphitheater (RFQ 19-309). Background:The Augusta Green Jackets left the Lake Olmstead stadium in 2017 to occupy SRP Park in North Augusta, South Carolina. Since their departure, the stadium has been used for various events promoted by the Recreation and Parks Department. Request for Qualification (RFQ) #18-309 was issued to solicit professional services related to the Commission’s desire to convert the former Greenjacket’s Baseball Stadium into an Amphitheater. Statements of Qualifications were received on November 27, 2018. Analysis:The Evaluation Panel convened on December 12, 2018 to evaluate the five RFQ documents that were submitted. In accordance with Augusta’s Procurement Guidelines, submissions were scored based on the criteria established in the RFQ. Three firms where selected to make presentations to the Committee on January 9, 2019. The team submitting under the leadership of JLL Hotels and Hospitality Group was deemed to be the most qualified firm to perform the scope outline in the RFQ. An agreement was negotiated for the desired scope of work to be performed in eight phases. Financial Impact:The cost of the contract is not to exceed $85,450.00 Alternatives:1. Award a contract, not to exceed $85,450.00, to Jones Lang LaSalle Americas, Inc (JLL) for advisory and support services related to conversion of the Lake Olmstead Minor League Stadium into an Amphitheater. 2. Do not approve award the contract. Recommendation:Award a contract, not to exceed $85,450.00, to Jones Lang LaSalle Americas, Inc (JLL) for advisory and support services related to conversion of the Lake Olmstead Minor League Stadium into an Amphitheater. Funds are Available in the Following Accounts: Funding is available for the project in SPLOST 7 allocated to Central Services for the use of upgrading existing facilities. GL 329-05-1120 / 5413120 (JL 216057902) REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission 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 3/26/2019 1:05 PM Approve Dedication Plaque Text - Cyber Deck Department:Central Services - Facilities Presenter:Takiyah A. Douse Caption:Approve the proposed draft of the dedication plaque for the following project: Georgia Cyber Center Parking Facility. (Referred from March 12 Administrative Services Committee meeting) 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 project has been completed within the last 18 months. In accordance with the adopted policy, we are submitting the information on a dedication plaque for this project 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: Administrative Services Committee Meeting 3/26/2019 1:05 PM Contract Amendment with Association Latina de Servicios of Del CSRA (ALAS) Department:Housing and Community Development Department Presenter:Hawthorne Welcher, Jr. and/or HCD Staff Caption:Motion to Approve Amending Housing and Community Development’s (HCD's) 2015 Public Facility Contract with Association Latina de Servicios of Del CSRA (ALAS) to reflect the change in scope of work from New Construction to Acquisition. HCD will provide funding in the amount of up to $140,000 to ALAS for the sole purpose of acquiring the site location for the renovation of a low-income clinic. ALAS will be responsible for renovating the building into a medical center and parking lot to offer services to the low/moderate income population of Augusta-Richmond County . Background:Each year the Augusta, Georgia receives Community Development Block Grant (CDBG) funds from the U.S. Department of Housing & Urban Development (HUD). These funds are used to fund agencies and projects to assist low- income persons and revitalize low-income neighborhoods. The Housing and Community Development (HCD) Department annually solicits for proposals from agencies and develops CDBG budgets which are incorporated into the City’s Annual Action Plan and carried out through agreement with local partners. On occasion, amendments to these agreements are necessary to ensure that funds are expended in a timely and effective manner. HCD, in partnership with ALAS, is requesting this type of amendment to acquire and renovate a building into a functioning medical facility. This project, originally Approved in the FY2014 Annual Action Plan, was not able to solicit viable market prices for the construction of a new facility as proposed in the original scope of the project. Thus, in seeking to assist the Partner Agency, ALAS, with meeting the growing need for dedicated office space for their clinic activities, HCD proposed shifting the Scope of the project to allocate the same financial contribution for the purposes of acquiring an existing structure. ALAS would then have the contractual responsibility to renovate the acquired space into a functional clinic within a prescribed timeframe to be stipulated in their final agreement. HCD is requesting Approval to amend the existing contract agreement with ALAS, originally executed in 2015, to reflect this revised scope of work and related responsibilities that maintain the integrity of the intent of the original agreement. Analysis:Approval of the proposed contract amendment and related scope of service will allow HCD to partner with ALAS in bringing this concept of a low-income clinic to fruition. Approval of the proposed contract amendment will also ensure the timely expenditure of the funds currently obligated in the Agreement. The City of Augusta has until 2021 to expend the funds allocated to this project or these funds will be recaptured by the U.S. Department of Housing and Urban Development. Financial Impact:The City receives CDBG funding from the US Housing and Urban Development Department on an annual basis. In this proposed amendment to the Agreement with ALAS, HCD has leveraged up to $140,000 in FY2015 CDBG funding against a match commitment of $260,000 from ALAS to cover acquisition cost shortfall and address the total renovation and interior upgrade of the property. Alternatives:Do not approve HCD's contract amendment request. Recommendation:Approve Amending Housing and Community Development’s (HCD's) 2015 Public Facility Contract to reflect the change in scope of work from New Construction to Acquisition. Funds are Available in the Following Accounts: Housing and Urban Development (HUD) Funds: Community Development Block Grant (CDBG), Public Services and Public Facility and Public Improvement Projects activity funds – FY2014; $140,000. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 3/26/2019 1:05 PM GA STATEWIDE CONTRACT - 2019 - Marshal & DA's Special Service Durango Department:Central Services Department - Fleet Management Presenter:Ron Crowden Caption:Request to approve the purchase of two (2) 2019 Dodge Durango Special Service SUV's, one (1) for the Richmond County Marshal’s Office and one (1) for the District Attorney’s Office utilizing Georgia Statewide Contract 99999-SPD- ES40199409. Background:The Richmond County Marshal’s Office is requesting the acquisition of one 2019 Dodge Durango Special Service SUV, to replace asset 205074. The new vehicle will be assigned to Marshal Lamkin. The District Attorney’s Office is requesting the acquisition of one 2019 Dodge Durango Special Service SUV to replace asset 210270 that was totaled in an accident. The new vehicle will be assigned to District Attorney, Natalie Paine. SPLOST 7 will be used to purchase both vehicles. Analysis:The Procurement Department published a competitive bid, bid #19-170 for the 2019 Police SUV Vehicle-Special Services Model, using the Demand Star application and no vendor bids were received. Therefore, the Procurement Department approved the use of the Georgia Statewide Contract 99999-SPD- ES40199409, 2019 Dodge Durango Special Services Vehicle. State Contract: Akins Ford Dodge of Winder, GA – 2019 Dodge Durango Special Services– $34,535.00 each Financial Impact:The two 2019 Dodge Durango Special Service SUVs totaling $69,070.00 will be purchased using SPLOST VII funds. (ACCT# 329-03-1310-54-22110) Alternatives:1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of two 2019 Dodge Durango Special Service SUV’s at $34,535.00 each. Funds are Available in the Following Accounts: SPLOST 7,(ACCT# 329-03-1310-54-22110) JL 216036001 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 3/26/2019 1:05 PM HCD Rehabilitation Program 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 provide funding to seven (7) low-to-moderate homeowners in need of decent, safe and compliant housing. Background:The Homeowner-Occupied Rehabilitation Program provides a mechanism for eligible homeowners to bring their eligible house into compliance with local codes and provide safe, decent housing for low income individuals. The program has two major components: • Homeowner-Occupied Rehab – Full rehab to include rehabbing of floors, bathrooms counter tops, cabinets, etc… • Emergency Rehab – Code items to include only one of the following: roofing, HVAC, electrical or Plumbing The Homeowner-Occupied Rehabilitation Program is designed to bring the eligible homeowner’s dwelling into compliance with applicable, locally adopted housing rehabilitation standards to reduce ongoing and future maintenance costs, promote energy efficiency, and to preserve decent affordable owner-occupied housing. Federal funding for these activities is provided to Augusta, GA through the Community Development Block Grant (CDBG) Program. This request will commit funding to assist seven (7) homeowners at the following addresses.... 1. 3615 Rolling Meadow Drive (Emergency Rehab) 2. 3207 Holt Road (Emergency Rehab) 3. 2261 Raleigh Drive (Emergency Rehab) 4. 2034 Olive Road, 30906 (Emergency Rehab) 5. 2007 Wharton Drive (Homeowner Rehab) 6. 819 Forsythe Street (Homeowner Rehab) 7. 2706 Lumpkin Road (Emergency Rehab) Note: HCD shall transition to the Code Assistance Rehabilitation Program (CARP) after completion of these notated Rehabilitations Analysis:The approval of this request will allow homeowners to have their deficient housing needs met. Financial Impact:The City receives funding from the US Housing and Urban Development Department on an annual basis. HCD’s Housing Sector will operate this grant program as part of the 2018 Action Plan (Commission approved 08/07/18). A total of $714,330 (2018 funding) has been allocated. This approval would total $71,915. Alternatives:Do not approve HCDs Request. Recommendation:Motion to approve Housing and Community Development Department’s (HCD's) request to provide funding to seven (7) low-to-moderate homeowners in need of decent, safe and compliant housing. Funds are Available in the Following Accounts: Housing and Urban Development (HUD) Funds: a) CDBG REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 3/26/2019 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 - referred from March 12 Administrative Services Committee meeting) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Augusta Housing and Community Development Greater Augusta Arts Council Page 1 Professional Services Agreement BETWEEN Housing and Community Development Department AND Greater Augusta Arts Council FOR “Laney Walker Bethlehem Enhancement of Public Space Through Public Art” THIS AGREEMENT, is made and entered into as of the ____ day of ______________________, 2019 (“the effective date”) by and between Augusta, Georgia through the Housing and Community Development Department (hereafter referred to as “AHCD”) with principal offices located at 925 Laney Walker Blvd, 2nd Floor, Augusta, GA 30901, as party of the first part, hereinafter called “The City” and Greater Augusta Arts Council as party in the second part. WITNESSETH WHEREAS, AHCD is undertaking certain activities related to the revitalization of certain neighborhoods; and WHEREAS, AHCD desires to engage Greater Augusta Arts Council for the purpose of contributing to the Laney Walker Bethlehem Revitalization enhancement of public spaces, NOW, THEREFORE, the parties of this agreement for the consideration set forth below, do here and now agree to the following terms and conditions: 1. EMPLOYMENT. AHCD agrees to engage Greater Augusta Arts Council, and Greater Augusta Arts Council agrees to provide AHCD services which involve working with AHCD’s staff, contractors, funding sources and neighborhood-based organizations in the enhancement of Public Space throughout of Laney Walker/Bethlehem neighborhoods. 2. SCOPE OF SERVICES. The Greater Augusta Arts Council will contribute to the Laney Walker Bethlehem Revitalization enhancement of public spaces by providing public art from four local artists. The art shall be a combination of performance and visual art installations. The intent of the endeavor is to bring the cultural history studied and recorded by the Lucy Craft Laney Museum of Black History out into the public space. Public Art will highlight the proud history of the area for people who have lived there for many years, for those moving into the area as it is revitalized, and to help the area evolve as a cultural tourism draw for visitors. The funds shall be expended as follows: a. The Greater Augusta Arts Council will pay each of the four artists $1,000.00 upon completion of their public art installation/performance. b. The Greater Augusta Arts Council shall pay the Lucy Craft Laney Museum $999.00 for the research and administrative costs incurred in bringing the project to fruition. c. It is understood and agreed by the parties that the services of Greater Augusta Arts Council do not include any of the following: The disbursement or account of funds distributed by AHCDs financial officer, legal advice, fiscal audits, or assistance with activities not related to the performed services. 3. DEFECTIVE PRICING. To the extent that the pricing provided by Greater Augusta Arts Council is erroneous and defective, the parties may, by agreement, correct pricing errors to reflect the intent of the parties. Augusta Housing and Community Development Greater Augusta Arts Council Page 2 4. EFFECTIVE DATE AND TIME OF PERFORMANCE. This agreement takes effect on _____________ 2019 and will conclude once work is completed. AHCD may discontinue the agreement any time during the agreement period with 30 day notice to Greater Augusta Arts Council. Greater Augusta Arts Council may discontinue this agreement with 30 day notice to AHCD. 5. COMPENSATION. Scope of Services (signed proposal) will detail types of services to be performed, and fee for the requested services on a fee plus scale. The base cost of services is Four Thousand Nine Hundred and Ninety-Nine Dollars and 00/100 ($4,999.00). For the satisfactory completion of the services to be provided under this agreement, Greater Augusta Arts Council will submit, to AHCD, an invoice for public art to enhance of public space (may be paid directly to the contractor). 6. SPECIFIED EXCUSES FOR DELAY OR NON-PERFORMANCE. Greater Augusta Arts Council is not responsible for delay in performance caused by hurricanes, tornadoes, floods, and other severe and unexpected acts of nature. In any such event, the contract price and schedule shall be equitably adjusted. 7. GEORGIA PROMPT PAY ACT NOT APPLICLBE. The terms of this agreement supersede any and all provisions of the Georgia Prompt Pay Act. 8. INDEPENDENT CONTRACTOR. It is understood by the parties hereto that Greater Augusta Arts Council is an approved independent contractor and as such, neither it nor its employees, if any, are employees of AHCD or The City for purposes of tax, retirement system, or social security (FICA) withholding. It is further understood that Greater Augusta Arts Council will maintain at its expense for the duration of this agreement, coverage in a workers’ compensation plan for its principles and employees for the services to be performed here under or provide documentation of exemption. 9. ELIGIBILTY. Greater Augusta Arts Council certifies that its business and principles are not debarred, suspended, voluntarily excluded, or otherwise ineligible for participation in federally assisted contracts under Executive Order 12549; “Debarment and Suspension” [25 CFR 24.505]. 10. CONFLICT OF INTEREST. Greater Augusta Arts Council governs that it presently has no interest and will not acquire any interest, direct or indirect, in the project that would conflict in any manner or degree with the performance of its services hereunder. Greater Augusta Arts Council further covenants that in performing this agreement, it will employ no person who has any such interest. Greater Augusta Arts Council shall not be permitted to provide services in the Laney Walker/Bethlehem Redevelopment Project Area for the express purposes of delivering the services, to Augusta, Georgia without the written consent of AHCD. 11. ENTIRE AGREEMENT: MODIFICATION. This agreement contains the entire agreement between the parties, and no statements, promises, or inducements made by either party, or agents of either party, that are not contained in the written Agreement, are valid or binding, No changes, amendments or alterations shall be effective unless in writing and signed by both parties. Greater Augusta Arts Council specifically acknowledges that in entering into and executing this agreement, they rely solely upon the provisions contained in this agreement and not others. 12. NON-ASSIGMENT OF AGREEMENT. Inasmuch as this agreement is intended to secure the specialized services of Greater Augusta Arts Council, Greater Augusta Arts Council may not assign its rights, including the right to compensation, transfer, and delegate or subcontract or assignee will be bound by all the terms and conditions of this agreement. Augusta Housing and Community Development Greater Augusta Arts Council Page 3 13. ASSIGNMENT OF PERSONNEL. Greater Augusta Arts Council shall not substitute any personnel for those specifically named in its proposal unless personnel with substantially equal or better qualifications and experience are provided and acceptable to AHCD, as is evidenced in writing. 14. INDEMIFICATION. Greater Augusta Arts Council waives any and all claims and recourse against AHCD, including the right of contribution for loss and damage to person and property arising from, growing out of, or in any way connected with or incidental to Greater Augusta Arts Council’s negligent performance of this agreement. Further, Greater Augusta Arts Council will indemnify, hold harmless, and defend AHCD against any and all claims, demands, damages, costs, expenses, or liabilities arising out of Greater Augusta Arts Council’s negligent performance of this agreement except for liability arising out of the concurrent or sole negligence of AHCD or its officers, agents, or employees. Greater Augusta Arts Council shall also indemnify AHCD for any adverse determination made by the Internal Revenue Service or the State Franchise Tax Board against Greater Augusta Arts Council with respect to Greater Augusta Arts Council’s “independent consultant” status that would establish a liability for failure to make any social security of income tax withholding payments. 15. INSURANCE. Greater Augusta Arts Council shall have and maintain in full force and effect for the duration of this agreement, insurance insuring against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work by Greater Augusta Arts Council, its agents, representatives, or employees. 16. BREACH OF CONTRACT. In the event of breach of agreement by Greater Augusta Arts Council, AHCD may at its option engage the services of another consultant to complete the work and deduct the cost of performance under this agreement, and then the affected party may pursue all legal remedies available for breach of agreement. 17. TERMINATION OF AGREEMENT. This Agreement may be terminated as follow: a. Termination for cause: i. If AHCD determines that Greater Augusta Arts Council has failed to comply with the terms and conditions of the Agreement, it may terminate this agreement in whole or in part any time before the date of completion. If Greater Augusta Arts Council fails to comply with any of the terms and conditions of this agreement, AHCD may give notice, in writing, to Greater Augusta Arts Council, of any or all deficiencies claimed. The notice will be sufficient for all purposes if it describes the default in general terms. If all defaults are not cured and corrected within a reasonable period to be specified in the notice, AHCD may, with no further notice, declare this agreement to be terminated. Greater Augusta Arts Council will thereafter be entitled to receive payment for those services reasonably performed to the date of termination less the amount of reasonable damage suffered by AHCD by reason of Greater Augusta Arts Council’s failure to comply with this agreement. ii. Notwithstanding the above, Greater Augusta Arts Council is not relieved of liability to AHCD for damages sustained by AHCD by virtue of any breach of this agreement by Greater Augusta Arts Council, and AHCD may withhold any payments to Greater Augusta Arts Council for purposes of set off until such time Augusta Housing and Community Development Greater Augusta Arts Council Page 4 as the exact amount of damages due AHCD from Greater Augusta Arts Council is determined. iii. AHCD may terminate this contract should funding cease or be materially decreased. Greater Augusta Arts Council will thereafter be entitled to receive payment for those services reasonably performed to the date of termination, less the amount of reasonable damage suffered by AHCD by reason of Greater Augusta Arts Council’s fault for the cause of contract termination. 18. The law of the State of Georgia shall govern the contract between AHCD and Greater Augusta Arts Council with regard to its interpretation and performance, and any other claims related to this agreement. All claims, disputes and other matters in question between AHCD and Greater Augusta Arts Council arising out of or relating to the Agreement, or the breach thereof, shall be decided in the Superior Court of Richmond County, Georgia. Greater Augusta Arts Council, by executing this agreement, specifically consents to jurisdiction and venue in Richmond County and waives any right to contest the jurisdiction and venue in the Superior Court of Richmond County, Georgia. 19. LEGAL FEES. In the event either party incurs legal expenses to enforce the terms and conditions of this agreement, the prevailing party is entitled to recover reasonable attorney’s fees and other costs and expenses, whether the same are incurred with or without suit. 20. PROHIBITION AGAINST CONTINGENT FEES. Greater Augusta Arts Council warrants that no person or selling agency has been employed or retained to solicit or secure this agreement upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies maintained by Greater Augusta Arts Council for the purpose of securing business and that Greater Augusta Arts Council has not received any non-City fee related to this agreement without the prior written consent of AHCD. For breach or violation of this warrant, Augusta, GA shall have the right to annul this agreement without liability or at its discretion to deduct from the Agreement price of consideration the full amount of such commission, percentage, brokerage or contingent fee. 21. DOCUMENTS INCORPORATED BY REFERENCE. All documents submitted by Greater Augusta Arts Council and all applicable federal and state statutes and regulations incorporated into this agreement by this reference are binding upon AHCD and Greater Augusta Arts Council. 22. OWNERSHIP AND PUBLICATION OF MATERIALS. All drawings, reports, information, data, and other materials prepared by Greater Augusta Arts Council pursuant to this agreement, or future agreements as amended through the issuance of an agreed upon and signed estimate, are to be the joint property of AHCD and GAAC, which have nonexclusive and unrestricted authority to release, publish or otherwise use, in whole or in part, information relating thereto, in relation to the Laney-Walker/Bethlehem Neighborhood Redevelopment Area project. Any reuse without written verification or adaptation by either party for the specific purpose intended will be at the owner’s sole risk and without liability or legal exposure to AHCD or GAAC. No material produced in whole or in part under this agreement may be subject to copyright or patent in the United Sates or in any other country without the prior written permission of AHCD and GAAC. 23. REPORTS AND INFORMATION. Greater Augusta Arts Council will maintain accounts and records, including personnel, property and financial records, which are adequate to identify and account Augusta Housing and Community Development Greater Augusta Arts Council Page 5 for all cost pertaining to this agreement; and such other records as may be deemed necessary by AHCD to assure proper account for the project funds, both federal and non-federal shares. These records will be made available for audit purposes to AHCD or its authorized representative, and will be retained by AHCD for five (5) years after the expiration of this agreement, unless permission to destroy them is granted by AHCD. 24. RIGHT TO INSPECT PREMISES. The City may, at reasonable times, inspect the part of the plan, places of business, or work site of Greater Augusta Arts Council or any subcontractor of Greater Augusta Arts Council or subunit thereof which is pertinent to the performance of any contract awarded or to be awarded by the City. 25. TEMPORARY SUSPENSION OR DELAY OF PERFORMANCE OF CONTRACT. To the extent that it does not alter the scope of this agreement, The City may unilaterally order a temporary stopping of the work, or delaying of the work to be performed by Greater Augusta Arts Council under this agreement. 26. LIQUIDATED DAMAGES. Greater Augusta Arts Council agrees to pay as liquidated damages to the City, the sum of $0 for each consecutive calendar day after expiration of the contract time of completion, except for authorized extensions of time by the City. This section is independent of Section 17. Breach of Contract. The parties agree that these provisions are liquidated damages are not intended to operate as penalties for breach of contract. All services performed hereunder shall be in accordance with all federal, state, and local laws, ordinances, rules, and regulations NOTICES All notices given pursuant to the agreement shall be mailed or delivered to the following addresses or such other address as a party may designate in writing: Notices to the City: Office of the Administrator Municipal Building 537 Green Street, Room 801 Augusta, GA 30901 Notices to AHCD: Director Augusta Housing and Community Development Department 925 Laney Walker Blvd., 2nd Floor Augusta, GA 30901 Notices to Greater Augusta Arts Council: Greater Augusta Arts Council 1301 Greene Street Augusta, GA 30901 {Signatories on next page} Augusta Housing and Community Development Greater Augusta Arts Council Page 6 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 (The City) Approved as to form: _________________________ Date: ___________________________ Andrew MacKenzie As Its Legal Counsel By: ___________________________________ Date: _____________________________ Hardie Davis As its Mayor By: ___________________________________ Date: _____________________________ Janice Allen Jackson As its Administrator By: ___________________________________ Date: _____________________________ Hawthorne Welcher, Jr. As its Director-AHCD SEAL ____________________________ Lena Bonner As its Clerk of Commission ATTEST: GREATER AUGUSTA ARTS COUNCIL (Contractor) By: ______________________________ Date: __________________ _________ Brenda Durant or Pax Bobrow As Its Executive Director/Project Manager By: ______________________________ Date: __ _________________________ Plain Witness Administrative Services Committee Meeting 3/26/2019 1:05 PM Laney Walker Bethlehem Enhancement of Public Space through Public Art Department:Housing & Community Development Presenter:Hawthorne Welcher, Jr., HCD Director Caption:Request Approval of Professional Service Agreement for the Laney Walker/Bethlehem Revitalization Project to Greater Augusta Arts Council on behalf of Housing and Community Development Department (HCD). Background:Augusta, GA and the Augusta Housing and Community Development Department (HCD) is continuing to lead 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 partnership is for the Greater Arts Council to contribute to the Laney Walker/Bethlehem Revitalization enhancement of public spaces through the Golden Blocks Project. The Golden Blocks Project is a creative placemaking collaboration between the Greater Augusta Arts Council, the Lucy Craft Laney Museum of Black History, and Augusta Housing & Community Development. The project brings together artists with staff of the Museum, and funds public art that they create together, based on the cultural and historical heritage documentation housed in the Museum.The goals for this work are to: Help give voice to the people who have lived in the Laney Walker and Bethlehem (LWB) area and publicly celebrate the cultural legacy of their neighborhoods.Help people moving into the LWB area understand the cultural legacy of the neighborhoods they are moving into, so that they too will celebrate it. Analysis:Approval of this agreement will enhance the Laney Walker/Bethlehem area for years to come, give artists public exposure, and further makes these hallowed historic areas tourist attractions. Financial Impact:Laney Walker/Bethlehem Project Bond Funding is the source to complete this partnership: • The base cost of services is $4,999.00 o Pay each of the four (4) artist $1,000.00 upon completion of their public art installation/performance. o Pay the Lucy Craft Museum $999.00 for the research and administrative costs incurred in bringing the project to fruition. Alternatives:Do not approve HCD's Request Recommendation:Motion to approve the Professional Services Agreement for the Laney Walker/Bethlehem Revitalization Project to Greater Augusta Arts Council 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: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting Commission Chamber - 3ll2l20l9 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 ItemOffice. Action: Approved Motions Motion-^"""" Motion Text'l'ype 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 A --_^_-^ Program through the StateAPProve of deorgia forihe Richmond County Sheriffs Office and one Chevrolet Tahoe for the Richmond County Coroner's Office using SPLOST 7 funds. Motion Passes 4-0. 2. The Utilities Department Construction and Maintenance Division is requesting Item to replace one backhoe loader to Border Equipment utilizing ITB #18-234A Action: and lease two sewer vacuum trucks to Environmental Products of Georgia Approved utilizing ITB l8-305. Made By seconded By f""r|fi' Commissioner Commissioner ^ Mary Davis Johnny Few rasses Motions X:j*1" Motion Text Made By seconded By Motion'l'ype - ----- -'t -----*-- -'t Result Motion to^ Commissioner CommissionerApprove approve. ^-;;;;," - ;;:::;^];-- Passes Motion passes 4-0. 'fiu'Y Davis Johnny Few 3. Motion to approve Housing and Community Development Department's Item (HCD's) request to sell property located at 3209 Sylvan Court to an approved Action:homebuyer. Approved Motions Motion t. .. m Motion- ----- Motion Text Made By Seconded BylYPe ---- -'I *-------- -r Result Motion to Approve uppro*. Commissioner Commissioner *#;";"sses 4-0. John clarke Johnny Few Passes 4. Approve the proposed drafts of the dedication plaques for the following Itemprojects: Action: Approved Augusta Planning and Development Department - Renovation Augusta Central Services Department - Renovation and Addition Georgia Cyber Center Parking Facility t, Motions X:l:"' Motion Text Made By seconded By MotionrYPe Result Motion to approve the drafts for the Planning and Development Department Renovation and the Central Services ^ Department Renovation Commissioner CommissionerApprove i ^ ,,,-, -----, ----^^-^:--:"-- ::"""':^"^'-^ Passes' -rr- .- ' - and Addition and Mary Davis Johnny Few referring the draft for the Georgia Cyber Center Parking Facility to the next committee meeting. Motion Passes 4-0. 5. Motion to authorize Housing and Community Development Department's ltem (HCD's) Director to execute a Certification of Consistency with Local Action: Consolidated Plan for SAFEHOMES, Inc. Domestic Violence Shelter in Approved Augusta, Georgia. Motions []11" Motion Text Made By Seconded By MotionrYPe - ---- -'1 Result Motion to^ Commissioner CommissionerApprove approve. .-;- ;;^-;, -- ;- -_.;-_ l-- Passes ilil;p"sses 4-0. John Clarke Johnny Few 6. Discuss the proposed changes to the Julian Smith Casino and BBQ Pit. Item (Requested by Commissioner Ben Hasan) Action: Approved Motions Motion Motion- ----- Motion Text Made By Seconded By'l'ype '.---- -'I --------- -'t Result Motion to approve a -____--_- receiving this item as Commissioner CommissionerApprove information. Mary Davis Johnny Few Passes Motion Passes 4-0. 7. Update from the Central Services Department regarding the condition of the Item patio deck at the Lake Olmstead Park that must include the following: Action: l)The condition of the deck; is it repairable or should it be Approved 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) Motions X:11"' Motion Text Made By Seconded By Motionlype '---- -'t ----"--'-; Result Approve Motion to approve Commissioner Commissioner Passes outsourcing the work on John Clarke Mary Davis the deck with staff working with Procurement to complete the work as an emergency project. Motion Passes 4-0. 8. Receive as information the update from HCD that, per requirements of the Item local HUD Citizen Participation Plan, HCD will publish advertisement for a Action: 15-day Public Comment and submit the 2018 Consolidated Annual Approved Performance and Evaluation Report (CAPER) report to HUD on or before the March 31 deadline once comments are received with no return to Commission. Motions X:j*1"" Motion Text Made By Seconded By MotionType ''---- -'t -------- -'t Result Motion to Approve "pp;:" Commissioner Commissioner Motion passes 4-0. John clarke Johnny Few Passes 9. Motion to approve authorization of Housing and Community Development Item Department's (HCD's) agreement for a Small Business Development Loan to Action: Leibra Inc., dba Whipped Creamery in the amount of $37,500.00 (at 4oh Approved Interest and an 84-Month Term). Motions X:.*1" Motion Text Made By seconded By MotionI'ype ''---- -'t -------- -J Result Motion to Approve ,pp;:" Commissioner Commissioner Motion passes 4-0. Joh. clarke Mary Davis Passes 10. Discuss the role of Human Resources in hiring and firing employees. Item (Requested by Commissioner Marion Williams) Action: Approved Motions Motion tn-., m , r- r Motion;"-'-" Motion Text Made By Seconded ByI'ype - ----- -'I *-------- -J Result Motion to refer this Defer item back to the next Commissioner Commissioner committee meeting. Mary Davis John Clarke Passes Motion Passes 4-0. 11. 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 Approved Brown Boulevard (between Adams Street and Hopkins Street). (Refened from February 26 Administrative Services Committee) Motions Hj1" Morion Text Made By seconded By Motion'l.ype Result Motion to approve a _ ___-____ receiving this item as Commissioner CommissionerApprove inior-ution. John clarke Johnny Few Passes Motion Passes 4-0. 12. Motion to approve the minutes of the Administrative Services Committee Item held on February 26,2019. Action: Approved Motions []jt1" Motion Text Made By seconded By Motion'I'ype - ----- -'t * *------ -J Result Motion to commissioner commissionerApprove approve. ;;-;::;::'" .-,"^ .'J:.;^'*^ Passes Motion passes 4-0. Joh'clarke Mary Davis 13. Presentation from the Administrator regarding cost analysis for part-time ltem employees to receive holiday pay. (Requested by Bill Fennoy) Action: Rescheduled Motions f#:"' Motion rext Made By seconded By #Jfi' Approve Motion to refer this Commissioner Commissioner Passes item to the next Mary Davis Johnny Few 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 Sheriffs 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 Item Amphitheater. (Requested by Commissioner Bill F'ennoy) Action: Approved Motions X:j*1'" Motion Text Made By seconded By MotionType ^'^--- -J Result Motion to approve receiving this item as Approve information. Mr. Sias commissioner commissioner votes No. t Mury Davis Johnny Few Passes Motion Passes 3-1. 15. Motion to accept the resignation of Bill Lockett, Commission Liaison, Age- Item Friendly Augusta, upon Mayoral appointment of Age-Friendly Augusta Action: Advisory Council Members. The duties and responsibilities of the advisory Approved council will be addressed at the Age-Friendly Augusta Vision 2020 Plan Summit, Augusta Boathouse, March 14,2019. Motions [,o11"Il Motion Text Made By Seconded By Motion'I'ype - ----- -'t -------- -'1 Result Motion to approve with the correction of the Advisory Council ^ members to be Commissioner CommissionerApprove : . -,-; - ., --------:---. ---- --:^^-^^-:^-^--^ Passes"rr' "'- appointed by the Mary Davis Johnny Few Commission rather than the Mayor. Motion Passes 4-0. 16. Request Approval of RFQ Item 18-169 - Real Estate Brokerage Services for Item the Laney WalkeriBethlehem Revitalization Project to Sherman and Action: Hemstreet on behalf of Housing and Community Development Department Approved (HCD). (Referred from February 26 Administrative Services Committee) Motions Motion Motion Text Type Motion to refer this item to the full Commission with no ^ recommendation with anAPProve amendment for a one- year term and two one- year renewal terms. Motion Passes 4-0. Made By Made By Seconded By Seconded By Motion Result Commissioner Commissioner Mary Davis Johnny Few rasses 17. Update from Compliance Department on the full status of the department, to Item include personnel, mission, and planned activities. (Requested by Action: Commissioner Sammie Sias) Approved Motion to approve a _ _-_- _- receiving this item as CommissionerAPProve information. Mary Davis Motion Passes 4-0. Motions f#:"' Motion rext Motions f#:"' Motion rext CommissionerJ"h;;;il; - Passes seconded By HXiJ by Item Action: Approved Made By Commissioner Johnny Few Commissioner John Clarke Motion Result Passes 18. Discuss the purchase of a vehicle for the Mayor's Office. (Requested Commissioner Marion Williams) 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. www.augustaqa.qov Administrative Services Committee Meeting 3/26/2019 1:05 PM Minutes Department: Presenter: Caption:Motion to approve the minutes of the Administrative Services Committee held on March 12, 2019. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 3/26/2019 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. (Referred from March 12 Administrative Services Committee meeting) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: