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Home My WebLink About2019-05-14 Meeting Minutes Administrative Services Committee Meeting Commission Chamber - 5/14/2019 ATTENDANCE: Present: Hons. Sias, Chairman; Clarke, Vice Chairman; Davis and B. Williams, members. Absent: Hon. Hardie Davis, Jr., Mayor. ADMINISTRATIVE SERVICES 1. Central Services Department - Fleet Management Division requests the purchase of 7 Pickup Trucks for various departments in the General Fund. Bid Item 19-140 - Gerald Jones Ford 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 2. The Utilities Department requests the purchase of 11 Pickup Trucks for various divisions. 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 3. Motion to approve Memorandum of Understanding and Financial Stipend for Financial Literacy Program. 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 4. Motion to approve Housing and Community Development Department’s (HCD's) request to provide Laney Walker/Bethlehem Bond Funding to contract with Cranston Engineering for site Surveys of three (3) areas within the Laney Walker/Bethlehem neighborhoods for the purpose of redistribution of narrow lots to accommodate slightly wider homes. 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 Bobby Williams Passes 5. Motion to approve the minutes of the Administrative Services Committee held on April 30, 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 6. Approve change order #3 to the contract to Renovate Former Offices for Records Retention in the amount of $42,845.00. 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 John Clarke Passes 7. Recommendation to award RFP #19-123A Architectural/Engineering Design Services for the Lucy Craft Laney Museum (2019) to 2 KM Architects, Inc., as the qualified and selected architectural/engineering firm. 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 www.augustaga.gov Administrative Services Committee Meeting 5/14/2019 1:20 PM Attendance 5/14/19 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Invitation to Bid Sealed bids will be received at this office until Friday, February 15, 2019 @ 11:00 a.m. for furnishing: Bid Item #19-140 2019 6500GVWR Pickup 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 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, February 1, 2019 @ 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 January 10, 17, 24, 31, 2019 Metro Courier January 10, 2019 OFFICIAL VENDORS WADE FORD INC 3860 S COBB DRIVE SE SMYRNA, GA 30080 ALLEN VIGIL FORD (Bob Burtner) 6790 MT. ZION BLVD MORROW, GA 30260 NICHOLS FLEET EQUIPMENT 2401 EAST 31ST STREET CHATTANOOGA, TN. 37407 GERALD JONES FORD 3480 WRIGHTSBORO RD AUGUSTA, GA 30909 Attachment B YES YES NO BID Yes E-Verify Number 314470 94460 933751 SAVE Form YES YES Yes 5.01 2019 Pickup Truck (1/2 ton), 6500 GVWR, Regular Cab, 6 Cyl, 4x2, SWB $19,789.00 $19,987.00 $19,449.00 6.01 5.0L V8 Flex Fuel Engine $1,825.00 $1,836.00 $1,895.00 6.02 3.5L V6 EcoBoost $2,388.00 $2,388.00 $2,445.00 6.03 2.7L V6 EcoBoost $925.00 $916.00 Standard 6.04 Long Bed (8ft)$287.00 $285.00 $300.00 6.05 Extended range fuel tank $407.00 $410.00 $420.00 6.06 Super Cab (6.5ft bed)$20,703.00 $1,716.00 $4,400.00 6.07 Super Cab (8ft bed)$21,943.00 $3,375.00 N/A 6.08 4X4 Option (All Models) $4,436.00 $1,995.00 $4,900.00 6.09 Skid Plates $146.00 $155.00 $150.00 6.10 Fog Lights $127.00 $135.00 $130.00 6.11 Crew Cab XL SWB $22,995.00 $3,365.00 $6,700.00 Total Number Specifications Mailed Out: 24 Total Number Specifications Download (Demandstar): 3 Total Electronic Notifications (Demandstar): 54 Mandatory Pre-Bid/Telephone Conference: N/A Total packages submitted: 3 Total Non-Compliant: 0 VEHICLE/OPTIONS REQUIRED 6.00 MANUFACTURER OPTIONS Bid Opening Item #19-140 - 2019 6500 GVWR Pick-Up for Augusta, Georgia- Central Services Department- Fleet Maintenance Division Bid Due: Friday, February 15, 2019 @ 11:00 a.m. Page 1 of 5 OFFICIAL VENDORS WADE FORD INC 3860 S COBB DRIVE SE SMYRNA, GA 30080 ALLEN VIGIL FORD (Bob Burtner) 6790 MT. ZION BLVD MORROW, GA 30260 NICHOLS FLEET EQUIPMENT 2401 EAST 31ST STREET CHATTANOOGA, TN. 37407 GERALD JONES FORD 3480 WRIGHTSBORO RD AUGUSTA, GA 30909 Total Number Specifications Mailed Out: 24 Total Number Specifications Download (Demandstar): 3 Total Electronic Notifications (Demandstar): 54 Mandatory Pre-Bid/Telephone Conference: N/A Total packages submitted: 3 Total Non-Compliant: 0 Bid Opening Item #19-140 - 2019 6500 GVWR Pick-Up for Augusta, Georgia- Central Services Department- Fleet Maintenance Division Bid Due: Friday, February 15, 2019 @ 11:00 a.m. 6.12 Crew Cab XL LWB $23,935.00 $5,325.00 N/A 6.13 Limited Slip Axle $519.00 $525.00 $530.00 6.14 Tilt / Cruise $210.00 $215.00 $210.00 6.15 Cab Steps $232.00 $262.00 $300.00 6.16 Daytime Running Lights $41.00 $42.00 $42.00 6.17 Power Windows/Locks/Mirrors $1,069.00 $1,088.00 $890.00 6.18 Power Seat $322.00 $345.00 $322.00 6.19 Class IV Hitch (w/o tow pkg)$95.00 $100.00 $89.00 6.20 Trailer Tow Pkg $920.00 $555.00 $554.00 6.21 Trailer Tow Pkg (w/101A pkg)$1,202.00 $916.00 $915.00 6.22 Tow Mirrors w/ spotlights $397.00 $495.00 $440.00 6.23 XL w/Power W-L-M, SYNC, AM/FM/CD, Cruise Control $2,252.00 $2,075.00 $1,220.00 6.24 Cruise Control & SYNC $597.00 $690.00 $595.00 6.25 40-20-40 Cloth Split Bench No Charge No Charge $150.00 6.26 Cloth Buckets w/Console $305.00 $275.00 $275.00 6.27 Electric Brake Controller $265.00 $265.00 $260.00 6.28 Carpet w/Mats $151.00 $140.00 $135.00 Page 2 of 5 OFFICIAL VENDORS WADE FORD INC 3860 S COBB DRIVE SE SMYRNA, GA 30080 ALLEN VIGIL FORD (Bob Burtner) 6790 MT. ZION BLVD MORROW, GA 30260 NICHOLS FLEET EQUIPMENT 2401 EAST 31ST STREET CHATTANOOGA, TN. 37407 GERALD JONES FORD 3480 WRIGHTSBORO RD AUGUSTA, GA 30909 Total Number Specifications Mailed Out: 24 Total Number Specifications Download (Demandstar): 3 Total Electronic Notifications (Demandstar): 54 Mandatory Pre-Bid/Telephone Conference: N/A Total packages submitted: 3 Total Non-Compliant: 0 Bid Opening Item #19-140 - 2019 6500 GVWR Pick-Up for Augusta, Georgia- Central Services Department- Fleet Maintenance Division Bid Due: Friday, February 15, 2019 @ 11:00 a.m. 6.29 XL SSV Package $46.00 $49.00 $48.00 6.30 XLT Package $4,100.00 $4,763.00 $5,560.00 6.31 Rear window defroster & Bumpers $205.00 $305.00 $93.00 6.32 Aluminum Wheels & Bumpers Included $740.00 $715.00 6.33 Box Side Steps $299.00 $305.00 $300.00 6.34 Tailgate Step $346.00 $355.00 $351.00 6.35 Reverse Sensing $250.00 $255.00 $260.00 6.36 Spray-In $549.00 $375.00 $400.00 6.37 Exterior Color Not Included in Base Price Color: ___________ $601.00 $950.00 No Charge 6.38 Exterior Color Not Included in Base Price Color: ___________ $601.00 No Charge No Charge 6.39 Exterior Color Not Included in Base Price Color: ___________ $601.00 N/A No Charge 6.40 Interior Color Not Included in Base Price Color: ___________ $601.00 N/A No Charge 6.41 Interior Color Not Included in Base Price Color: ___________ No Charge N/A No Charge Page 3 of 5 OFFICIAL VENDORS WADE FORD INC 3860 S COBB DRIVE SE SMYRNA, GA 30080 ALLEN VIGIL FORD (Bob Burtner) 6790 MT. ZION BLVD MORROW, GA 30260 NICHOLS FLEET EQUIPMENT 2401 EAST 31ST STREET CHATTANOOGA, TN. 37407 GERALD JONES FORD 3480 WRIGHTSBORO RD AUGUSTA, GA 30909 Total Number Specifications Mailed Out: 24 Total Number Specifications Download (Demandstar): 3 Total Electronic Notifications (Demandstar): 54 Mandatory Pre-Bid/Telephone Conference: N/A Total packages submitted: 3 Total Non-Compliant: 0 Bid Opening Item #19-140 - 2019 6500 GVWR Pick-Up for Augusta, Georgia- Central Services Department- Fleet Maintenance Division Bid Due: Friday, February 15, 2019 @ 11:00 a.m. 6.42 Interior Color Not Included in Base Price Color: ___________ No Charge N/A N/A 6.43 Delivery Fee per Vehicle No Charge $125.00 $50.00 7.01 Fire extinguisher $51.00 $55.00 $50.00 7.02 Outlet receptacle $65.00 $70.00 $65.00 7.03 Toolbox – aluminum box with lockable door(s), $392.00 $475.00 $400.00 7.04 Trailer hitch – Class IV connection, $325.00 $50.00 $150.00 7.05 Trailer wiring $65.00 Included Included 7.06 Trailer ball – 2 inch hitch ball $38.00 $25.00 $22.00 7.07 Window tint, regular cab $155.00 $125.00 $150.00 7.08 Window tint, extended cab $155.00 $145.00 $160.00 7.09 Window tint, crew cab $165.00 $165.00 $160.00 7.10 Add on step – single, tube metal type $590.00 $185.00 $230.00 7.11 Backup alarm $85.00 $80.00 $75.00 7.12 Drill Free Light Bar Cab Mount (part #: 8895150, $647.00 $690.00 $647.00 7.13 LED top mount light $542.00 $650.00 $537.00 7.00 OUTFITTER’S SPECIALTY ITEMS Page 4 of 5 OFFICIAL VENDORS WADE FORD INC 3860 S COBB DRIVE SE SMYRNA, GA 30080 ALLEN VIGIL FORD (Bob Burtner) 6790 MT. ZION BLVD MORROW, GA 30260 NICHOLS FLEET EQUIPMENT 2401 EAST 31ST STREET CHATTANOOGA, TN. 37407 GERALD JONES FORD 3480 WRIGHTSBORO RD AUGUSTA, GA 30909 Total Number Specifications Mailed Out: 24 Total Number Specifications Download (Demandstar): 3 Total Electronic Notifications (Demandstar): 54 Mandatory Pre-Bid/Telephone Conference: N/A Total packages submitted: 3 Total Non-Compliant: 0 Bid Opening Item #19-140 - 2019 6500 GVWR Pick-Up for Augusta, Georgia- Central Services Department- Fleet Maintenance Division Bid Due: Friday, February 15, 2019 @ 11:00 a.m. 7.14 County Emergency Equipment Package $782.00 $825.00 $778.00 7.15 Fire Emergency Equipment Package $1,741.00 $1,795.00 $1,728.00 Year 2019 2019 2019 Make Ford Ford Ford Model F150 F150 F150XL Approximate Delivery Time 12 Weeks ARO 90-120 DAYS 90 DAYS ARO 2019 6500 GVWR PICKUP TRUCK Page 5 of 5 Administrative Services Committee Meeting 5/14/2019 1:20 PM 2019 - General Fund F-150s Department:Central Services Department - Fleet Management Division Presenter:Ron Crowden Caption:Central Services Department - Fleet Management Division requests the purchase of 7 Pickup Trucks for various departments in the General Fund. Bid Item 19-140 - Gerald Jones Ford Background:The Engineering Department - Maintenance Division is requesting the replacement of a 1999 Ford F150, asset number 994179, with 176,240 miles for a 2019 Ford F150. The Recreation Department is requesting the replacement of three trucks; asset number 206055, a 2006 Ford F150 with 174,003 miles, asset number 994170, a 1999 Ford Ranger that was totaled in an accident and asset number 206052, a 2006 Ford Ranger with 146,546miles. The Central Services Department - Construction Division is requesting the replacement of a 2005 Ford F150, asset number 204344, with 108,043miles that needs a new transmission and the cost to repair exceeds the value of the vehicle. The Planning and Development Department - Code Enforcement Division is requesting the replacement of two 2001 Ford Rangers. Asset number 204324 with 170,176miles and Asset number F00087 with 169,158miles. Bid Tab Sheets and vehicle evaluations are attached. Analysis:The Procurement Department published a competitive bid using the Demand Star application for 2019 6500 GVWR Pick-up Truck (Bid #19-140). Invitations to Bid were sent to 24 vendors with four vendors responding and two being non-compliant. Bid tab sheets are attached for your review. Bid# 19-140: 2019 Ford F150 – Gerald Jones – $23,433 – Allan Vigil Ford - $24,297 Bid# 19-140: 2019 Ford F150 – Allan Vigil Ford - $26,198 - Gerald Jones – $28,114 GJF accepted the Local Vendor Preference Option at $26,198 Bid# 19-140: 2019 Ford F150 – Allan Vigil Ford - $21,878 - Gerald Jones – $22,529 Bid# 19- 140: 2019 Ford F150 – Allan Vigil Ford - $22,978 - Gerald Jones – $23,832 Bid# 19-140: 2019 Ford F150 – Allan Vigil Ford - $25,827 - Gerald Jones – $27,878 GJF accepted the Local Vendor Preference Option at $25,827 Financial Impact:2 – 2019 Ford F150 @ $23,433 each; 1 – 2019 Ford F150 @ $26,198; 2 – 2019 Ford F150 @ $21,878 each; 1 – 2019 Ford F150 @ $22,978 each; 1 – 2019 Ford F150 @ $25,827 each;. The total purchase orders designated to Gerald Jones Ford is $165,625. The vehicles will be purchased using Capital Outlay Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of 7 - Ford F150s for General Fund Departments. Funds are Available in the Following Accounts: 2019 Capital Outlay - 272-01-6440/54.22210 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Invitation to Bid Sealed bids will be received at this office until Friday, February 15, 2019 @ 11:00 a.m. for furnishing: Bid Item #19-140 2019 6500GVWR Pickup 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 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, February 1, 2019 @ 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 January 10, 17, 24, 31, 2019 Metro Courier January 10, 2019 OFFICIAL VENDORS WADE FORD INC 3860 S COBB DRIVE SE SMYRNA, GA 30080 ALLEN VIGIL FORD (Bob Burtner) 6790 MT. ZION BLVD MORROW, GA 30260 NICHOLS FLEET EQUIPMENT 2401 EAST 31ST STREET CHATTANOOGA, TN. 37407 GERALD JONES FORD 3480 WRIGHTSBORO RD AUGUSTA, GA 30909 Attachment B YES YES NO BID Yes E-Verify Number 314470 94460 933751 SAVE Form YES YES Yes 5.01 2019 Pickup Truck (1/2 ton), 6500 GVWR, Regular Cab, 6 Cyl, 4x2, SWB $19,789.00 $19,987.00 $19,449.00 6.01 5.0L V8 Flex Fuel Engine $1,825.00 $1,836.00 $1,895.00 6.02 3.5L V6 EcoBoost $2,388.00 $2,388.00 $2,445.00 6.03 2.7L V6 EcoBoost $925.00 $916.00 Standard 6.04 Long Bed (8ft)$287.00 $285.00 $300.00 6.05 Extended range fuel tank $407.00 $410.00 $420.00 6.06 Super Cab (6.5ft bed)$20,703.00 $1,716.00 $4,400.00 6.07 Super Cab (8ft bed)$21,943.00 $3,375.00 N/A 6.08 4X4 Option (All Models) $4,436.00 $1,995.00 $4,900.00 6.09 Skid Plates $146.00 $155.00 $150.00 6.10 Fog Lights $127.00 $135.00 $130.00 6.11 Crew Cab XL SWB $22,995.00 $3,365.00 $6,700.00 Total Number Specifications Mailed Out: 24 Total Number Specifications Download (Demandstar): 3 Total Electronic Notifications (Demandstar): 54 Mandatory Pre-Bid/Telephone Conference: N/A Total packages submitted: 3 Total Non-Compliant: 0 VEHICLE/OPTIONS REQUIRED 6.00 MANUFACTURER OPTIONS Bid Opening Item #19-140 - 2019 6500 GVWR Pick-Up for Augusta, Georgia- Central Services Department- Fleet Maintenance Division Bid Due: Friday, February 15, 2019 @ 11:00 a.m. Page 1 of 5 OFFICIAL VENDORS WADE FORD INC 3860 S COBB DRIVE SE SMYRNA, GA 30080 ALLEN VIGIL FORD (Bob Burtner) 6790 MT. ZION BLVD MORROW, GA 30260 NICHOLS FLEET EQUIPMENT 2401 EAST 31ST STREET CHATTANOOGA, TN. 37407 GERALD JONES FORD 3480 WRIGHTSBORO RD AUGUSTA, GA 30909 Total Number Specifications Mailed Out: 24 Total Number Specifications Download (Demandstar): 3 Total Electronic Notifications (Demandstar): 54 Mandatory Pre-Bid/Telephone Conference: N/A Total packages submitted: 3 Total Non-Compliant: 0 Bid Opening Item #19-140 - 2019 6500 GVWR Pick-Up for Augusta, Georgia- Central Services Department- Fleet Maintenance Division Bid Due: Friday, February 15, 2019 @ 11:00 a.m. 6.12 Crew Cab XL LWB $23,935.00 $5,325.00 N/A 6.13 Limited Slip Axle $519.00 $525.00 $530.00 6.14 Tilt / Cruise $210.00 $215.00 $210.00 6.15 Cab Steps $232.00 $262.00 $300.00 6.16 Daytime Running Lights $41.00 $42.00 $42.00 6.17 Power Windows/Locks/Mirrors $1,069.00 $1,088.00 $890.00 6.18 Power Seat $322.00 $345.00 $322.00 6.19 Class IV Hitch (w/o tow pkg)$95.00 $100.00 $89.00 6.20 Trailer Tow Pkg $920.00 $555.00 $554.00 6.21 Trailer Tow Pkg (w/101A pkg)$1,202.00 $916.00 $915.00 6.22 Tow Mirrors w/ spotlights $397.00 $495.00 $440.00 6.23 XL w/Power W-L-M, SYNC, AM/FM/CD, Cruise Control $2,252.00 $2,075.00 $1,220.00 6.24 Cruise Control & SYNC $597.00 $690.00 $595.00 6.25 40-20-40 Cloth Split Bench No Charge No Charge $150.00 6.26 Cloth Buckets w/Console $305.00 $275.00 $275.00 6.27 Electric Brake Controller $265.00 $265.00 $260.00 6.28 Carpet w/Mats $151.00 $140.00 $135.00 Page 2 of 5 OFFICIAL VENDORS WADE FORD INC 3860 S COBB DRIVE SE SMYRNA, GA 30080 ALLEN VIGIL FORD (Bob Burtner) 6790 MT. ZION BLVD MORROW, GA 30260 NICHOLS FLEET EQUIPMENT 2401 EAST 31ST STREET CHATTANOOGA, TN. 37407 GERALD JONES FORD 3480 WRIGHTSBORO RD AUGUSTA, GA 30909 Total Number Specifications Mailed Out: 24 Total Number Specifications Download (Demandstar): 3 Total Electronic Notifications (Demandstar): 54 Mandatory Pre-Bid/Telephone Conference: N/A Total packages submitted: 3 Total Non-Compliant: 0 Bid Opening Item #19-140 - 2019 6500 GVWR Pick-Up for Augusta, Georgia- Central Services Department- Fleet Maintenance Division Bid Due: Friday, February 15, 2019 @ 11:00 a.m. 6.29 XL SSV Package $46.00 $49.00 $48.00 6.30 XLT Package $4,100.00 $4,763.00 $5,560.00 6.31 Rear window defroster & Bumpers $205.00 $305.00 $93.00 6.32 Aluminum Wheels & Bumpers Included $740.00 $715.00 6.33 Box Side Steps $299.00 $305.00 $300.00 6.34 Tailgate Step $346.00 $355.00 $351.00 6.35 Reverse Sensing $250.00 $255.00 $260.00 6.36 Spray-In $549.00 $375.00 $400.00 6.37 Exterior Color Not Included in Base Price Color: ___________ $601.00 $950.00 No Charge 6.38 Exterior Color Not Included in Base Price Color: ___________ $601.00 No Charge No Charge 6.39 Exterior Color Not Included in Base Price Color: ___________ $601.00 N/A No Charge 6.40 Interior Color Not Included in Base Price Color: ___________ $601.00 N/A No Charge 6.41 Interior Color Not Included in Base Price Color: ___________ No Charge N/A No Charge Page 3 of 5 OFFICIAL VENDORS WADE FORD INC 3860 S COBB DRIVE SE SMYRNA, GA 30080 ALLEN VIGIL FORD (Bob Burtner) 6790 MT. ZION BLVD MORROW, GA 30260 NICHOLS FLEET EQUIPMENT 2401 EAST 31ST STREET CHATTANOOGA, TN. 37407 GERALD JONES FORD 3480 WRIGHTSBORO RD AUGUSTA, GA 30909 Total Number Specifications Mailed Out: 24 Total Number Specifications Download (Demandstar): 3 Total Electronic Notifications (Demandstar): 54 Mandatory Pre-Bid/Telephone Conference: N/A Total packages submitted: 3 Total Non-Compliant: 0 Bid Opening Item #19-140 - 2019 6500 GVWR Pick-Up for Augusta, Georgia- Central Services Department- Fleet Maintenance Division Bid Due: Friday, February 15, 2019 @ 11:00 a.m. 6.42 Interior Color Not Included in Base Price Color: ___________ No Charge N/A N/A 6.43 Delivery Fee per Vehicle No Charge $125.00 $50.00 7.01 Fire extinguisher $51.00 $55.00 $50.00 7.02 Outlet receptacle $65.00 $70.00 $65.00 7.03 Toolbox – aluminum box with lockable door(s), $392.00 $475.00 $400.00 7.04 Trailer hitch – Class IV connection, $325.00 $50.00 $150.00 7.05 Trailer wiring $65.00 Included Included 7.06 Trailer ball – 2 inch hitch ball $38.00 $25.00 $22.00 7.07 Window tint, regular cab $155.00 $125.00 $150.00 7.08 Window tint, extended cab $155.00 $145.00 $160.00 7.09 Window tint, crew cab $165.00 $165.00 $160.00 7.10 Add on step – single, tube metal type $590.00 $185.00 $230.00 7.11 Backup alarm $85.00 $80.00 $75.00 7.12 Drill Free Light Bar Cab Mount (part #: 8895150, $647.00 $690.00 $647.00 7.13 LED top mount light $542.00 $650.00 $537.00 7.00 OUTFITTER’S SPECIALTY ITEMS Page 4 of 5 OFFICIAL VENDORS WADE FORD INC 3860 S COBB DRIVE SE SMYRNA, GA 30080 ALLEN VIGIL FORD (Bob Burtner) 6790 MT. ZION BLVD MORROW, GA 30260 NICHOLS FLEET EQUIPMENT 2401 EAST 31ST STREET CHATTANOOGA, TN. 37407 GERALD JONES FORD 3480 WRIGHTSBORO RD AUGUSTA, GA 30909 Total Number Specifications Mailed Out: 24 Total Number Specifications Download (Demandstar): 3 Total Electronic Notifications (Demandstar): 54 Mandatory Pre-Bid/Telephone Conference: N/A Total packages submitted: 3 Total Non-Compliant: 0 Bid Opening Item #19-140 - 2019 6500 GVWR Pick-Up for Augusta, Georgia- Central Services Department- Fleet Maintenance Division Bid Due: Friday, February 15, 2019 @ 11:00 a.m. 7.14 County Emergency Equipment Package $782.00 $825.00 $778.00 7.15 Fire Emergency Equipment Package $1,741.00 $1,795.00 $1,728.00 Year 2019 2019 2019 Make Ford Ford Ford Model F150 F150 F150XL Approximate Delivery Time 12 Weeks ARO 90-120 DAYS 90 DAYS ARO 2019 6500 GVWR PICKUP TRUCK Page 5 of 5 Administrative Services Committee Meeting 5/14/2019 1:20 PM 2019 - Utilities F150s Department:Central Services Department - Fleet Management Division Presenter:Ron Crowden Caption:The Utilities Department requests the purchase of 11 Pickup Trucks for various divisions. Background:The Utilities Customer Service Division is requesting the replacement of a 2011 Ford Ranger, asset number 210165, which was totaled in October 2018 due to an accident. Customer Service is also requesting the purchase of one new Ford F150 that will be used to transport two new employees with computers and a mobile unit. The Utilities Max Hicks Filter Plant is requesting the replacement of three 2009 Ford Rangers; asset number 209109 with 200,652 miles, asset number 209108 with 190,006 miles, and asset number 209107 with 160,906 miles. The Utilities Construction and Maintenance Division is requesting the replacement of a 2001 Dodge Ram, asset number F00143 with 143,264, and the purchase of a new Ford F150 for field operations. In February 2019, the Dodge Ram was determined to be uneconomically repairable and the vehicle was taken out of service. The Utilities Raw Water Pump Station is requesting the replacement of a 2003 Ford Explorer, asset number F02061 with 125,714 miles. The current Ford Explorer does not meet the needs for this division and will be relocated within the department. The Utilities Facilities Maintenance Division is requesting the purchase of three new Ford F150s that will be used for the new fiber optic crew. The trucks will be used to haul equipment and trailers for laying fiber optics. Bid Tab Sheets and vehicle evaluations are attached. Analysis:The Procurement Department published a competitive bid using the Demand Star application for a 2019 6500GVWR Pick-up Truck (Bid# 19-140). Invitations to Bid were sent to 24 vendors and resulted in two valid responses. Bid tab sheets are attached for your review. Bid 19-140; 2019 6500 GVWR Pickup Truck: 2019 Ford F150 – Gerald Jones – $22,978 –Allan Vigil Ford - $23,832 2019 Ford F150 – Allan Vigil Ford - $24,948 -Gerald Jones- $26,828 ($24,948, local vendor match) GJF Accepted the Local Vendor Preference Option at $24,948 2019 Ford F150 – Allan Vigil Ford - $29,829 - Gerald Jones – $34,708 2019 Ford F150 – Allan Vigil Ford - $27,838 - Gerald Jones – $32,663 2019 Ford F150 – Allan Vigil Ford - $29,614 - Gerald Jones – $34,498 Financial Impact:4 – 2019 Ford F150 @ $22,978 each; 1 – 2019 Ford F150 @ $24,948; the total for purchase orders designated to Gerald Jones Ford is $116,860. 2 – 2019 Ford F150 @ $29,829 each; 1 – 2019 Ford F150 @ $27,838 each; 3 – 2019 Ford F150 @ $29,614 each; the total for purchase orders designated to Allan Vigil Ford is $176,338. The vehicles will be purchased using the GMA Lease Program. Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of 11 - Ford F150s for the Utilities Department Funds are Available in the Following Accounts: Customer Service 506043210-5422210; Max Hicks Plant 506043540-5422210; Construction & Maint 506043410- 5422210; Raw Water 506043510-5422210; Facilities Maint 506043580-5422210 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Homeownership Assistance MOU Page 1 of 5 Memorandum of Understanding By and Between Augusta, Georgia , and the Non Profit Entity FY 2019 Background and Intent This Memorandum of Understanding (MOU) clarifies the roles, responsibilities and Augusta, Georgia Homeownership Program. This Agreement, is made and entered into as of the ______day of ________ 2019 (“the effective date”) by and between Augusta, Georgia, acting through the Housing and Community Development Department (hereinafter referred to as “HCD”) – with principal offices at 925 Laney Walker Blvd, 3rd Floor, Augusta, Georgia, as party of the first part, hereinafter called “Augusta and CSRA Economic Opportunity Authority, a Georgia nonprofit organization with an expertise in homeownership counseling and homebuyer assistance and HUD Certified, organized pursuant to the Laws of the State of Georgia, hereinafter called “CSRA EOA” as party in the second. WHEREAS, the sole purpose of this MOU is to encourage cooperation between Augusta, Georgia, CSRA EOA] and to further detail the separate and distinct roles and responsibilities of each party in the HAP program of Housing and Community Development: WHEREAS, there is a growing mismatch between the local workforce and the local housing stock affordable to them, and; WHEREAS, Employers, such as Housing and Community Development, are looking at ways to improve their workforce’s access to local homeownership opportunities to reduce long commutes and the resulting tardiness, turnover and recruitment costs, and; WHEREAS, CSRA EOA, has the expertise to provide quality and efficient services to Augusta, Georgia in assisting their residents purchase homes through counseling sessions and linkages with appropriate lenders, and; WHEREAS, CSRA EOA supports such linkages between residents and housing organizations as part of its objective of increasing the workforce housing stock while strategically increasing the constituency of affordable housing advocates, and; WHEREAS, CSRA EOA have worked with the Housing and Community Development (HCD) to develop additional tools to strengthen employer-assisted housing initiatives, and; WHEREAS, the residents will participate only on a voluntary basis in the HAP program put forward by Augusta, Georgia; WHEREAS, CSRA EOA agrees to work with other local nonprofits such as Sand Hills Urban Development and East Augusta CDC in administering other select counseling programs; Homeownership Assistance MOU Page 2 of 5 THEREFORE, Augusta Housing and Community Development and CSRA Economic Opportunity Authority agree that it is in the best interest of all concerned to enter into this MOU. Eligibility Determinations Residents will be received on a first-come, first-serve basis. To be eligible for services through the HAP program, ranging from homebuyer education and counseling from CSRA EOA to down payment/closing cost assistance, applicants will have to meet the following criteria: a) Household income must not exceed the following household income limits (80% of AMI): 1 PERSON 2 PERSON 3 PERSON 4 PERSON 5 PERSON 6 PERSON $34,750 $39,700 $44,650 $49,600 $53,600 $57,550 b) Be interested in purchasing a home within Augusta, Georgia city limits. c) Able and willing to contribute at least $500/$1000 of their own money towards their home purchase (depending on income). d) Maintain home as principal residency throughout the affordability period of said property. e) Be interested in purchasing a home within Augusta, Georgia city limits. f) Such other conditions as may be required by the parties hereto. Roles and Responsibilities It is understood that HCD and CSRA EOA must work together as a team to effectively meet the housing needs of Augusta, GA’s residents. This level of collaboration will require thorough and timely communication between all parties. However, the parties to this MOU understand their separate and distinct responsibilities, including but not limited to the following: Augusta, GA is committed to make housing a viable option for residents who wish to live in the city Accordingly, HCD agrees to: 1. Partner with CSRA EOA and incorporate and market the HAP program to the residents. 2. Provide to residents funds for down payment/closing cost assistance and homebuyer subsidy. 3. Provide to CSRA EOA, a $1000 annual stipend, at $250 per quarter. These fees are for the administration of the program and provision of homebuyer education and individualized follow-up services to eligible employees. 4. Distribute marketing materials to employees. HCD shall have no obligations under this Memorandum of Understanding other than those outlined above. Homeownership Assistance MOU Page 3 of 5 CSRA EOA will coordinate and fully administer the HAP Program, and will consult, advise and assist HCD and its interested residents in every aspect of the HAP Program. Without limitation of the foregoing, CSRA EOA will: 1) Provide credit counseling and homebuyer education to residents. 2) Partner with the HCD Affordable Housing staff and Sand Hills Urban Development and East Augusta CDC to incorporate and market the HAP program. 3) Promote quality program administration and accountability to HCD. 4) Provide residents assistance in selecting their professional team of local lenders, realtors, and/or home inspectors. 5) Comply with all laws and ordinances connected with housing counseling. 6) Provide quarterly reports to HCD on the progress of the HAP program. See attached Reports. Confidentiality All parties agree that by virtue of entering into this MOU they will have access to certain confidential information regarding the other party’s operations related to this project. None of the parties bound in this MOU will at any time disclose confidential information and/or material without the consent of the subject party unless such disclosure is authorized by this MOU or required by law or court order. Unauthorized disclosure of confidential information shall be considered a material breach of this MOU. Where appropriate, releases will be secured before confidential information is exchanged. Confidential information will be handled with the utmost discretion and judgment. This confidentiality paragraph shall survive the termination of this MOU. Nondiscrimination There shall be no discrimination of any person or group of persons on account of race, color, creed, religion, sex, marital status, sexual orientation, age, handicap, ancestry or national origin in the implementation of the housing policies described in this MOU. Modification This MOU may not be modified or amended except by written agreement executed by the parties hereto. Counterparts This MOU may be executed in one or more counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. Severability The parties hereto intend and believe that each provision in this MOU comports with all applicable local, state and federal laws and judicial decisions. However, if any provision in this MOU is found by a court of law to be in violation of any applicable ordinance, statute, law, administrative or judicial decision, or public policy, and if such court should declare such provision to be illegal, void or unenforceable as written, then such provision shall be given force to the fullest possible extent that the same is legal, valid and enforceable and the remainder of this MOU shall be construed as if such provision was not contained therein. Construction The headings of the MOU are for convenience only and shall not define or limit the provisions hereof. Where the context so requires, words used in singular shall include the plural and vice versa, and words of Homeownership Assistance MOU Page 4 of 5 one gender shall include all other genders. In the event of a conflict between the terms and conditions of any other agreement and the terms and conditions of this MOU, the terms and conditions of this MOU shall prevail. Legal Review The parties hereto acknowledge that they have been advised by legal counsel of their choice in connection with the interpretation, negotiation, drafting and effect of this MOU and they are satisfied with such legal counsel and the advice which they have received. Applicable Law This MOU shall be governed by, and construed in accordance with, the laws of the State of Illinois, without regard to conflict of laws principles. Term The term of this MOU shall be for 1 year (FY 2019), provided that this MOU is terminable at will in writing, at any earlier time, for any reason, by HCD; provided that HCD shall pay CSRA EOA for any and all services performed prior to termination. Homeownership Assistance MOU Page 5 of 5 ARTICLE XVII. 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 (Augusta) SEAL By: ___________________ _____ Hardie Davis, Jr. Date As Its Mayor ______________________________ Lena Bonner Clerk of Commission ______________________ ____ Jarvis Sims Date Interim Administrator ____________________ _______ Hawthorne Welcher, Jr. Date Director, HCD ATTEST: CSRA Economic Opportunity Authority (Grantee) SEAL: By: ________________________ Its:_________________________ _______________________ (Plain witness) Administrative Services Committee Meeting 5/14/2019 1:20 PM Financial Literacy Program_ MOU and Financial Stipend Approval Request Department:HCD Presenter:Hawthorne Welcher, Jr. and/or Staff Caption:Motion to approve Memorandum of Understanding and Financial Stipend for Financial Literacy Program. Background:Housing and Community Development partners with CSRA Economic Opportunity Authority (EOA) as the HUD Approved Housing Counseling Agency to provide homebuyer education classes and credit counseling to citizens preparing for homeownership. CSRA EOA collaborates with HCD staff, Sand Hills Urban Development and East Augusta CDC to incorporate various counseling classes such as Preparing for Homeownership, Post Homeownership, Savvy Seniors and Financial Fitness, and Student Loan Recovery to assist citizens in preparing to become homeowners or to obtain knowledge to assist them in becoming productive citizens. Through the Community Development Block Grant Program (CDBG), HCD can provide an annual stipend to each as follows: CSRA Economic Opportunity Authority (HUD Certified & Approved Counseling Agency)- $1,000 annually at $250 per quarter East Augusta CDC (Certified by Georgia Department of Community Affairs and NeighborWorks America) - $500 annually at $125 per quarter Sand Hills Urban Development (Certified by Georgia Dept. of Community Affairs and NeighborWorks America) - $500 annually at $125 per quarter Funding can be utilized to defray the cost of time and materials. Analysis:The approval of funding will allow Augusta Housing and Community Development (HCD) to continue to provide homebuyer education, credit counseling, and various other counseling to citizens. Financial Impact:HCD will utilize Community Development Block Grant (CDBG) funding received through its annual allocation from U.S. Department of Housing and Urban Development (HUD) in the amount of $2,000 to assist in defraying the cost to the agencies. Alternatives:Do not approve the funding for Financial Literacy to agencies. Recommendation:Motion to approve Memorandum of Understanding and Financial Stipend for Financial Literacy Program. Funds are Available in the Following Accounts: U.S. Department of Housing and Urban Development (HUD) Funds: Community Development Block Grant (CDBG) funds. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 5/14/2019 1:20 PM Laney Walker/Bethlehem Site Surveys (3) Department:HCD Presenter:Hawthorne Welcher, Jr. and/or Staff Caption:Motion to approve Housing and Community Development Department’s (HCD's) request to provide Laney Walker/Bethlehem Bond Funding to contract with Cranston Engineering for site Surveys of three (3) areas within the Laney Walker/Bethlehem neighborhoods for the purpose of redistribution of narrow lots to accommodate slightly wider homes. 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 involves site surveys for three (3) areas within Laney Walker / Bethlehem. 1. Site one (Perry Ave.): Site one is located on Perry Avenue between 12th and 13th Street. Cranston will survey lots 1216, 1218, 1220 and 1222, combine and redistribute to 3 equal width lots. 2. Site two (Twiggs Street): Site two is located on Twiggs Street west of Ash Street. Cranston will survey lots 1508, 1510 and 1512, combine and redistribute to 2 equal width lots. 3. Site three (Eleventh Street): Site three is located on Eleventh Street. Cranston will survey lots 1352, 1354 and 1356, combine and redistribute into 2 equal width lots. Analysis:The approval of the contract will allow for pre-development activities on these sites to begin. Financial Impact:Augusta Housing and Community Development receives annual allocations from Laney Walker Bethlehem Project which will fund this contract. Contract Amount: $6,700.00 Alternatives:Do not approve HCD’s Request. Recommendation:Motion to approve Housing and Community Development Department’s (HCD's) request to provide Laney Walker Bethlehem Bond Funding to contract with Cranston Engineering for site Surveys of three (3) areas within Laney Walker/Bethlehem neighborhoods for the purpose of redistribution of narrow lots to accommodate slightly wider homes. Funds are Available in the Following Accounts: Laney Walker/Bethlehem Revitalization Project Bond Funds. Fund 221 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting Commission Chamber - 413012019 ATTENDANCE: Present: Hons. Sias, Chairman; Clarke, Vice Chairnan; Davis and B. Williams, members. Absent: Hon. Hardie Davis, Jr. Mayor. ADMINISTRATIVE SERVICES 1. The Engineering Department - Storm Water Division requests the purchase of one new commercial street Sweeper. Bid 18-291 cherokee Truck Motions X:j*1"' Motion Text Made By Seconded By Motionf'YPe ----- -'t Result Motion to Approve *ol"-*;. a ;r:tHjJf'.. ;:ffiT'i)',?,ffi. passes Motion Passes 4-0. ' 2. Request to replace two Ford F250's, funded by General Fund Capital Outlay. Bid Item l8-186 - Allan Vigil Ford Item Action: Approved Item Action: Approved Item Action: Approved Motions Motion Motion Textr ype Motion to Approve approve. Motion Passes 4-0. seconded By Motion Result Commissioner Commissioner Mary Davis Bobby williams Passes Made By 3.Fleet Management requests approval for the replacement of five Marshal's Office vehicles using SPLOST Phase VII - Public Safety Vehicles. Bid Item 19-172 Thomson Motor Centre 4. The Richmond County Sheriffs Office is requesting approval to replace 24 Item Road Patrol, 4 Trafftc, 6 Civil, 3 Administration and 9 Criminal Investigation Action: vehicles using SPLOST VII - Public Safety Vehicles. Bid Item 19-172 Approved Thomson Motor Centre Motions Motion- ----- Motion Text'r'ype Motion to Approve approve. Motion Passes 4-0. Motions Motion Motion Textr ype Motion to Approve approve. Motion Passes Made By Seconded By Made By Seconded By Commissioner Commissioner 4-0. Muty Davis Bobby Williams Commissioner Commissioner Mary Davis Bobby williams Passes Motion Result Motion Result Passes Chargers.5. The District Attorney's Office requests the purchase of two Dodge Bid Item 19-172 - Thomson Motor Centre Motions X::"" Motion Text Made By Seconded Byrype Motion to Approve approve. Motion Passes 4-0. Made By Seconded By Commissioner Commissioneras Mary Davis John Clarke Item Action: Approved Commissioner Commissioner Mary Davis Bobby Williams Motion Result Passes Motion Result Passes 6.Update from staff on 401 Walton Way. (Requested by Commissioner John ItemClarke) Action: Approved Motions Motion Motion Textrype Approve Motion to approve receiving this item information with information on estimated bid opening date to be relayed to commissioners through the Clerk. . Motion Passes 4-0. 7. Motion to approve recommendations to update the online version of the Item PPPM; 2) make (declare) all hard copies of the PPPM obsolete and to Action: authorize only the use of the online version of the PPPM. (Approved by the Approved Administrative Policy & Procedures Subcommittee March 25r2019) Motions X:j1"" Motion Text Made By seconded By Motion'lYPe ---- -'t --------- -r Result Motion to Commissioner CommissionerApprove approve. ;:;::;;;:*^ ;--;;^:;-:--- Passes Motion passes 4-0. tsobby Williams John Clarke 8. Z-19-06 - A request for concurrence with the Augusta Planning Commission Item to deny a petition Joseph Edge, on behalf of Edge Property Management LLC, Action: requesting a change of zoning from Zone A (Agriculture) to Zone B-1 Approved (Neighborhood Business) affecting property containing 0.48 acres and known as 2665 Tobacco Road. Tax Map 140-0-008-00-0 CONTINUED from February 4,2019 meeting. DISTRICT 4(Deferred from the March 19, 2019 Commission Meeting) Motions Motion r. m Motion- ----- Motion Text Made By Seconded By'l'ype - ----- -" --------- -r Result Motion to approve allowing the Approve withdrawal of this commissioner commissioner petition. Mary Davis Bobby Williams Passes Motion Passes 4-0. 9. Award the contract to provide and install furnishings for the new Augusta Item Transit Operations and Maintenance Facility project to the low bidder, Action: Weinberger's Business Interiors of Augusta, GA, in the amount of Approved $l 14,684.09. Bid t9-230 Motions Motion rr1:^_-m_1 r, r Motion- ----- Motion Text Made By Seconded By'lYPe '''-*- -r Result Approve Motion to approve. Motions Motion Type Approve Made By Seconded By Motion Result Passes advisory ltem Action: Approved Commissioner Commissioner Passes Mary Davis Bobby Williams Motion Passes 4-0. 10. Discuss the role of Human Resources in hiring and firing employees. Item (Requested by Commissioner Marion Williams) Action: Approved Motions f#:"" Motion rext Motion to approve ^ receiving thls item as uommlssloner CommissionerAPProve information. ttobbY Motion passes 4_0. williams John clarke 11. Request to have the Commission designate representatives for the committee for the Lake Olmstead Feasibility Study. Motions Motion Motion Textrype Motion to approve appointing the Chair and/or their designee Approve from each commiffee to serve on this commiffee. Motion Passes 4-0. seconded By ff.Xil Commissioner Mary Davis Passes Made By Commissioner Bobby Williams 12. Discuss tasking Human Resources Department to develop an evaluation tool Item that can be done in house for Commission direct reports. (Requested by Action: Commissioner Mary Davis) Approved Motion Text Motion to approve tasking the Interim Administrator to develop the evaluation tool for Commission Made By Seconded By f"'.lil Commissioner Commissioner PassesBobby Mary Davis Williams direct reports and come back with a recommendation in 30 days. Motion Passes 4-0. 13. Approve execution of the Memorandum of Understanding (MOU) with the Item Georgia State Properties Commission and award the design/build contract for Action: renovations to the Augusta owned building at 510 Fenwick Street to serve as Approved offices for the Georgia Department of Family and Children's Services (DFACS) to 2KM Architects with R. W. Allen and Associates in the amountof S3,088,100.00. (Deferred from the April 16, 2019 commission Meeting) Motions ryrt:" Motion rext MotionSeconded By ResultMade By Motion to delete this Delete item from the agenda. commissioner commissioner Motion passes 4-0. Mary Davis John Clarke Passes 14. Discuss the 600 acres of city owned farm land on Lover's Lane be used to Item cultivate/grow marijuana for medicinal purposes. (Requested by Action: Commissioner Bill Fennoy) Approved Motions Motion Motion Text'r'ype Motion to approve asking the Law Department to determine if local goverrrments can A ---^-.^ be involved in growingApprove- -rr' -'- marijuana for medicinal purposes or if they can lease property to be used for that putpose. Motion Passes 4-0. Made By Seconded By Motion Result Commissioner Mary Davis CommissionerBobby Passes Williams 15. Motion to Deny the Protest and Appeal of May Heavy Equipment regarding ItemITB #18-278 Articulated Dump Truck for the Environmental Services Action:Department. Approved Motions Motion Motion Textr ype Motion to approve canceling the bid award and accept the Administrator's ^ recommendation toAPProve rebid the project with enhanced specification and notiSz all prospective vendors. Motion Passes 4-0. Motions Motion Motion Textrype Motion to Approve approve. Motion Passes Seconded By f."r|i| CommissionerBobby Passes Williams Made By Commissioner Mary Davis 16. Motion to approve Housing and Community Development Department's Item (HCD's) request to amend contracts for construction of five (5) affordable Action: housing units (single family). (Deferred from the April 16, 2019 Approved Commission meeting) Made By Seconded By Motion Result Motion Result Commissioner Commission 4-0. Mu.y Davis Bobby wi;;;, Passes 17. Motion to approve the minutes of the Administrative Services Committee Item held on March 26,2019. Action: Approved Motions $otion Motion Textrype Motion to Approve approve. Motion Passes Made By Seconded By 18. Motion to approve bid item #19-183, to award the contract for the Municipal ltem Building Parking Lot Improvements to Contract Management Inc., of Action: Augusta, GA, in the amount of $293,865.00. Approved Commissioner Commission q-0. MuryDavis Bobby wiil;;, Passes Motions Y:11" Motion Text Made By seconded By Motion'l'ype - ---- -'1 --------- -r Result Motion to commissioner commissionerApprove approve. ;:il_:.;;-:_: _ .","_','_'l':"-'-;]'"' Passes Motion passes 4-0. Bobby williams Mary Davis 19. Approve the revised drafts of the proposed dedication plaques for the Item following projects: Action: Approved Augusta Records Retention Annex Jeff Maxwell Library Additions and Renovation Augusta Transit Operations and Maintenance Facility Motions H:':" Motion Text Made By Seconded By MotionlYPe '''--- -r Result Motion to Approve approve. Commissioner Commissioner Motion passes 4_0. Bobby williams Mary Davis Passes 20. Motion to approve Trane, Inc. to proceed with a Phase I detailed investment Item grade facility assessment to evaluate and assess the overall condition of Action: Augusta, Georgia's various facilities while locating and recommending Approved energy performance savings in the amount of $5901000 as described in RFQ #18-164.(Deferred from the April 16,2019 commission Meeting) Motions X:j:"' Motion Text Made By MotionlYPe " Result Motion to Approve "p;;.- Commissioner Commissioner Motion passes 4-0. Mury Davis Bobby williams Passes www.augustaqa.sov Administrative Services Committee Meeting 5/14/2019 1:20 PM Minutes Department: Presenter: Caption:Motion to approve the minutes of the Administrative Services Committee held on April 30, 2019. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Damaged East Wall Central Services Department Records Retention Division Stained Concrete Floor with Sheetrock Wall Sheetrock Wall and Damaged Wall Computer Docking Station Office Main Hallway with Exit Door Administrative Services Committee Meeting 5/14/2019 1:20 PM Renovate Former Offices for Records Retention - Change Order #3 Department:Central Services - Facilities Presenter:Takiyah A. Douse Caption:Approve change order #3 to the contract to Renovate Former Offices for Records Retention in the amount of $42,845.00. Background:The contract to renovate the former License and Inspection Building at 1815 Marvin Griffin Road to serve as space for records archive storage and Augusta Mosquito Control was awarded to R. W. Allen in 2018. The project is nearing completion. Work under the scope of this project involved significant demolition of the offices previously in the building. The extensive demolition revealed conditions which need to be corrected, but were unknown at the time of construction specification solicitation, and therefore not included in the initial scope of work. Attempts were made to remedy the unsightly conditions, to no avail. The photographs included in this agenda item show current conditions at the rear and end walls, which were covered with wood studs and paneling prior to demolition. The work included under this change order is to install light gage framing and painted drywall to cover the exposed structural components, insulation and bare metal exterior panels. This addition will make the storage space walls seamless with the remainder of the building. Previous Change Orders were as follows: #1 $17,522.00 Replace corroded structural framing behind the mansard panels. #2 $ 4,887.00 Re-establish electrical service to vehicle storage shed and replace corroded light fixtures Analysis:Staff investigated several options to cover the exposed components listed above. It was determined that light gage framing and drywall would be the most cost effective means for accomplishing the goal. The project architect has reviewed the cost proposal and found the pricing to be in line with current market prices. Financial Impact:The change amount is $42,845.00 Alternatives:1. Approve change order #3 to the contract to Renovate Former Offices for Records Retention in the amount of $42,845.00. 2. Do not approve Recommendation:Approve change order #3 to the contract to Renovate Former Offices for Records Retention in the amount of $42,845.00. Funds are Available in the Following Accounts: This project is funded through SPLOST 7. 329-05-1120 (JL 216057904)/5413120 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Request for Proposals will be received at this office until Wednesday, January 23, 2019 @ 11:00 a.m. for furnishing: RFP Item # 19-123A Architectural/Engineering Design Services for Lucy Craft Laney Museum for Augusta, GA RFP’s will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. A Mandatory Pre Proposal Conference will be held on Monday, January 7, 2019, @ 10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605. A Mandatory Site Visit will follow. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Wednesday, January 9, 2019, @ 5:00 P.M. No RFP will be accepted by fax, all must be received by mail or hand delivered. No RFP may be withdrawn for a period of 60 days after bids have been opened, pending the execution of contract with the successful bidder(s). Request for proposals (RFP) and specifications. An RFP shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the request for proposal including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waivable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFP number on the outside of the envelope. Proponents are cautioned that acquisition of RFP documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFP documents from unauthorized sources places the proponent at the risk of receiving incomplete or inaccurate information upon which to base their 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 December 13, 20, 27, 2018, January 3, 2019 Metro Courier December 31, 2018 cc: Janice Allen Jackson Administrator Christine Miller Betts Lucy Craft Laney Museum Director Leon Maben Lucy Craft Laney Museum Board Member Linda Johnson Lucy Craft Laney Museum Board Member Ed Sheppard Lucy Craft Laney Museum Board Member Revised: 1/12/2015 OFFICIAL VENDORS Attachment "B" E-Verify Number SAVE Form Addendum 1 & 2 Fee Proposal Original 8 Copies POND & COMPANY 621 NW FRONTAGE RD SUITE 320 AUGUSTA, GA 30907 DICKINSON ARCHITECTS 771 BROAD STREET SUITE 200 Yes 67757 Yes Yes Yes Yes Yes POSEY HOME IMPROVEMENTS 453 COLUMBIA IND BLVD SUITE 3 EVANS, GA 30809 Yes 465980 Yes Yes Yes Yes Yes 2KM ARCHITECTS 529 GREENE STREET AUGUSTA, GA 30901 Yes 312290 Yes Yes Yes Yes Yes VETERANS 1ST ARCHITECTURE 110-A N. LOUISVILLE ST HARLEM, GA 30814 STUDIO 3 DESIGN GROUP 1617 WALTON WAY AUGUSTA, GA 30904 Yes 194106 Yes Yes Yes Yes Yes MORTON CONST. GROUP 4708 BROAD OAK CT AUGUSTA, GA 30906 RFP #19-123A Architectural/Engineering Design Services Lucy Craft Laney Museum-for Augusta, GA RFP Due: Wednesday, January 23, 2019 @ 11:00 a.m. Total Number Specifications Mailed Out: 40 Total Number Specifications Download (Demandstar): 17 Total Electronic Notifications (Demandstar): 266 Total Nubmer Specifications Mailed to Local Vendors: 19 Mandatory PreProposa Conference Attendees: 8 Total packages submitted: 4 Total Noncompliant: 0 Page 1 of 1 DICKINSON ARCHITECTS 771 BROAD STREET SUITE 200 AUGUSTA, GA 30901 2KM ARCHITECTS 529 GREENE STREET AUGUSTA, GA 30901 STUDIO 3 DESIGN GROUP 1617 WALTON WAY AUGUSTA, GA 30904 POSEY HOME IMPROVEMENTS 453 COLUMBIA IND BLVD SUITE 3 EVANS, GA 30809 DICKINSON ARCHITECTS 771 BROAD STREET SUITE 200 AUGUSTA, GA 30901 2KM ARCHITECTS 529 GREENE STREET AUGUSTA, GA 30901 STUDIO 3 DESIGN GROUP 1617 WALTON WAY AUGUSTA, GA 30904 POSEY HOME IMPROVEMENTS 453 COLUMBIA IND BLVD SUITE 3 EVANS, GA 30809 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 FAIL PASS PASS PASS FAIL 2. Qualifications & Experience (0-5)20 4.4 4.9 4.2 87.5 97.5 83.8 3. Organization & Approach (0-5)15 4.5 4.6 4.4 67.5 69.4 65.6 4. Scope of Services • Recent experience of the project team with comparable pre- design services assisting local governments with historical properties within the last five years • Project design schedule and ability to meet schedules and deadlines • Ability to establish sound and appropriate construction cost and post-construction operating costs as well as methods of estimating costs (0-5)15 4.4 4.9 4.4 65.6 73.1 66.6 5. Financial Stability (0-5)10 4.3 2.9 4.3 42.5 28.8 42.5 6. References (0-5)5 4.3 4.3 4.1 21.3 21.3 20.6 Within Richmond County 5 10 5 5 5 50 50 50 Within CSRA 5 6 0 0 0 Within Georgia 5 4 0 0 0 Within SE United States (includes AL, TN, NC, SC, FL) 5 2 0 0 0  All Others 5 1 0 0 0 26.8 26.5 26.4 334.4 340.0 329.1 8. Presentation by Team (0-5)10 3.5 4.7 3.8 35.0 46.7 38.3 9 Q&A Response to Panel Questions (0-5)5 3.7 4.7 4.0 18.3 23.3 20.0 Lowest Fees 5 10 5 0.0 0.0 50.0 Second 5 6 5 0.0 30.0 0.0 Third 5 4 0.0 0.0 0.0 Forth 5 2 0.0 0.0 0.0 Fifth 5 1 0.0 0.0 0.0 Total Phase 2 - (Total Maximum Ranking 15 - Maximum Weighted Total Possible 125) 7.2 14.3 12.8 53.3 100.0 108.3 33.9 40.8 39.2 387.7 440.0 437.4 7. Proximity to Area (only choose 1 line according to location of the company - enter the ranking value for the one line only) Phase 1 Total - (Total Maximum Ranking 30 - Maximum Weighted Total Possible 375) Phase 1 RFP #19-123A Architectural/Engineering Design Services for Lucy Craft Laney Museum for Augusta, GA Evaluation Meeting: Friday, February 1, 2019 @ 3:00 p.m. Scale 0 (Low) to 5 (High) Ranking of 0-5 (Enter a number value between 0 and 5)Weighted Scores Procurement DepartmentRepresentative:____________Nancy Williams_________________________________ Procurement Department Completion Date: 3/4/19 Phase 2 (Option - Numbers 8-9) (Vendors May Not Receive Less Than a 3 Ranking in Any Category to be Considered for Award) Internal Use Only Total Cumulative Score (Maximum point is 500) Evaluator: Cumulative Date: 3/4/19 10. Cost/Fee Proposal Consideration (only choose 1 line according to dollar value of the proposal in relation to all fee proposals - enter the point value for the one line only) Total (Total Possible Score 500) Total (May not Receive Less Than a 3 Ranking in Any Category to be Considered for Award) DICKINSON ARCHITECTS 771 BROAD STREET SUITE 200 AUGUSTA, GA 30901 2KM ARCHITECTS 529 GREENE STREET AUGUSTA, GA 30901 STUDIO 3 DESIGN GROUP 1617 WALTON WAY AUGUSTA, GA 30904 POSEY HOME IMPROVEMENTS 453 COLUMBIA IND BLVD SUITE 3 EVANS, GA 30809 DICKINSON ARCHITECTS 771 BROAD STREET SUITE 200 AUGUSTA, GA 30901 2KM ARCHITECTS 529 GREENE STREET AUGUSTA, GA 30901 STUDIO 3 DESIGN GROUP 1617 WALTON WAY AUGUSTA, GA 30904 POSEY HOME IMPROVEMENTS 453 COLUMBIA IND BLVD SUITE 3 EVANS, GA 30809 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 FAIL PASS PASS PASS FAIL 2. Qualifications & Experience (0-5)20 4.4 4.9 4.2 87.5 97.5 83.8 3. Organization & Approach (0-5)15 4.5 4.6 4.4 67.5 69.4 65.6 4. Scope of Services • Recent experience of the project team with comparable pre- design services assisting local governments with historical properties within the last five years • Project design schedule and ability to meet schedules and deadlines • Ability to establish sound and appropriate construction cost and post-construction operating costs as well as methods of estimating costs (0-5)15 4.4 4.9 4.4 65.6 73.1 66.6 5. Financial Stability (0-5)10 4.3 2.9 4.3 42.5 28.8 42.5 6. References (0-5)5 4.3 4.3 4.1 21.3 21.3 20.6 Within Richmond County 5 10 5 5 5 50 50 50 Within CSRA 5 6 0 0 0 Within Georgia 5 4 0 0 0 Within SE United States (includes AL, TN, NC, SC, FL) 5 2 0 0 0  All Others 5 1 0 0 0 26.8 26.5 26.4 334.4 340.0 329.1 8. Presentation by Team (0-5)10 3.5 4.7 3.8 35.0 46.7 38.3 9 Q&A Response to Panel Questions (0-5)5 3.7 4.7 4.0 18.3 23.3 20.0 Lowest Fees 5 10 5 0.0 0.0 50.0 Second 5 6 5 0.0 30.0 0.0 Third 5 4 0.0 0.0 0.0 Forth 5 2 0.0 0.0 0.0 Fifth 5 1 0.0 0.0 0.0 Total Phase 2 - (Total Maximum Ranking 15 - Maximum Weighted Total Possible 125) 7.2 14.3 12.8 53.3 100.0 108.3 33.9 40.8 39.2 387.7 440.0 437.4 7. Proximity to Area (only choose 1 line according to location of the company - enter the ranking value for the one line only) Phase 1 Total - (Total Maximum Ranking 30 - Maximum Weighted Total Possible 375) Phase 1 RFP #19-123A Architectural/Engineering Design Services for Lucy Craft Laney Museum for Augusta, GA Evaluation Meeting: Friday, February 1, 2019 @ 3:00 p.m. Scale 0 (Low) to 5 (High) Ranking of 0-5 (Enter a number value between 0 and 5)Weighted Scores Procurement DepartmentRepresentative:____________Nancy Williams_________________________________ Procurement Department Completion Date: 3/4/19 Phase 2 (Option - Numbers 8-9) (Vendors May Not Receive Less Than a 3 Ranking in Any Category to be Considered for Award) Internal Use Only Total Cumulative Score (Maximum point is 500) Evaluator: Cumulative Date: 3/4/19 10. Cost/Fee Proposal Consideration (only choose 1 line according to dollar value of the proposal in relation to all fee proposals - enter the point value for the one line only) Total (Total Possible Score 500) Total (May not Receive Less Than a 3 Ranking in Any Category to be Considered for Award) Administrative Services Committee Meeting 5/14/2019 1:20 PM RFP 19-123A Architectural/Engineering Design Services for Lucy Craft Laney Museum Department:Procurement Department Presenter:Geri Sams / Linda Johnson Caption:Recommendation to award RFP #19-123A Architectural/Engineering Design Services for the Lucy Craft Laney Museum (2019) to 2 KM Architects, Inc., as the qualified and selected architectural/engineering firm. Background:The Lucy Craft Laney Museum is in receipt of SPLOST funds for the renovations of the Historical Lucy Craft Laney Museum of Black History. The Board Members through the Augusta Procurement Office submitted an RFP to acquire an Architectural/Engineering Design Firm to assist the board members in reviewing the condition of the museum and to prioritize the needed renovations. The Architectural firm will be able to complete an analysis of the museum building to include the conference center and the administration building. The firm will also assist the Board Members on submitting bids for work and help them determine the priority of the needed renovations. Analysis:Four (4) firms responded to the RFP. The evaluation committee met and reviewed the submittals and also viewed presentations from the three (3) shortlisted firms. The committee is recommending the award to 2KM Architect's for a fee not to exceed $50,000.00. This fee will include Phase One -the analysis of the conditions and Phase II -the preparation of specifications for the recommended renovations. Financial Impact:The funds are available for this project from SPLOST VI. Alternatives:Rejection of this RFP Architect Firm selection would delay the Lucy Craft Laney Museum Board Member's ability to execute planned and emergency renovations to the museum, conference center and the administration building. Recommendation:Recommend the approval of RFP #19-123A: Architectural/Engineering Design Services for the Lucy Craft Laney Museum in the amount not to exceed $50,000.00. Funds are Available in the Following Accounts: SPLOST VI REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission