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HomeMy WebLinkAbout2020-03-10 Meeting Minutes Administrative Services Committee Meeting Commission Chamber - 3/10/2020 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; Sias, Chairman; Clarke, Vice Chairman; Davis and B. Williams, members. ADMINISTRATIVE SERVICES 1. Approve the purchase of two new pickup trucks (4X4) at a cost of $59,755 from Allan Vigil Ford for the Engineering Department - Stormwater Division Bid Item 19-280. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. Clarke votes No. Motion Passes 3-1. Commissioner John Clarke Commissioner Mary Davis Passes 2. Approve the purchase of 13 pursuit utility vehicles, for $533,364, from Wade Ford for the Richmond County Sheriff’s Office. Bid Item 19-171 Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. Clarke votes No. Motion Passes 3-1. Commissioner Bobby Williams Commissioner Mary Davis Passes 3. Approve the replacement of one pickup truck from Gerald Jones Ford for $30,553.56 for the Utilities Department - Customer Service Division Bid Item 20-149. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. Clarke votes No. Motion Passes 3-1. Commissioner Mary Davis Commissioner Bobby Williams Passes 4. Motion to approve annual bid for Environmental Services Department and Sheriff’s Office. The items require Commission approval due to the fact that purchases on the individual purchase orders will exceed $25,000.00 per order. The following annual bid item requires Commission approval: Environmental Services 20-056 Wireless Instrument Monitors 20-113 Vacant Lot Cleaning Services Sheriff’s Office 20-136 External Ballistic Vest and External Carrier Item Action: Approved Motions Motion Type Motion Text Made By Motion Result Approve Motion to approve the Sheriff's Office item. Motion Passes 4-0. Commissioner Bobby Williams Commissioner Mary Davis Passes Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve the Environmental Services items. Mr. Clarke votes No. Motion Passes 3-1. Commissioner Bobby Williams Commissioner Mary Davis Passes 5. Approve the award of the contract to provide custodial services for various new locations for fiscal year 2020 as follows, Bid Item 19-290: · Housing and Community Development to Diamond Shine Services - $16,804.52. · Planning and Development on Marvin Griffin Road to Pro Cleaning Services - $8,556.00. · New Records Retention Annex on Marvin Griffin Road to Diamond Shine Services - $6,213.21. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Result Approve Motion to approve. Motion Passes 4-0. Commissioner Mary Davis Commissioner Bobby Williams Passes 6. A motion to approve the award of the RFP #19-271 for the Employee Benefits Consultant contract to EPIC Insurance Brokers and Consultants. 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 7. Discuss the city's Employee of Month/Year criteria. (Requested by Commissioner Marion Williams) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Motion Passes 4-0. Commissioner Bobby Williams Commissioner John Clarke Passes 8. Motion to approve HCD’s Memorandum of Understanding with Fort Gordon in support of the Augusta Housing and Community Development Laney Walker/Bethlehem Redevelopment Project and HCD’s commitment in assisting service members in locating and maintaining safe, adequate, and non-discriminatory local community housing that live in the city. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Commissioner Bobby Williams Commissioner Mary Davis Passes Motion to approve. Motion Passes 4-0. 9. Motion to approve Housing and Community Development Department’s (HCD's) request to provide funding to assist one (1) low to moderate income homebuyer with down-payment assistance to purchase a home. 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 10. Motion to approve Housing and Community Development Department’s (HCD's) request to provide funding for the Sand Hills Urban Development’s 2020 Master Plan. 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 11. Discuss process for hiring headhunter relating to filling the position of administrator. (Requested by Commissioner Marion Williams) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve establishing the five committee chairs as the sub-committee for the process to recruit the Administrator. Motion Passes 4-0. Commissioner Bobby Williams Commissioner Mary Davis Passes 12. Motion to approve the minutes of the Administrative Services Committee held on February 25, 2020. 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. Request to Reclassify Two Existing Positions In the Utilities Department. Item Action: None Motions Motion Type Motion Text Made By Seconded By Motion Result Unanimous consent is given to delete this item from the agenda. www.augustaga.gov Administrative Services Committee Meeting 3/10/2020 1:15 PM Attendance 3/10/20 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Department: Funds: BID 19-280 Year 2020 2,020.00$ Brand Ford Ford Model F150 F150 Delivery Date 90-120 DAYS 90-DAYS ARO Base Price 5.01 19,550.00$ 19,948.76$ THRU 11/30/2019 21,157.76$ AFTER 11/30/2019 6.06 Super Cab (6.5 ft. bed)2,525.00$ $ 3,902.00 6.08 4X4 Option (all models)2,645.00$ $ 4,436.00 6.09 Skid Plates 155.00$ $ 146.00 6.14 Cab Steps (black)262.00$ $ 228.00 6.16 Power Windows/locks/mirrors 1,088.00$ $ 883.00 6.19 Trailer Tow Package 555.00$ $ 542.00 6.36 Spray Bed Liner 375.00$ $ 400.00 6.43 Delivery Fee 150.00$ $ 50.00 7.03 Tool Box 500.00$ $ 500.00 7.04 Trailer Hitch 150.00$ $ 170.00 7.05 Trailer Wiring See 6.19-6.20 $ 40.00 7.06 Trailer Ball 35.00$ $ 30.00 7.08 Window Tint, ext cab 185.00$ $ 180.00 7.14 County Emergency Package 895.00$ $ 898.00 Extra Key 225.00$ $ 58.24 OPTIONS TOTAL 9,745.00$ 13,151.24$ BASE PRICE: 19,550.00$ $ 21,157.76 TOTAL FOR OPTIONS AND BASE PRICE 29,295.00$ 34,309.00$ 2018 Ford F-150 (1/2 ton) Regular Cab, 6 Cyl, 4X2 SWB EXT COLOR: Equipment included in base price: 3.3L V6 flex fuel engine INT COLOR: 6 speed Automatic Transmission Factory Installed A/C AM-FM Radio Solar Tinted Glass Power Steering/ABS Brakes Rear View back up camera Vynyl 40/20/40 Bench seat Rubber Floor Covering Full Size Spare/Step bumper Auto Lamp Headlights Short Bed (6.5 ft.) 6500 GVWR P245/70RX17 Tires Rain Sensing wipers 5.01 FOR ALL DEPARTMENTS- Pickup Truck 6500 GVWR-BIDS OPENED 10/08/2019 @ 11:00 Gerald Jones Allan Vigil Ford Department: Funds: BID 19-280 Year 2020 2,020.00$ Brand Ford Ford Model F150 F150 Delivery Date 90-120 DAYS 90-DAYS ARO Base Price 5.01 19,550.00$ 21,157.76$ AFTER 11/30/2019 6.07 Super Cab (8 ft. bed)3,690.00$ 6.08 4X4 Option (all models)2,645.00$ $ 4,436.00 6.09 Skid Plates 155.00$ $ 146.00 6.14 Cab Steps (black)262.00$ $ 228.00 6.16 Power Windows/locks/mirrors 1,088.00$ $ 883.00 6.19 Trailer Tow Package 555.00$ $ 542.00 6.36 Spray Bed Liner 375.00$ $ 400.00 6.43 Delivery Fee 150.00$ $ 50.00 7.03 Tool Box 500.00$ $ 500.00 7.04 Trailer Hitch 150.00$ $ 170.00 7.05 Trailer Wiring See 6.19-6.20 $ 40.00 7.06 Trailer Ball 35.00$ $ 30.00 7.08 Window Tint, ext cab 185.00$ $ 180.00 7.14 County Emergency Package 895.00$ $ 898.00 Extra Key 225.00$ $ 58.24 OPTIONS TOTAL 10,910.00$ 8,521.24$ BASE PRICE: 19,550.00$ $ 21,157.76 TOTAL FOR OPTIONS AND BASE PRICE 30,460.00$ 29,679.00$ **GJF did not offer pricing on 6.07 2018 Ford F-150 (1/2 ton) Regular Cab, 6 Cyl, 4X2 SWB EXT COLOR: Equipment included in base price: 3.3L V6 flex fuel engine INT COLOR: 6 speed Automatic Transmission Factory Installed A/C AM-FM Radio Solar Tinted Glass Power Steering/ABS Brakes Rear View back up camera Vynyl 40/20/40 Bench seat Rubber Floor Covering Full Size Spare/Step bumper Auto Lamp Headlights Short Bed (6.5 ft.) 6500 GVWR P245/70RX17 Tires Rain Sensing wipers 5.01 FOR ALL DEPARTMENTS- Pickup Truck 6500 GVWR-BIDS OPENED 10/08/2019 @ 11:00 Gerald Jones Allan Vigil Ford Invitation to Bid Sealed bids will be received at this office until Tuesday, October 8, 2019 @ 11:00 a.m. for furnishing for Augusta, GA Central Services Department - Fleet Maintenance Bid Item #19-280 2020 6500GVWR Pickup Truck Bid Item #19-281 2019/2020 15 Passenger Van 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, September 20, 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 ninety (90) days after bids have been opened, pending the execution of contract with the successful bidder. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle August 29, September 5, 12, 19, 2019 Metro Courier August 29, 2019 UNOFFICIAL VENDORS Allan Vigil 6790 Mount Zion Blvd Morrw, GA 30260 Master Buick GMC 3710 Washington Rd Augusta, GA 30907 Gerald Jones Ford 3480 Wrightsboro Rd Augusta, GA 30909 Attachment B Yes Non-Compliant Not Notarized Yes E-Verify Number 94460 665555 933751 SAVE Form Yes Non-Compliant Not Notarized Yes Year 2020 2020 2020 Make Ford GMC Ford Model F150 Sierra F150 Approximate Delivery Schedule 90-120 days 90 days from award 5.01 2020 Pickup Truck (1/2 ton)$19,500.50 $27,563.00 $19,948.76 6.01 5.0L V8 Flex Fuel Engine - 995 $1,836.00 $1,395.00 $1,816.00 6.02 3.5L V6 EcoBoost Engine – 99G $2,388.00 n/a $2,362.00 6.03 2.7L V6 EcoBoost – 99P $916.00 n/a $906.00 6.04 Long Bed (8ft) $285.00 n/a $287.00 6.05 Extended range fuel tank $410.00 n/a n/a 6.06 Super Cab (6.5ft bed) $2,525.00 3900 3902 6.07 Super Cab (8ft bed) $3,690.00 n/a n/a 6.08 4X4 Option (All Models) $2,645.00 5600 4436 6.09 Skid Plates $155.00 150 146 6.10 Crew Cab XL SWB $4,920.00 6300 6247 6.11 Crew Cab XL LWB $5,850.00 6600 n/a 2020 6500GVWR Pickup Truck: Total Number Specifications Mailed Out: 18 Total Number Specifications Download (Demandstar): 2 Total Electronic Notifications (Demandstar): 15 Georgia Procurement Registry: 64 Mandatory Pre-Bid/Telephone Conference: NA Total packages submitted: 3 Total Non-Compliant: 1 5.00 Vehicle/Optionals Required: 6.00 Manufacturer options: Bid Opening Bid Item #19-280 2020 6500GVWR Pickup Truck for Augusta, Georgia - Central Services Department-Fleet Maintenance Division Wedesday, October 8, 2019 @ 11:00 a.m. Page 1 of 4 UNOFFICIAL VENDORS Allan Vigil 6790 Mount Zion Blvd Morrw, GA 30260 Master Buick GMC 3710 Washington Rd Augusta, GA 30907 Gerald Jones Ford 3480 Wrightsboro Rd Augusta, GA 30909 Total Number Specifications Mailed Out: 18 Total Number Specifications Download (Demandstar): 2 Total Electronic Notifications (Demandstar): 15 Georgia Procurement Registry: 64 Mandatory Pre-Bid/Telephone Conference: NA Total packages submitted: 3 Total Non-Compliant: 1 Bid Opening Bid Item #19-280 2020 6500GVWR Pickup Truck for Augusta, Georgia - Central Services Department-Fleet Maintenance Division Wedesday, October 8, 2019 @ 11:00 a.m. 6.12 Limited Slip Axle $525.00 395 519 6.13 Tilt / Cruise $215.00 1285 205 6.14 Cab Steps $262.00 795 228 6.15 Daytime Running Lights $42.00 n/a 41 6.16 Power Windows/Locks/Mirrors $1,088.00 *pk 883 6.17 Power Seat $345.00 n/a $319.00 6.18 Class IV Hitch (w/o tow pkg) – 53B $100.00 n/a $137.00 6.19 Trailer Tow Pkg $555.00 395 $542.00 6.20 Trailer Tow Pkg (w/101A pkg) $916.00 n/a $906.00 6.21 Tow Mirrors w/ spotlights $495.00 345 $360.00 6.22 XL w/Power W-L-M, SYNC, AM/FM/CD, Cruise Control $2,075.00 n/a $2,074.00 6.23 Cruise Control & SYNC $795.00 n/a 588 6.24 40-20-40 Cloth Split Bench no charge n/a no charge 6.25 Cloth Buckets w/Console $275.00 n/a $295.00 6.26 Electric Brake Controller $265.00 $275.00 $250.00 6.27 Fog Lights $135.00 n/a $127.00 6.28 Carpet w/Mats $140.00 n/a $132.00 6.29 XL SSV Package $49.00 n/a $46.00 6.30 XLT Package – $4,763.00 n/a $5,055.00 6.31 Rear winjdow defroster & Bumpers $305.00 n/a $360.00 6.32 Aluminum Wheels & Bumpers – 86A $740.00 4900 $705.00 6.33 Box Side Steps $305.00 n/a $296.00 6.34 Tailgate Step $355.00 no charge $341.00 Page 2 of 4 UNOFFICIAL VENDORS Allan Vigil 6790 Mount Zion Blvd Morrw, GA 30260 Master Buick GMC 3710 Washington Rd Augusta, GA 30907 Gerald Jones Ford 3480 Wrightsboro Rd Augusta, GA 30909 Total Number Specifications Mailed Out: 18 Total Number Specifications Download (Demandstar): 2 Total Electronic Notifications (Demandstar): 15 Georgia Procurement Registry: 64 Mandatory Pre-Bid/Telephone Conference: NA Total packages submitted: 3 Total Non-Compliant: 1 Bid Opening Bid Item #19-280 2020 6500GVWR Pickup Truck for Augusta, Georgia - Central Services Department-Fleet Maintenance Division Wedesday, October 8, 2019 @ 11:00 a.m. 6.35 Reverse Sensing $255.00 n/a $250.00 6.36 Spray-In Bedliner $375.00 $545.00 $400.00 6.37 Exterior Color Not Included in Base Price Color: ___________ 720.00 school bus yellow 195 n/c 6.38 Exterior Color Not Included in Base Price Color: ___________ n/a 495 n/c 6.39 Exterior Color Not Included in Base Price Color: ___________n/a n n/c Page 3 of 4 UNOFFICIAL VENDORS Allan Vigil 6790 Mount Zion Blvd Morrw, GA 30260 Master Buick GMC 3710 Washington Rd Augusta, GA 30907 Gerald Jones Ford 3480 Wrightsboro Rd Augusta, GA 30909 Total Number Specifications Mailed Out: 18 Total Number Specifications Download (Demandstar): 2 Total Electronic Notifications (Demandstar): 15 Georgia Procurement Registry: 64 Mandatory Pre-Bid/Telephone Conference: NA Total packages submitted: 3 Total Non-Compliant: 1 Bid Opening Bid Item #19-280 2020 6500GVWR Pickup Truck for Augusta, Georgia - Central Services Department-Fleet Maintenance Division Wedesday, October 8, 2019 @ 11:00 a.m. 6.40 Interior Color Not Included in Base Price Color: ___________ n/a n n/c 6.41 Interior Color Not Included in Base Price Color: ___________ n/a n n/c 6.42 Interior Color Not Included in Base Price Color: ___________ n/a n n/c 6.43 Delivery Fee per Vehicle $150.00 n $50.00 7.01 Fire extinguisher $65.00 no bid $55.00 7.02 Outlet receptacle $75.00 no bid $65.00 7.03 Toolbox $500.00 no bid $500.00 7.04 Trailer hitch $150.00 no bid $170.00 7.05 Trailer wiring see 6.19 no bid $40.00 7.06 Trailer ball $35.00 no bid $30.00 7.07 Window tint, regular cab $175.00 no bid $170.00 7.08 Window tint, extended cab $185.00 no bid $180.00 7.09 Window tint, crew cab $195.00 no bid $185.00 7.10 Add on step $185.00 no bid $228.00 7.11 Backup alarm $80.00 no bid $70.00 7.12 Drill Free Light Bar Cab Mount $750.00 no bid $743.00 7.13 LED top mount light $625.00 no bid $618.00 7.14 County Emergency Equipment Package $895.00 no bid $898.00 7.15 Fire Emergency Equipment Package $1,958.00 no bid $1,968.00 7.00 Outfitter's Specialty Items: Page 4 of 4 Administrative Services Committee Meeting 3/10/2020 1:15 PM 2020 - Engineering Department - Pickup Trucks Department:Central Services Department - Fleet Management Division Presenter:Ron Crowden Caption:Approve the purchase of two new pickup trucks (4X4) at a cost of $59,755 from Allan Vigil Ford for the Engineering Department - Stormwater Division Bid Item 19-280. Background:The Engineering Department is requesting the purchase of two new 4x4 pickup trucks to be used by Storm Water Engineering Inspectors . The trucks will be used to inspect all private, commercial and residential storm water projects to ensure compliance with Augusta approved plans. Bid tab sheets are attached for your review Analysis:The Procurement Department published a competitive bid using the Demand Star application for 2020 6500 GVWR Pick-up Truck (Bid #19-280). Invitations to Bid were sent to 18 vendors with three vendors responding and one being non-compliant. Bid tab sheets are attached for your review. Bid# 19-280: 2020 Ford F150 – Allan Vigil Ford - $29,295 - Gerald Jones – $34,309 Bid# 19-280: 2020 Ford F150 – Allan Vigil Ford - $30,460 - Gerald Jones – Did not offer pricing on Super Cab – Long Bed Option (6.07) Financial Impact:1 – 2020 Ford F150 = $29,295 and 1 – 2020 Ford F150 = $30,460. The total purchase designated to Allan Vigil Ford is $59,755. The vehicles will be purchased with National Pollutant Discharge elimination Systems (NPDES) fund balance. (ACT #: 261-04-1311/54-22210) Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of two new pickup trucks (4X4) at a cost of $59,755 from Allan Vigil Ford for the Engineering Department - Stormwater Division Funds are Available in the Following Accounts: National Pollutant Discharge Elimination Systems (DPDES) fund balance: (ACT #: 261-04-1311/54-22210) REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission ASSET DESCRIPTION MILES MAINTENANCE COST TO DATE AGE MILES TYPE RELIABILITY MAINT/REPAIR CONDITION TOTAL 209063 2009 Ford Crown Victoria 164,119 21,139.70$ 11 16 3 3 4 3 40 210305 2011 Ford Crown Victoria 164,002 27,071.00$ 9 16 3 3 5 3 39 212037 2013 Ford Taurus 163,243 13,260.90$ 7 16 3 3 3 3 35 214093 2014 Dodge Charger 163,199 9,725.97$ 6 16 3 3 3 3 34 210076 2010 Ford Crown Victoria 162,749 14,484.70$ 10 16 3 3 3 3 38 209258 2010 Chevrolet Tahoe 162,260 14,498.80$ 10 16 3 3 3 3 38 210102 2010 Ford Crown Victoria 161,766 18,016.40$ 10 16 3 3 4 3 39 208079 2008 Ford Crown Victoria 159,682 11,477.90$ 12 15 3 3 3 3 39 207094 2007 Ford Explorer 158,630 13,579.40$ 13 15 3 3 3 3 40 210312 2011 Ford Crown Victoria 158,476 17,327.40$ 9 15 3 3 4 3 37 209051 2009 Ford Crown Victoria 158,240 26,598.90$ 11 15 3 3 5 3 40 210291 2011 Ford Crown Victoria 158,073 20,056.40$ 9 15 3 3 4 3 37 208064 2009 Ford Crown Victoria 157,122 21,506.30$ 11 15 3 3 4 3 39 RCSO-ROAD PATROL EVALUATIONS BID 19-171 Year 2020 2020 Brand Ford Ford Model Explorer PI Explorer PI Delivery Date 10-18WEEKS 180-240 DAYS 5.01 Administrative Public Safety Package $ 35,233.00 $ 34,343.00 5.02 Civil Package $ 36,670.00 $ 35,878.00 5.03 Marshal Package $ 38,369.00 $ 37,569.00 5.04 Patrol Package $ 41,431.00 $ 40,449.00 5.05 Traffic Package $ 41,791.00 $ 40,867.00 6.01 3.0L V6 EcoBoost Engine $ 753.00 $ 751.00 6.02 Interior Upgrade $ 377.00 $ 371.00 6.03 VSO exterior paint colors each $ - $ 950.00 6.04 2nd Row Cloth Seats $ 60.00 $ 119.00 6.05 Dual AC with Front Controls $ 583.00 $ 579.00 6.06 Painted Aluminum Wheels $ 459.00 $ 451.00 6.07 SYNC Hands Free System N/A N/A 6.08 Keyless Remote $ 335.00 NO CHARGE 6.09 Reverse Sensing $ 271.00 $ 261.00 6.10 Blind Spot Monitoring $ 571.00 $ 517.00 6.11 Engine Idle Feature $ 255.00 $ 248.00 OPTIONS TOTAL $ 583.00 $ 579.00 TOTAL FOR OPTIONS AND BASE PRICE 42,014.00$ 41,028.00$ FOR ALL DEPARTMENTS- 2019/2020 Pursuit Utility Vehicles-BIDS OPENED 3/5/19 @ 11:00 Wade FordAllan Vigil Ford Invitation to Bid Sealed bids will be received at this office until Tuesday, March 5, 2019 @ 11:00 a.m. for furnishing for Augusta, GA Central Services Department - Fleet Maintenance Bid Item #19-170 2019 Police SUV Vehicle - Special Services Model Bid Item #19-171 2019/2020 Pursuit Utility Vehicle - Police Model 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 15, 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 24, 31, February 7, 14, 2019 Metro Courier January 24, 2019 OFFICIAL VENDORS ALLEN VIGIL FORD 6790 MOUNT ZION BLVD MORROW, GA 30260 WADE FORD INC 3860 SOUTH COBB DR SMYRNA, GA 30080 Attachment B Yes Yes E-Verify Number 94460 314470 SAVE Form Yes Yes 5.01 Administrative Package-Police Model Pursuit Utility Standard Equipment $35,233.00 $34,343.00 5.02 Civil Package Police Model Pursuit Utility Standard Equipment $36,670.00 $35,878.00 5.03 Marshal Package Police Model Pursuit Utility Standard Equipment $38,369.00 $37,569.00 5.04 Patrol Package Police Model Pursuit Utility Standard Equipment $41,431.00 $40,449.00 5.05 Traffic Package Police Model Pursuit Utility Standard Equipment $41,791.00 $40,867.00 6.01 3.0L V6 EcoBoost Engine $753.00 $751.00 6.02 Interior Upgrade $377.00 $371.00 6.03 VSO exterior paint colors each $0 / Standard Color $950.00 Total Number Specifications Mailed Out: 10 Total Number Specifications Download (Demandstar): Total Electronic Notifications (Demandstar): Mandatory Pre-Bid/Telephone Conference: N/A Total packages submitted: 2 Total Non-Compliant: 0 VEHICLE/OPTIONS REQUIRED 6.00 OPTIONAL ITEMS Bid Opening Item #19-171 - 2019/2020 Pursuit Utility Vehicle for Augusta, Georgia- Central Services Department- Fleet Maintenance Division Bid Due: Tuesday, March 5, 2019 @ 11:00 a.m. Page 1 of 2 OFFICIAL VENDORS ALLEN VIGIL FORD 6790 MOUNT ZION BLVD MORROW, GA 30260 WADE FORD INC 3860 SOUTH COBB DR SMYRNA, GA 30080 Total Number Specifications Mailed Out: 10 Total Number Specifications Download (Demandstar): Total Electronic Notifications (Demandstar): Mandatory Pre-Bid/Telephone Conference: N/A Total packages submitted: 2 Total Non-Compliant: 0 Bid Opening Item #19-171 - 2019/2020 Pursuit Utility Vehicle for Augusta, Georgia- Central Services Department- Fleet Maintenance Division Bid Due: Tuesday, March 5, 2019 @ 11:00 a.m. 6.04 2nd Row Cloth Seats $60.00 $119.00 6.05 Dual AC with Front Controls $583.00 $579.00 6.06 Painted Aluminum Wheels $459.00 $451.00 6.07 SYNC Hands Free System Available Only w/interior upgrade package-65U Included 6.08 Keyless Remote (1extra)$335.00 N/C 6.09 Reverse Sensing $271.00 $261.00 6.10 Blind Spot Monitoring $527.00 $517.00 6.11 Engine Idle Feature $255.00 $248.00 Year 2020 2020 Make Ford Ford Model Police Interceptor Utility / SUV AWD K8A Delivery 10-18 Weeks ARO 180-240 ARO 2019/2020 DODGE PURSUIT UTILITY VEHICLE, POLICE MODEL Page 2 of 2 Administrative Services Committee Meeting 3/10/2020 1:15 PM 2020 - Police Explorers Department:Central Services Department - Fleet Management Presenter:Ron Crowden Caption:Approve the purchase of 13 pursuit utility vehicles, for $533,364, from Wade Ford for the Richmond County Sheriff’s Office. Bid Item 19-171 Background:The RCSO is requesting the replacement of 13 road patrol vehicles. A list of vehicles to be replaced with associated mileage and bid tab sheets are attached. Analysis:The Procurement Department published a competitive bid using the Demand Star national electronic bid application for 2020 Pursuit Utility Vehicles with the following results. Bid 19-171: 2020 Pursuit Utility Vehicle (Ford Explorer) Road Patrol Package: Wade Ford = $41,028; Allan Vigil Ford = $42,014 Financial Impact:13 - Road Patrol Ford Explorers at $41,028 each. The total amount is $533,364 paid from Capital Acct# 272-01-6440/54- 22110 Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of 13 pursuit utility vehicles, for $533,364, from Wade Ford for the Richmond County Sheriff’s Office. Funds are Available in the Following Accounts: 2020 Capital Outlay: 272-01-6440/54-22110 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission BID 20-149 Year 2020 2020 2020 2020 2020 2020 Brand FORD FORD FORD FORD CHEVY DODGE/RAM Model F250 F250 F250 F250 3500 HD 2500 Delivery Date 90-100 DAYS 14-16 WEEKS 8-12 WEEKS 10-26 WEEKS 10 WEEKS 85-90 DAYS Base Price 5.01 22,274.00$ 22,274.00$ 22,124.56$ 22,488.00$ 35,219.00$ 25,415.00$ 6.12 Cab Steps $ 325.00 $ 455.00 405.00$ 420.00$ 299.00$ 6.21 Power Windows/Locks/Mirrors $ 1,050.00 $ 1,024.00 832.00$ 110.00$ 895.00$ 6.26 Spray-in Bed Liner $ 395.00 $ 542.00 400.00$ 570.00$ 399.00$ 6.28 Bed & Camera Delete $ (249.00) $ (549.00)(377.00)$ (250.00)$ 400.00$ 6.34 Heavy Duty Floor Mats - Front $ 75.00 $ 82.00 82.00$ 100.00$ 129.00$ 6.36 Delivery Fee $ 150.00 INCLUDED 50.00$ 200.00$ INCLUDED Extra Key - Key $ 155.00 $ 89.00 50.00$ 120.00$ 20.00$ 7.04 Trailer Hitch $ 65.00 $ 60.00 450.00$ 520.00$ 69.00$ 7.05 Trailer Wiring STD STD 40.00$ 100.00$ INCLUDED 7.06 Trailer Ball $ 35.00 25.00$ 35.00$ 29.00$ 7.07 Window Tint, reg cab $ 170.00 $ 180.00 160.00$ 165.00$ 129.00$ 7.14 County Emergency Package $ 895.00 $ 952.00 852.00$ 7.15 Steel Service Body Type $ 5,850.00 $ 6,169.00 5,500.00$ 6,250.00$ 6,240.00$ OPTIONS TOTAL 8,916.00$ 9,004.00$ 8,429.00$ 8,240.00$ -$ 8,609.00$ BASE PRICE: 22,274.00$ $ 22,274.00 22,124.56$ 22,488.00$ 25,415.00$ TOTAL FOR OPTIONS AND BASE PRICE 31,190.00$ 31,278.00$ 30,553.56$ 30,728.00$ -$ 34,024.00$ 2018/2019 Ford F250 9800GVWR V8, Long Bed, 4X2, Reg Cab Equipment included in base price: 6.2L V8 Gasoline/E85 Engine 6 Speed Automatic Transmission A/C AM-FM Radio Power Steering Pwer ABS Brakes Vynyl 40/20/40 Bench seat Rubber Floor Covering Full Size Spare Tire Rear Step Bumper Solar Tinted Glass Trailer Wiring Harness Receiver Hitch (12.k) Tilt Steering Wheel Rear View Camera Electric Shift (4X4 Only) Allan Vigil Ford Governement Sales 6790 Mt. Zion Blvd Morrow, GA 30260 Gerald Jones Ford Malcolm Cunningham Alan Jay Fleet FOR ALL DEPARTMENTS- Pickup Truck 9800 GVWR-BIDS OPENED 1/24/20 @ 11:00 5.01 Allan Vigil Ford Wade Ford Beck Nissian Invitation to Bid Sealed bids will be received at this office until Friday, January 24, 2020 @ 11:00 a.m. for furnishing for Augusta, GA Central Services Department - Fleet Maintenance Bid Item #20-147 2020 Pickup Truck, 10000 GVWR Bid Item #20-149 2020 Pickup Truck, 9800 GVWR Community 004-072-00, 004-02-02, 041-071-00 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, January 10, 2020 @ 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 ninety (90) days after bids have been opened, pending the execution of contract with the successful bidder. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle December 19, 26, 2019, January 2, 9, 2020 Metro Courier December 19, 2019 OFFICIAL 0 Vendors Allan Vigil Ford 6790 Mt. Zion Blvd Morrow, GA 30260 Wade Ford 3860 South Cobb Dr Smyrna, GA 30080 Beck Nissan 236 N Highway 17 Palatka, FL 32177 Gerald Jones Ford 3480 Wrightsboro Rd. Augusta, GA 30919 Macolm Cunningham Cheverolet 2031 Gordon Highway AUgusta, GA 30909 Alan Jay Automotive Management 5330 US HighwaY 27 S Sebring FL 33871 Attachment B Yes Yes Yes Yes Yes Yes E-Verify Number 94460 314470 973089 933751 NO Non-Compliant 1201859 SAVE Form Yes Yes Yes Yes Yes Yes 5.01 2020 Pickup Truck, Rg Cab 9,800 GVW 22274.00 22274.00 25415.00 22124.56 $35,219.00 22488.00 6.01 6.7L V8 Diesel Engine 9650.00 9551.00 9100.00 9551.00 10400.00 6.02 7.3L Gas Engine 1925.00 1861.00 N/A 1861.00 2040.00 6.03 4x4 Option 2750.00 2650.00 2770.00 2650.00 2750.00 6.04 Skid Plates (4x4 only)100.00 91.00 145.00 91.00 95.00 N/A REG CAB 6.05 LT 245 All Terrian Tires 155.00 150.00 295.00 165.00 160.00 6.06 Super Cab Long Bed 2525.00 2508.00 N/A 2250.00 2500.00 6.07 Super Cab Short Bed 2325.00 2318.00 N/A 2073.00 2310.00 6.08 Crew Cab Long Bed 3675.00 3700.00 3485.00 3364.00 3750.00 6.09 Crew Cab Short Bed 3495.00 3510.00 3285.00 3186.00 3560.00 6.10 Rood Clearance Lights 90.00 87.00 99.00 87.00 90.00 6.11 Cruise Control 225.00 235.00 Included 214.00 230.00 6.12 Cab Steps 325.00 455.00 399.00 405.00 420.00 6.13 Limited Slip Axle 375.00 355.00 445.00 355.00 385.00 6.14 Engine Block Heater 95.00 91.00 95.00 91.00 245.00 6.15 PTO Transmission (diesel)265.00 254.00 N/A 255.00 275.00 6.16 Trailer Brake Control 255.00 246.00 295.00 245.00 265.00 6.17 Daytime Running Lights 42.00 41.00 45.00 41.00 44.00 6.18 Reverse Aid Sensor 225.00 223.00 295.00 223.00 240.00 6.19 XL Value Pkg 675.00 660.00 895.00 360.00 720.00 6.20 Rear Window Defrost rq pw 65.00 55.00 195.00 368.00 59.00 REQ Power Window 6.21 Power Windows, Locks, Mir 1050.00 1024.00 895 See 6.19 832.00 1024.00 1100.00 6.22 Cloth 40/20/40 Bench Seat 95.00 REG/SUPER 290.00 CrBW CAB 91.00 Included 9.00 300.00 6.23 Dual Alternators (Diesel On)110.00 104.00 395.00 104.00 110.00 6.24 200Amp HD Alernator 80.00 78.00 100.00 78.00 N/C Requres 66S 6.25 Upfitter switches 155.00 150.00 145.00 150.00 160.00 6.26 Spray-in Bedliner 395.00 542.00 399.00 400.00 570.00 6.27 Tailgate Step 355.00 341.00 N/A 342.00 370.00 6.28 Bed and Camera <249.00>549.00 <400.00>377.00 <250.00> INCLUDES SPARE 6.29 Spring Package for Bed 115.00 114.00 N/A 114.00 120.00 6.30 Rear View camera (bed del)380.00 415.00 Included 377.00 410.00 6.31 CNG/Propane Prep Pack 300.00 286.00 N/A 286.00 310.00 5.00 Vehicle/Options Required 6.00 Manufacturer Options: Total Number Specifications Mailed Out: 20 Total Number Specifications Download (Demandstar): 2 Total Electronic Notifications (Demandstar): 20 Georgia Procurment Registry: 57 Mandatory Pre-Bid/Telephone Conference: NA Total packages submitted: 6 Total Noncompliant: 1 Bid #20-149 2020 Pickup Truck 9,800 GVWR for Augusta, Georgia - Central Services Department-Fleet Maintenance Division Bid Opening Date: Friday, January 24, 2020 at 11:00 a.m. Page 1 of 2 OFFICIAL 0 Vendors Allan Vigil Ford 6790 Mt. Zion Blvd Morrow, GA 30260 Wade Ford 3860 South Cobb Dr Smyrna, GA 30080 Beck Nissan 236 N Highway 17 Palatka, FL 32177 Gerald Jones Ford 3480 Wrightsboro Rd. Augusta, GA 30919 Macolm Cunningham Cheverolet 2031 Gordon Highway AUgusta, GA 30909 Alan Jay Automotive Management 5330 US HighwaY 27 S Sebring FL 33871 Total Number Specifications Mailed Out: 20 Total Number Specifications Download (Demandstar): 2 Total Electronic Notifications (Demandstar): 20 Georgia Procurment Registry: 57 Mandatory Pre-Bid/Telephone Conference: NA Total packages submitted: 6 Total Noncompliant: 1 Bid #20-149 2020 Pickup Truck 9,800 GVWR for Augusta, Georgia - Central Services Department-Fleet Maintenance Division Bid Opening Date: Friday, January 24, 2020 at 11:00 a.m. 6.32 Exterior Color not in Base 625.00 601.00 450.00 600.00 650.00 6.33 Exterior Color not in Base 625.00 TBD N/A N/A N/A 6.34 Heavy duty Floor Mats-Fron 75.00 82.00 129.00 82.00 100.00 6.35 Heavy Duty Floor Mats-Rear 75.00 123.00 F&R 129.00 123.00 100.00 6.36 Delivery Fee per Vehicle 150.00 Incl. Included 50.00 200.00 6.37 Extra Key 225.00 W/REMOTE 155 W/O REMOTE 89.00 190.00 FOB 20.00 Base 129.00 Remote 50.00 $120.00 NO REMOTE 7.01 Fire Extinguisher 65.00 66.00 79.00 55.00 WWE $55.00 7.02 Outlet receptacle 75.00 78.00 59.00 65.00 WWE $25.00 7.03 Toolbox 475.00 575.00 439.00 320.00 $425.00 7.04 Trailer hitch 65.00 HITCH STD 60.00 69.00 450.00 $520.00 7.05 Trailer wiring STD STD Included 40.00 $100.00 7.06 Trailer ball 35.00 N/A 29.00 25.00 $35.00 7.07 Window Tint Reg Cab 170.00 180.00 129.00 160.0 WWE $165.00 7.08 Window Tint Super Cab 180.00 190.00 169.00 170.00 WWE $205.00 7.09 Window Tint Crew Cab 190.00 200.00 169.00 180.00 WWE $220.00 7.10 Add on step N/A W/ ALUM BODIES 400.00 399.00 325.00 $355.00 7.11 Backup alarm 85.00 135.00 129.00 70.00 WWE $140.00 7.12 Drill free Light bar 772.00 782.00 623.00 732.00 WWE $650.00 7.13 Led top mount light 605.00 677.00 430.00 577.00 WWE $400.00 7.14 County Emergency Equip Pk 895.00 952.00 N/A 852.00 WWE N/A 7.15 Steel Service Body Type 5850.00 6169.00 6240.00 5500.00 $3,250.00 Year 2020 2020 2020 2020 2020 2020 Make FORD FORD RAM FORD Chevrolet FORD Model F-250 F-250 2500 REG CAB 4X2 V8 LONG BED DJ2L62 F-250 3500 HD REG CAB PICKUP 2WD F-250 Proposed Delivery Schedule 90-100 DAYS EST 14-16 wks 85-90 DAYS 8-12 Wks 10 WK PO 12-26 Wk Depending on Body Type Exceptions Noted Exceptions Noted Exceptions Noted 7.00 Outfitter's Specialty Items: 2020 Pickup Truck 9,800 GVWR: Page 2 of 2 Administrative Services Committee Meeting 3/10/2020 1:15 PM 2020 - Utilities Customer Service Vehicle Department:Central Services Department - Fleet Management Division Presenter:Ron Crowden Caption:Approve the replacement of one pickup truck from Gerald Jones Ford for $30,553.56 for the Utilities Department - Customer Service Division Bid Item 20-149. Background:The Utilities Department - Customer Service Division is requesting the replacement of a 2009, Ford F250, asset number 209106 that needed extensive repairs. This truck will be used by a Meter Service Technician. The vehicle evaluation is attached for review. Bid tab sheets are attached for your review. Analysis:The Procurement Department published a competitive bid using the Demand Star application for 2020 9800 GVWR Pick-up Truck (Bid #20-149). Invitations to Bid were sent to 18 vendors with six vendors responding and one being non-compliant. Bid tab sheets are attached for your review. Bid# 20-149: 2020 Ford F250 – Gerald Jones Ford – $30,553.56; Allan Vigil Ford - $31,190; Wade Ford - $31,278; Alan Jay Fleet - $30,728; Beck Nissan - $34,024 Financial Impact:1 – 2020 Ford F250 = $30,553.56 to Gerald Jones Ford. The vehicle will be purchased using GMA Lease Program. (ACCT #631-10-1110/54-99631) Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the replacement of one pickup truck from Gerald Jones Ford for $30,553.56 for the Utilities Department - Customer Service Division Funds are Available in the Georgia Municipal Association Lease Program: 631-10- 1110/54-99631 Following Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 3/10/2020 1:15 PM 2020 Annual Bid Recommentation of Award - Various Departments Department:Procurement Presenter:Geri A. Sams Caption:Motion to approve annual bid for Environmental Services Department and Sheriff’s Office. The items require Commission approval due to the fact that purchases on the individual purchase orders will exceed $25,000.00 per order. The following annual bid item requires Commission approval: Environmental Services 20-056 Wireless Instrument Monitors 20-113 Vacant Lot Cleaning Services Sheriff’s Office 20-136 External Ballistic Vest and External Carrier Background:Each item has been bid through the sealed bid process as directed in the Augusta Procurement Code. The User Departments have reviewed the submittals and has presented a recommendation of award to the Procurement Department. Analysis:The User Departments are responsible for the purchase of the items listed on the individual bids. Financial Impact: Alternatives:Not to award and require the User Departments to follow the purchasing guidelines as listed in the Augusta Procurement Code for each individual purchase. Recommendation:Approve the recommendation as submitted by the User Departments. Funds are Available in the Various funds provided by the User Departments. Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Invitation to Bid Sealed bids will be received at this office until Thursday, November 7, 2019 @ 11:00 a.m. for furnishing for Augusta, GA Central Services Department – Facilities Maintenance Bid Item #19-290 Janitorial Services for Various Locations Commodity Code: 001-958-63 022-910-39 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. A Mandatory Pre Bid Conference will be held on Tuesday, October 22, 2019 @ 10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605. 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, October 24, 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 ninety (90) 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 26, October 3, 10, 17, 2019 Metro Courier September 26, 2019 OFFICIAL Per Month Per Year Per Month Per Year Per Month Per Year Per Month Per Year A-ACTION 6607 TRIBBLE STREET P.O. BOX 1046 LITHONIA, GA 30058 YES 975776 YES YES $2,458.06 $29,496.61 $965.97 $11,591.69 $885.66 $10,627.87 $2,782.41 $33,388.98 AJAX INDUSTRIAL CLEANING 260 NARROWS DRIVE BIRMINGHAM, AL 35242 ALL BRIGHT JANITORIAL SERVICES P.O. BOX 2681 MCDONOUGH, GA 30253 Yes No Business License No Notary Seal Non-Compliant 812974 Yes No Notary Seal Non-Compliant YES $2,095.00 $25,140.00 $875.00 $10,500.00 $750.00 $9,000.00 $2,110.00 $25,320.00 AMIR’S ALL PUPOSE CLEANING SERVICE 2526 SERENITY LANE AUGUSTA, GA 30909 YES NO Non- compliant YES NO N/B N/B $2,588.00 $31,056.00 $1,840.00 $22,084.00 $5,060.00 $60,720.00 DIAMOND SHINE SERVICES 2208 SUNNY DAY DR. HEPZIBAH, GA 30815 YES 895220 YES YES $2,247.20 $26,966.40 $848.28 $10,179.38 $517.77 $6,213.21 $1,400.38 $16,804.52 EXECUTIVE CLEANING INC PO BOX 1360 MILLEDGEVILLE, GA 31061 EXECUTIVE JANITORIAL SERVICES P.O. BOX 12678 AUGUSTA, GA 30909 Yes No Business License Non-Compliant 240034 YES YES $2,208.00 $26,496.00 $331.20 $3,974.40 $441.60 $5,299.20 $2,472.96 $29,675.52 Vendors Bid Opening Bid Item #Bid Item #19-290 Janitorial Services for Various Locations for Augusta, GA - Central Services Department Bid Date: Friday, November 15, 2019 Records Retention Annex Facility Total Number Specifications Mailed Out: 27 Total Number Specifications Download (Demandstar): 3 Total Electronic Notifications (Demandstar): 41 Georgia Procurment Registry: 2131 Mandatory Pre-Bid Conference Attendees: 15 Total Packages Submitted: 10 Total Noncompliant: 2 Augusta Transit Planning and Development Facility Housing and Communtity Development Facility Attach B E-Verify Save Form Add 1 Page 1 of 2 OFFICIAL Vendors Bid Opening Bid Item #Bid Item #19-290 Janitorial Services for Various Locations for Augusta, GA - Central Services Department Bid Date: Friday, November 15, 2019 Records Retention Annex Facility Total Number Specifications Mailed Out: 27 Total Number Specifications Download (Demandstar): 3 Total Electronic Notifications (Demandstar): 41 Georgia Procurment Registry: 2131 Mandatory Pre-Bid Conference Attendees: 15 Total Packages Submitted: 10 Total Noncompliant: 2 Augusta Transit Planning and Development Facility Housing and Communtity Development Facility Attach B E-Verify Save Form Add 1 ICS, INC 1110 SATELLITE, SUITE 403 SUWANNEE, GA 30024 IMBUE CLEANING 2397 RICHWOOD DRIVE AUGUSTA, GA 30906 JAN-PRO 105 ROSSMORE PL AUGUSTA, GA 30909 YES 230917 YES YES $4,021.00 $48,252.00 $1,775.00 $21,300.00 $844.00 $10,128.00 $2,021.00 $24,252.00 JANI-KING OF AUGUSTA 3665 WHEELER RD SUITE 1A AUGUSTA, GA 30909 YES 332901 YES YES $1,934.00 $23,208.00 $1,071.00 $12,852.00 $644.00 $7,728.00 $2,413.00 $28,956.00 JP LOGISTICS SOLUTION, LLC 137 BROADLEAF TRAIL GROVETOWN, GA 30813 KBM SERVICES 306 SCARLETT CT. EVANS, GA 30809 YES 1456655 YES YES $12,755.00 $153,065.00 $6,030.00 $72,358.00 $4,059.00 $48,703.00 $23,192.00 $278,300.00 M & M MANAGEMENT 3114 AUGUSTA TECH DRIVE, SUITE 403 AUGUSTA GA 30906 YES 357593 YES YES $3,556.27 $42,675.24 2136.25 $25,635.00 $2,136.25 $25,635.00 $2,487.93 $29,855.16 PRO CLEANING SERVICES P.O. BOX 204419 MARTINEZ, GA 30907 YES 732873 YES YES $1,495.00 $17,940.00 $713.00 $8,556.00 $690.00 $8,280.00 $2,103.00 $25,236.00 Page 2 of 2 Administrative Services Committee Meeting 3/10/2020 1:15 PM Janitorial Services for Various Locations Department:Central Services - Facilities Maintenance Presenter:Takiyah A. Douse, Director Caption:Approve the award of the contract to provide custodial services for various new locations for fiscal year 2020 as follows, Bid Item 19-290: · Housing and Community Development to Diamond Shine Services - $16,804.52. · Planning and Development on Marvin Griffin Road to Pro Cleaning Services - $8,556.00. · New Records Retention Annex on Marvin Griffin Road to Diamond Shine Services - $6,213.21. Background:The locations listed above are new facilities that have not been integrated into the overall Augusta Janitorial Services annual bid process. Invitation to Bid (ITB) #19-290 was issued for pricing to serve these locations for 2020. They will be included in the full Augusta annual bid process when the contract is advertised for bid later this year. Analysis:Seven compliant responsive bids were received in response to the ITB. The combination of bids recommended is the lowest combination of responsive bids. Financial Impact:The contract amount is: Housing and Community Development - $16,804.52 Planning and Development - $8,556.00 New Records Retention Annex - $6,213.21 Alternatives:1.Do not award Recommendation:1. Award the contract to provide custodial services for various new locations for fiscal year 2020 as follows: • Housing and Community Development to Diamond Shine Services - $16,804.52 • Planning and Development on Marvin Griffin Road to Pro Cleaning Services – $8,556.00 • New Records Retention Annex on Marvin Griffin Road to Diamond Shine Cleaning Services - $6,213.21 Funds are Available in the Following Accounts: Housing and Community Development - 101054312/52.23111 Planning and Development - 101015160/52.23111 Records Retention Annex - 101016430/52.23111 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission EPIC INSURANCE BROKERS AND CONSULTANTS AGREEMENT This agreement (“Agreement”) confirms the terms under which Augusta, Georgia(“Augusta”) has engaged EPIC Insurance Brokers and Consultants (“EPIC”) to perform certain employee benefit consulting services as more particularly described in Exhibit A attached hereto (the “Services”) related to RFP 19-271. The contractual terms under which EPIC Insurance Brokers and Consultants and Augusta are undertaking this engagement are as follows: 1. The Services. In consideration for, and subject to, the mutual undertakings set forth herein, EPIC Insurance Brokers and Consultants agrees to provide the Services described in Exhibit A to this Agreement. 2. Augusta Information. To enable us to perform the Services, Augusta will promptly provide EPIC Insurance Brokers and Consultants with such direction, materials, information and access to its representatives as EPIC Insurance Brokers and Consultants reasonably requests. Please note that EPIC Insurance Brokers and Consultants does not take responsibility for verifying the accuracy or completeness of information supplied to us by Augusta and/or its representatives. If EPIC Insurance Brokers and Consultants receives inaccurate, incomplete or improperly formatted information, EPIC Insurance Brokers and Consultants shall have no liability for relying on the same and any additional time and expense required to correct the information may be billed to Augusta as additional Services. 3. Term and Termination. The initial term of this Agreement will be no more than 12 months beginning 02/14/2020 and ending 2/14/2021, with four (4) options to renew (“Renewal Term”), each for an additional one-year period. This Agreement may be extended for up to four (4) consecutive, one-year terms by mutual agreement of the parties hereto, executed no less than least sixty (60) days before the expiration of the initial or any renewal term. Any Renewal Term shall be on the same terms and conditions set forth in this Agreement. In the event of a material breach of this Agreement, the non-breaching party will have the right to terminate this Agreement by thirty (30) days prior written notice, following an opportunity to correct the breach. Augusta may terminate this Agreement, for any reason, by providing notice of said termination in writing ninety (90) days prior to the proposed termination date. 4. Fees and Expenses, Invoicing and Payment. For and during the term of this Agreement, Augusta will pay EPIC Insurance Brokers and Consultants the Fees specified on Exhibit B hereto (“Schedule of Fees”) and subject to the payment terms set forth therein. 5. Indemnification. By signing this agreement, each party agrees to be responsible for its own wrongful or negligent acts or omissions or those of its officers, agents, or employees arising in any way out of this Agreement to the extent permitted by law. Neither party waives any right or defense to indemnification that may exist under law or equity. 6. Law and Venue. The domestic law of the State of Georgia shall govern the construction, interpretation and performance of this Agreement and all transactions hereunder. All disputes hereunder shall be resolved exclusively in state or federal jurisdictions located in Richmond County, Georgia. 7. Confidentiality. Both EPIC Insurance Brokers and Consultants and Augusta recognize that in the course of this Agreement information will be exchanged consisting of confidential trade secret or business information (“Confidential Information”). Each party shall treat the other party’s Confidential Information as it would treat its own confidential trade secret or business information. 8. Independent Contractor. All the Services provided by EPIC Insurance Brokers and Consultants will be rendered in its capacity as an independent contractor. None of the terms set forth in this agreement will be interpreted to create any agency, master-servant, employment or any other relationship between Augusta and EPIC Insurance Brokers and Consultants. EPIC Insurance Brokers and Consultants does not accept any fiduciary or trust responsibilities in connection with the performance of the Services. 9. Excuse of Performance. No liability shall result from delay or non-performance by EPIC Insurance Brokers and Consultants or Augusta caused by an act of God, terrorist act, fire, war, action, labor trouble or shortage or similar circumstances beyond the reasonable control of EPIC Insurance Brokers and Consultants or Augusta. 10. Notices. Any notice or demand required hereunder shall be given or made by mail, postage prepaid, addressed to the respective party at the address first set forth or referenced above unless otherwise communicated in writing as follows: Employer: Augusta, Georgia Office of Human Resources 535 Telfair Street, Suite 400 Augusta, Georgia 30901 With Copy to: Augusta, Georgia Law Department 535 Telfair Street, Building 3000 Augusta, Georgia 30901 Attn: Wayne Brown, General Counsel EPIC: EPIC Insurance Brokers and Consultants 2405 Satellite Blvd Duluth, GA 30096 Attn: Christopher B. Clark, Senior Vice President, Employer Services Principal 11. Severability. If any of the provisions of this agreement shall be deemed invalid or unenforceable under the laws of the applicable jurisdiction, such invalidity or unenforceability shall not invalidate or render unenforceable the entire agreement, but rather the entire agreement shall be construed as if not containing the particular invalid or unenforceable provision or provisions, and the rights and obligations of the parties shall be construed and enforced accordingly. 12. Entire Agreement. This agreement constitutes the entire agreement between the parties and may not be modified or amended other than by a written instrument executed by both parties. IN WITNESS WHEREOF, the parties have executed this Agreement as of the date set out above. Augusta, Georgia EPIC Insurance Brokers and Consultants By: __________________________________ By: __________________________________ Title: Mayor Hardie Davis, Jr. Title: __________________________________ Date: ________/_______/________ Date: _________/________/__________ ATTEST CLERK: _________________________________________ PRINTED NAME: ____________________ AS ITS: Clerk of Commission DATE: __________/__________/__________ Exhibit A SCOPE OF SERVICES Augusta is seeking a consultant to perform the full range of services related to the design (self-insured TPA), implementation, maintenance, communication, and improvement of Augusta’s group health, dental, life, LTD and vision and wellness programs. Specific responsibilities include, but are not limited to: 1. Assisting Augusta in administering all group insurance plans, responding to questions from and providing information to staff, and providing other consulting services during the course of the plan year. 2. Researching and advising Augusta of any new developments in the law and employee benefit programs on an ongoing basis. 3. Reviewing claims experience, claim service, and claim administration to ensure maximum benefit to Augusta. 4. Determining and recommending the most economical funding methods for the benefit programs. 5. Representing Augusta in all negotiations with providers on all issues including those related to premiums, benefit levels, plan design, and special terms and conditions. 6. Meeting with and providing reports to Augusta’s Human Resources staff. 7. Assisting Augusta with the implementation and communication of new programs or changes to existing programs which will include attending and presenting information at Open Enrollment meetings. 8. As requested by Augusta, preparing bid specifications and soliciting proposals from insurance markets, which specialize in group insurance plans as, needed. Evaluate bids and bidders, including administration, claim payment procedures, customer service, network, reserve establishment policies, financial soundness, and identifying the most cost-beneficial package from among the various bidders. 9. Assist with COBRA Administration vendor procurement and management, but Broker will not directly provide or pay for COBRA services. 10. Providing telephonic support services, leading up to and during Online Benefits Open Enrollment, to employees. 11. Interfacing with insurance carriers as needed to assist Augusta in the resolution of problems associated with the benefit programs. 12. Provide educational training/webinars for benefits. 13. Provide benefit compliance assistance. 14. The quoted fees cover services supporting the specified plans identified in RFP 19-271, as described in our proposal. Fees may also include: · Call Center support · Consulting assistance to procure and manage a self-insured medical claims audit firm · Employee Survey · Custom HR/Benefits branding and communication Request for Proposal Request for Proposals will be received at this office until Friday, September 20, 2019 @ 11:00 a.m. for furnishing: RFP Item #19-271 Employee Benefits Broker/Consulting Services for Human Resources Department RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, August 30, 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 90 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 August 8, 15, 22, 29, 2019 Metro Courier August 8, 2019 OFFICIAL VENDORS Attachment "B"E-Verify #Addendum 1 SAVE Form Original 7 Copies Fee Proposal McGriff Insurance Services 1020 Drayton St., Suite 200 Savannah, GA 31401 Yes 53929 Yes Yes Yes Yes Yes FBMC Benefits Management 3101 Sessions Rd., Suite 200 Tallahasee, FL 32303 Yes 427315 Yes Yes Yes Yes Yes EPIC Insurance Brokers 2405 Satellite Blvd., Suite 200 Duluth, GA 30096 Yes 348044 Yes Yes Yes Yes Yes Palmer & Cay 3050 Peachtree Rd., NW Suite 475 Atlanta, GA 30305 Yes 13096 Yes Yes Yes Yes Yes Benalytics Consulting Group 2110 Newmarket Parkway SE, Suite 200 Marietta, GA 30067 Yes 403401 Yes Yes Yes Yes Yes USI Insurance Services 7 E Congress St., Suite 1002 Savannah, GA 31401 Yes 32855 Yes Yes Yes Yes Yes RFP Opening RFP Item #19-271 Employee Benefits Broker/ Consulting Services for Augusta, Georgia-Human Resources Department RFP Date: Friday, September 20, 2019 @ 11:00 a.m. Total Number Specifications Mailed Out: 45 Total Number Specifications Download (Demandstar): 7 Total Electronic Notifications (Demandstar): 251 Georgia Procurement Registry: 777 Mandatory Pre-Proposal/Telephone Conference Attendees: NA Total packages submitted: 6 Total Noncompliant: 0 Page 1 of 1 McGriff Insurance Services 1020 Drayton St., Suite 200 Savannah, GA 31401 FBMC Benefits Management 3101 Sessions Rd., Suite 200 Tallahasee, FL 32303 EPIC Insurance Brokers 2405 Satellite Blvd., Suite 200 Duluth, GA 30096 Palmer & Cay 3050 Peachtree Rd., NW Suite 475 Atlanta, GA 30305 Benalytics Consulting Group 2110 Newmarket Parkway SE, Suite 200 Marietta, GA 30067 USI Insurance Services 7 E Congress St., Suite 1002 Savannah, GA 31401 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 2. Qualifications & Experience (0-5)15 2.0 2.5 4.3 3.3 4.8 3.5 3. Organization & Approach (0-5)15 1.9 2.3 4.3 3.3 4.8 3.5 4. Scope of Services: • Perceived ability of Consultant’s to negotiate a benefits program that meets the needs of Augusta. • Consultant’s demonstrated expertise in negotiating benefit plans on behalf of clients similar to Augusta. • Consultant’s knowledge and/or technical support related to the implementation of an Online Benefits Enrollment process. • Consultant’s and other assigned staffs availability and accessibility, including the location of the office that will be servicing our account. • The experience, professional credentials and references of those persons who will actually be servicing our account. • Consultant’s ability to provide proactive support to Augusta, Georgia Human Resources function including dissemination of current general and legal updates as well as time sensitive insurance carrier information. (0-5)20 2.0 2.9 4.3 2.7 4.8 3.5 5. Financial Stability (0-5)10 1.8 3.0 3.9 2.0 4.3 3.7 6. References (0-5)5 4.0 3.3 4.3 4.0 5.0 4.3 Within Richmond County 5 10 Within CSRA 5 6 Within Georgia 5 4 5 5 5 5 5 Within SE United States (includes AL, TN, NC, SC, FL) 5 2 5  All Others 5 1 16.8 19.0 26.0 20.2 28.8 23.5 8. Presentation by Team (0-5)10 3.0 4.0 5.0 9 Q&A Response to Panel Questions (0-5)5 3.3 3.7 5.0 Lowest Fees 5 10 5 Second 5 6 5 Third 5 4 5 Forth 5 2 Fifth 5 1 Total Phase 2 - (Total Maximum Ranking 15 - Maximum Weighted Total Possible 125) 0 0 11.3 0 12.7 15 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 2 (Option - Numbers 8-9) (Vendors May Not Receive Less Than a 3 Ranking in Any Category to be Considered for Award) 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) RFP Item #19-271 Employee Benefits Broker/Consulting Services for Augusta, Georgia-Human Resources Department Evaluation Committee Meeting Date: Friday, October 25, 2019 @ 2:00 p.m. Vendors Phase 1 Ranking of 0-5 (Enter a number value between 0 and 5) Scale 0 (Low) to 5 (High) 16.8 19.0 37.3 20.2 41.5 38.5Total Cumulative Score (Maximum point is 500) Internal Use Only Evaluator: Cumulative Date: 10/23/19 Procurement DepartmentRepresentative:____Nancy Williams_______________________________________ Procurement Department Completion Date: 10/23/19 McGriff Insurance Services 1020 Drayton St., Suite 200 Savannah, GA 31401 FBMC Benefits Management 3101 Sessions Rd., Suite 200 Tallahasee, FL 32303 EPIC Insurance Brokers 2405 Satellite Blvd., Suite 200 Duluth, GA 30096 Palmer & Cay 3050 Peachtree Rd., NW Suite 475 Atlanta, GA 30305 Benalytics Consulting Group 2110 Newmarket Parkway SE, Suite 200 Marietta, GA 30067 USI Insurance Services 7 E Congress St., Suite 1002 Savannah, GA 31401 PASS PASS PASS PASS PASS PASS 30.0 37.5 63.8 48.8 72.5 52.5 28.8 33.8 63.8 48.8 71.8 52.5 40.0 58.3 85.0 53.3 96.7 70.0 18.3 30.0 39.2 20.0 43.3 36.7 20.0 16.7 21.7 20.0 25.0 21.7 0 0 0 0 0 0 0 0 0 0 0 0 20 0 20 20 20 20 0 10 0 0 0 0 0 0 0 0 0 0 157.1 186.3 293.3 210.8 329.3 253.3 0 0 30.0 0 40.0 50.0 0 0 16.7 0 18.3 25.0 0 0 0 0 50 0 0 0 30 0 0 0 0 0 0 0 0 20 0 0 0 0 0 0000000 0 0 76.7 0 108.3 95.0 Phase 2 (Option - Numbers 8-9) (Vendors May Not Receive Less Than a 3 Ranking in Any Category to be Considered for Award) RFP Item #19-271 Employee Benefits Broker/Consulting Services for Augusta, Georgia-Human Resources Department Evaluation Committee Meeting Date: Friday, October 25, 2019 @ 2:00 p.m. Weighted Scores 157.1 186.3 370.0 210.8 437.6 348.3 Internal Use Only Evaluator: Cumulative Date: 10/23/19 Procurement DepartmentRepresentative:____Nancy Williams_______________________________________ Procurement Department Completion Date: 10/23/19 Administrative Services Committee Meeting 3/10/2020 1:15 PM A motion to approve the award of the RFP #19-271 for the Employee Benefits Consultant contract to EPIC Insurance Brokers and Consultants. Department:Human Resources Presenter:Anita Rookard, HR Director Caption:A motion to approve the award of the RFP #19-271 for the Employee Benefits Consultant contract to EPIC Insurance Brokers and Consultants. Background:The selection committee scored the RFP’s and narrowed the search down to 3 firms who were brought in for finalist presentations. Augusta entered into contract negotiations with EPIC Insurance Brokers and Consultants and we were able to reach a mutual agreement. The attached draft contract has been vetted and approved by the Augusta Law Department. Analysis:Based on the level of services required by Augusta, EPIC Insurance Brokers and Consultants submitted to RFP #19-271. The initial agreement will be twelve (12) months with the option to renew. All subsequent renewals will be presented to Commission for approval. Financial Impact:The financial agreement between Augusta and EPIC Insurance Brokers and Consultants is $49,000 a year and will be invoiced monthly. Alternatives:Repeat the RFP process by placing the employee benefits consultant contract out for bid. Recommendation:Approve the agreement as presented. The agreement has been reviewed and approved by Human Resources, Finance and the Augusta Law departments. Funds are Available in the 616-01-5221/5211110 Following Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 3/10/2020 1:15 PM Employee of Month/Year criteria. Department: Presenter:Commissioner Marion Williams Caption:Discuss the city's Employee of Month/Year criteria. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Affordable Housing/ Fort Gordon MOU Page 1 of 4 MEMORANDUM OF UNDERSTANDING BETWEEN AUGUSTA, GEORGIA HOUSING AND COMMUNITY DEVELOPMENT AND FORT GORDON FY 2020 Background and Intent This Memorandum of Understanding (MOU) clarifies the roles, responsibilities and Augusta, Georgia non-discriminatory local community housing. 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 510 Fenwick St., Augusta, Georgia, as party of the first part, hereinafter called “Augusta and Fort Gordon, who is committed to high-quality living standards for its military service members (hereafter referred to as “clients”, and shall include civilians and retirees associated with Fort Gordon), and is dedicated to increasing the local civilian community’s involvement in day-to-day support management. WHEREAS, the sole purpose of this MOU is to encourage a collaboration between Augusta, Georgia, Fort Gordon and to further detail the separate and distinct roles and responsibilities of each party in the locating of non-discriminatory local community housing with Housing and Community Development: WHEREAS, there is a growing need for housing assistance of newly arrived personnel in finding adequate and affordable community housing with the least possible delay and provide guidance and assistance to personnel in off-post housing matters. WHEREAS, Employers, such as Housing and Community Development, are looking at ways to increase funding to assist in servicing more persons and assist service members in locating and maintaining safe, adequate, and non-discriminatory local community housing. WHEREAS, Fort Gordon, has the expertise to provide quality and efficient services to Augusta, Georgia in assisting Housing and Community Development with increasing the local civilian community’s involvement in day-to-day support management. THEREFORE, Augusta Housing and Community Development and Fort Gordon agree that it is in the best interest of all concerned to enter into this MOU. Roles and Responsibilities It is understood that HCD and Fort Gordon will work together as a team to effectively meet the of military service members. 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: Affordable Housing/ Fort Gordon MOU Page 2 of 4 Augusta, GA is committed to assisting service members in locating and maintaining safe, adequate, and non-discriminatory local community housing that live in the city, HCD agrees to: 1. Provide housing counseling directly or through sister organizations. 2. Provide loss mitigation counseling according to standard operating procedures directly or through sister organization. 3. Participate in the Rental Partnership Program when and where appropriate. 4. Provide affordable home ownership opportunities. 5. Build a model of partnership that can be replicated in other counties/areas. 6. Provide learning opportunities in conjunction with Fort Gordon Housing Services Office for potential renters and home buyers. 7. Foster partnerships through Augusta Housing and Community Developments resources that would benefit our military personnel. HCD shall have no obligations under this Memorandum of Understanding other than those outlined above. Fort Gordon through this partnership will: 1. Become familiar with all of the City of Augusta’s services to better utilize them to benefit our military personnel. 2. Refer soldiers to the City of Augusta for assistance in their areas of expertise where we may lack of that knowledge. 3. Seek to partner with the City of Augusta and all partnerships they have established under their umbrella. 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 and applicant’s personal information 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 By mutual written consent, the parties to this MOU may amend or modify this MOU; however, should such an amendment or modification change the scope of work, such change must receive prior approval by City of Augusta and Fort Gordon. All approved amendments must be expressly written and signed by both the City of Augusta and Fort Gordon. Affordable Housing/ Fort Gordon MOU Page 3 of 4 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 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 Georgia without regard to conflict of laws principles. Term The term of this MOU is contingent on continued funding. Either party may cancel this agreement with 30 days written notice or if funding becomes unavailable. 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. Affordable Housing/ Fort Gordon MOU Page 4 of 4 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, AHCDD ATTEST: Fort Gordon (Grantee) SEAL: By: ________________________ Its:_________________________ _______________________ (Plain witness) Administrative Services Committee Meeting 3/10/2020 1:15 PM HCD _ Motion to approve HCD’s Memorandum of Understanding with Fort Gordon request Agenda Category Department:HCD Presenter:Hawthorne Welcher, Jr. and/or HCD Staff Caption:Motion to approve HCD’s Memorandum of Understanding with Fort Gordon in support of the Augusta Housing and Community Development Laney Walker/Bethlehem Redevelopment Project and HCD’s commitment in assisting service members in locating and maintaining safe, adequate, and non-discriminatory local community housing that live in the city. Background:This local initiative will be known as the Laney Walker / Bethlehem Redevelopment Project Initiative (the "Initiative"). The greater Initiative is designed to facilitate the development of residential housing and mixed-use development located on property currently owned by the Augusta, Georgia Land Bank Authority (AGLBA). Augusta, GA has concluded that it is beneficial to act as a team for the purpose of increasing homeownership and rental housing opportunities, as well as retaining the cultural and historic context that defines the Laney Walker & Bethlehem communities. The goal of the Initiative is to develop a three (3) phased partnership which will: · Foster comprehensive revitalization, in partnership, and the promotion of new single-family housing in the LW/B communities; · Increase affordable homeownership opportunities in LW/B through approved participating lenders and use of financing assistance offered through the LW/B bonds funds, various HUD programs and WD Communities investment; · Foster the use of architecturally compatible building design that captures the character and history of the LW/B communities, utilizing the LW/B Pattern Book as a basis; · Increase homeownership by providing targeted counseling and education to potential homebuyers; · Conduct outreach activities to potential renters and homebuyers in the community to inform them of housing opportunities; · Provide ongoing supportive (wraparound) services for homebuyers; and · Build a model of partnership that can be replicated in other communities. Analysis:This initiative would increase homeownership opportunities in LW/B through approved participating lenders and use of financing assistance offered through the LW/B bonds funds. HCD agrees to: • Provide housing counseling directly or through sister organizations. • Provide loss mitigation counseling according to standard operating procedures directly or through sister organization. • Participate in the Rental Partnership Program when and where appropriate. • Provide affordable home ownership opportunities. • Build a model of partnership that can be replicated in other counties/areas. • Provide learning opportunities in conjunction with Fort Gordon Housing Services Office for potential renters and home buyers. • Foster partnerships through Augusta Housing and Community Developments resources that would benefit our military personnel. Fort Gordon agrees to: • Fort Gordon will become familiar with all of the City of Augusta’s services to better utilize them to benefit our military personnel. • Refer soldiers to the City of Augusta for assistance in their areas of expertise where we may lack of that knowledge. • Seek to partner with the City of Augusta and all partnerships they have established under their umbrella. Become familiar with all of the City of Augusta’s services to better utilize them to benefit our military personnel. • Refer soldiers to the City of Augusta for assistance in their areas of expertise where we may lack of that knowledge. • Seek to collaborate with the City of Augusta and all partnerships they have established under their umbrella. Financial Impact:Augusta Housing and Community Development receives annual allocations from Laney Walker Bethlehem Project, which will fund the City’s investment in this project. Alternatives:Do not approve HCD's Memorandum of Understanding with Fort Gordon. Recommendation:Motion to approve HCD’s Memorandum of Understanding with Fort Gordon in support of the Augusta Housing and Community Development Laney Walker/Bethlehem Redevelopment Project and HCD’s commitment in assisting service members in locating and maintaining safe, adequate, and non-discriminatory local community housing that live in the city. Funds are Available in the Following Accounts: Augusta Housing and Community Development receives annual allocations from Laney Walker Bethlehem Project, which will fund the City’s investment in this project. Fund 298-077343- 5413150 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Fachon D. Hazel – 3025 Richmond Hill, Augusta, GA 30906 HOME Program – Homebuyer Written Agreement Page 1 of 5 HOME PROGRAM HOMEBUYER WRITTEN AGREEMENT NOTICE TO HOMEBUYER: This AGREEMENT contains a number of requirements you must fulfill in exchange for the federal assistance you are receiving through the Home Investment Partnerships Program (HOME Program). Be sure to read each paragraph carefully and ask questions regarding any sections you do not fully understand. This AGREEMENT will be enforced by a forgivable loan and mortgage as set forth below. You should be sure that you thoroughly understand these documents before you sign them. THIS AGREEMENT, made and entered into this _14th _ day of February 2020 by and between _Fachon D. Hazel hereinafter referred to as “BORROWER,” and AUGUSTA HOUSING & COMMUNITY DEVLOPMENT having its principal office at 925 Laney Walker Blvd, 3rd Floor, Augusta, Georgia 30901, hereinafter referred to as “LENDER.” WHEREAS, on _2/14/2020 the Lender agreed to provide to the Borrower financial assistance to be used in pursuit of the purchase of certain real property hereafter described _Map Parcel #109-4- 004-04-0_and, WHEREAS, a percentage of said financial assistance was provided in the form of a Forgivable Loan, hereinafter referred to as a “LOAN,” with said Loan being in the amount of Five Thousand dollars ($ 5,000.00), subject to the condition that the Borrower executes this Agreement. WHEREAS, the Forgiveness Loan is funded by the U.S. Department of Housing and Urban Development (“hereafter HUD”) via the HOME Investment Partnership Program (hereafter “HOME Program”), and restrictions apply to the Borrower when participating in the City of Augusta’s Forgiveness Loan Program. NOW THEREFORE, in consideration of the said Loan and in accordance with the provisions of State of Georgia Statues, the parties do hereby agree as follows: The Borrower covenants and agrees with the Lender to adhere to the following HOME Program Restrictions imposed on them for the federal assistance provided: Affordability Period You must comply with the HOME Program’s period of affordability. The period of affordability for the home will be 5 years, based on the amount of the direct subsidy to the HOMEBUYER. During this 5-year period, the HOMEBUYER must maintain the home as his/her principal place of residence at all times. During this time the recapture restriction is effective and requires all HOME funds that were provided for the purchase of the home to be repaid to the City, including principal, interest, late fees, and other charges, if you do not occupy the property as your principal residence or if you sell or transfer the property. Fachon D. Hazel – 3025 Richmond Hill, Augusta, GA 30906 HOME Program – Homebuyer Written Agreement Page 2 of 5 Maximum Sales Price The property may not have a purchase price for the type of single family housing that exceeds 95% of the median purchase price for the area. It has been verified that the purchase price of the housing does not exceed 95 percent (95%) of the median purchase price of homes for the area, as set forth in 24 CFR Part 92.254(a). The maximum purchase price is as follows for the Augusta Richmond County GA: Unit # FHA Limits Pre-Economic Stimulus Act Existing Homes New Homes 1 Unit $ 152,000 $ 227,000 2 Unit $ 195,000 $ 291,000 3 Unit $ 236,000 $ 352,000 4 Unit $ 292,000 $ 436,000 Unadjusted Median Value $ 160,000 $ 239,000 Appraised property value The AWARDEE certifies that a certified property appraiser has appraised the property that is the subject of this AGREEMENT at a value of $142,000.00. Principal residence requirement This agreement shall remain in force throughout the affordability period as long as the home remains the principal residence of the HOMEBUYER. Should the HOMEBUYER not maintain the home as his/her principal residence, or rent or sell the residence to another party, the HOMEBUYER will be in breach of this agreement and will be required to repay the amount awarded, as of the day the home is no longer the principal place of residence of the HOMEBUYER. If the home is sold to another party, the liability of the HOMEBUYER will be limited to the amount of the net proceeds of the sale as set forth below. ________Buyer Initials Recapture Agreement This is a mechanism to recapture all or a portion of the direct HOME subsidy if the HOME recipient decides to sell the house within the affordability period at whatever price the market will bear. The recaptured funds will come from the net proceeds if available. Any such repayment as required shall be made to the Lender no later than thirty (30) days following the action that require the repayment. Obligation of Repayment As security of Borrower’s obligation of repayment, and subject to the terms and conditions of this Agreement, the Borrower grants, and the Lender shall and hereby does have, a lien on the real estate hereinafter described in the full amount necessary to satisfy said repayment obligation and the cost, Fachon D. Hazel – 3025 Richmond Hill, Augusta, GA 30906 HOME Program – Homebuyer Written Agreement Page 3 of 5 including reasonable attorney’s fees, of collecting the same. The real estate subject to said lien is legally described as: ALL THAT LOT OR PARCEL OF LAND, North by Hwy 278, South I-520 and to the West, East by Hwy 56. Promptly after the date of any sale, transfer or other conveyance of the above describe property, or in the event of a sale by contract for deed, at least ten (10) days prior to the date of such sale; or if the property shall cease to be the Borrower’s principal place of residency, the Borrower or his/her heirs, executors, or representatives shall give the lender notice thereof. In the event the Borrower or his/her heirs, executors, or representatives shall fail or refuse to make a required payment within said limited period, the Lender may, with or without notice to the Borrower, foreclose said lien in the same manner as an action of the foreclosure or mortgages upon said real estate, as provided by State Statue. Ownership of Property You must hold fee simple title to the property purchased with HOME funds for the duration of your Forgiveness Loan. Use of HOME funds The HOMEBUYER agrees that the HOME assistance will be used to lower the cost of the home by providing down payment assistance. This will reduce the sales price of the home to the HOMEBUYER and reduce the total amount the HOMEBUYER will be required to borrow in order to purchase the home. ________Buyer Initials Household Income You must be an eligible household through the time of filing a loan application with the City or other lender to the escrow closing of the purchase transaction. Income eligibility means that your annual gross household income, adjusted for household size does not exceed eighty percent (80%) of the Augusta-Aiken median income, as established by HUD. Insurance requirement The HOMEBUYER must at all times during the duration of this AGREEMENT maintain a valid and current insurance policy on the home for the current appraised or assessed value of the home. Failure to maintain a valid and current insurance policy will be considered a breach of this AGREEMENT, and the AWARDEE will have the right to foreclose on its mortgage lien if necessary to protect the HOME Program investment. Property standards Pursuant to HOME Program rules, the property that is the subject of this AGREEMENT must meet all State and local housing quality standards and code requirements. If no such standards or codes apply, Fachon D. Hazel – 3025 Richmond Hill, Augusta, GA 30906 HOME Program – Homebuyer Written Agreement Page 4 of 5 the property must at a minimum meet the HUD Section 8 Housing Quality Standards/Uniform Physical Condition Standards. Termination Clause In the event of foreclosure or deed in lieu of foreclosure of Prior Security Deed, any provisions herein or any provisions in any other collateral agreement restricting the use of the Property to low or moderate-income households or otherwise restricting the Borrower’s ability to sell the Property shall have no further force or effect. Any person (including his successors or assigns) receiving title to the Property through a foreclosure or deed in lieu of foreclosure of a Prior Security Deed shall receive title to the Property free and clear from such restriction. Further, if any Senior Lien Holder acquires title to the Property pursuant to a deed in lieu of foreclosure, the lien of this Security Instrument shall automatically terminate upon the Senior Lien Holder’s acquisition of title, provided that (i) the Lender has been given written notice of a default under the Prior Security Deed and (ii) the Lender shall not have curved the default under the Prior Security Deed within the 30-day notice sent to the Lender.” This Agreement shall run with the aforementioned real estate and shall inure to the benefit of and be binding upon the parties hereto and their respective heirs, executors, representatives, successors and assigns. If at any time that the City realizes that you have falsified any documentation or information, you may be required by law to pay the full amount of subsidy provided. ________Buyer Initials Lead Requirement Homeowner’s house was built before 1978 and received Lead information pamphlet from Housing and Community Development. _________ Buyer Initials Homeowner’s house was built before 1978 and has received a Lead inspection report _________Buyer Initials Post Purchase Requirement Homeowner must attend a Post Homeownership Counseling class and submit a certificate of completion to AHCD within the first two years of purchasing the house. AHCD will not release the lien on the property until this requirement has been met. _______Buyer Initials Fachon D. Hazel – 3025 Richmond Hill, Augusta, GA 30906 HOME Program – Homebuyer Written Agreement Page 5 of 5 IN WITNESS WHEREOF, the Borrower has executed this Forgiveness Loan Repayment Agreement. ___________________________________________ Date___________________________ Fachon D. Hazel Attest: Subscribed and sworn to before me __________________________________, 20____. My Commission Expires ______________________________________, 20____. ______________________________________ Notary Signature Attest: Augusta, Georgia By:___________________________________________ Date:________________________ Hardie Davis As Mayor By:___________________________________________ Date:________________________ Jarvis Sims As Interim Administrator By:___________________________________________ Date:________________________ Hawthorne Welcher As Director, HCD Approved as to Form by:________________________________ Date:___________________ Augusta, GA Law Department SEAL _____________________________________ Lena Bonner As its Clerk of Commission Administrative Services Committee Meeting 3/10/2020 1:15 PM HCD_ Down Payment Assistance request (1) Department:HCD 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 assist one (1) low to moderate income homebuyer with down-payment assistance to purchase a home. Background:Augusta, GA’s (administered by HCD) Down Payment Assistance Program is a loan, given to a prospective homeowner in the form of a second mortgage. This financial assistance is combined with a primary loan (first mortgage loan) from a participating lending institution and enables a qualified first-time home buyer to become a homeowner. The buyer must be a first- time home buyer and the home must become the buyer’s primary residence. The program is funded by the U.S. Department of Housing and Urban Development (HUD) and administered by Augusta, GA’s Housing and Community Development Department (HCD). The program promotes neighborhood stability by assisting with gap financing towards the purchase price and closing costs for homes located within the limits of Augusta-Richmond County. One application awaiting approval to move forward with the process of becoming a homeowner is: 1. 3025 Richmond Hill, Augusta, GA 30906 $5,000.00 The application has a first mortgage from a lending institution but needs down payment assistance to complete the process. A prospective homeowner is only eligible to receive up to $5,000.00 if they are purchasing a single-family dwelling in the Richmond County area. Once approved, Lenders will schedule closing and the applicant will soon be on their way to homeownership in Augusta – Richmond County. Analysis:The approval of this request (1) will enable an individual to become a homeowner and “Make the American Dream a Reality”. Approval will also have a positive impact on the community by increasing the tax base in Augusta, Georgia. Financial Impact:The City receives funding from the US Housing and Urban Development Department (HUD) on an annual basis. This approval would be for the amount of $5,000.00 given in the form of a second mortgage (forgiven on the fifth year after closing date), and shown as a second lien against said property until forgiven. Alternatives:Do not approve HCDs Request. Recommendation:Motion to approve Housing and Community Development Department’s (HCD's) request to provide funding to assist one low to moderate- income homebuyer with down-payment costs to purchase home Funds are Available in the Following Accounts: Housing and Urban Development (HUD) Funds: a) HOME Investment Partnership Grant (HOME) funds. 1. Org Key 221073212 Object Code 5225110 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 3/10/2020 1:15 PM HCD_ Sand Hills Urban Development’s (SHUD’s) New Master Plan Department:HCD Presenter:Hawthorne Welcher, Jr. and/or HCD Staff Caption:Motion to approve Housing and Community Development Department’s (HCD's) request to provide funding for the Sand Hills Urban Development’s 2020 Master Plan. Background:Sand Hills Urban Development, Inc. (SHUD) of Augusta, GA. Is a non-profit organization that has been granted tax exemption under section 501 (c) (3) of the Internal Revenue Code. Since 2005, SHUD serves the Sand Hills community and its objective is to voice the concerns of residents on a variety of issues (e.g. housing, crime, drugs, etc). The primary mission of SHUD is to promote the common good and general welfare of the residents of the Sand Hills neighborhood with regard to community awareness, education, public safety, economic development, housing development, and neighborhood beautification. In 2005, SHUD developed a Community Master Plan to create a new neighborhood infrastructure. The Master Plan incorporated architectural designs, existing conditions inventory, existing and proposed land use, and a complete recommended Master Plan. The main objective of this plan was to reduce community deterioration, remove slum and blight, and to maintain historic characteristics of the neighborhood. This objective involves updating the Master Plan for the development of the Sand Hills Community. Analysis:The approval of the funding for the Master Plan will allow the 2005 Master Plan to be revised and updated. Financial Impact:Housing and Community Development (HCD) Department receives annual allocations from the HOME grant which will fund the cost of the new Master Plan. Sand Hills Master Plan Amount will be $38, 815. Housing and Community HOME grant funds: - Org Key 221073212 Object Code 5225110 Architect and Engineering Firm: Johnson, Laschober, & Associates. Alternatives:Do not approve HCD’s Request. Recommendation:Motion to approve Housing and Community Development Department’s (HCD's) request to provide funding for the Sand Hills Urban Development’s 2020 Master Plan. Funds are Available in the Following Accounts: Housing and Community HOME grant funds: - Org Key 221073212 Object Code 5225110 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Augusta-Richmond County Job Description Approved Title: City Administrator Job Code: 061 FLSA Classification: Exempt Working Job Title: City Administrator Pay Grade: SES IV Date Revised: December 13, 2010 Department: Administrator Original Date Prepared: August 25, 1997 Reports to: Mayor/Commission Does the Position Have Direct Reports? Yes No If Yes, What is the Title of the Position that Reports to this Position: Deputy Administrator (Administration), Deputy Administrator (Operations), and Administrative Assistants. Is this Position Safety Sensitive? Yes No GENERAL SUMMARY: Directs the staff units responsible for the operation and administration of the local government within the guidelines of Augusta-Richmond County ordinances, policies and procedures, state and federal laws, grant application instructions, and directives from the Chairman-Mayor and Augusta-Richmond County Commission-Council. Reports to the Mayor and Commission- Council and works with co-workers, government employees, the Augusta-Richmond County Commission-Council, civic organizations, and the public to administer affairs of the local government. KEY RESPONSIBILITIES AND PERFORMANCE STANDARDS Percentages Describe the duties and responsibilities of the position in the spaces provided below and assign percentage of time spent on each area on the left column space. 15% Executes all lawful orders, directions, instructions, and ordinances, resolutions, and regulations adopted by the Commission-Council. 15% Manages and directs the activities of all departments by planning, organizing, staffing, directing and controlling the staff and other resources. 15% Advises Mayor and Commission-Council on financial conditions and future needs of local government, makes recommendations on county affairs, and informs Mayor of significant and/or controversial issues involving government, its services, policies and employees. 15% Establishes comprehensive, efficient, and professional administered systems of financial planning and control, personnel management, training, compensation, purchasing and inventory control, community land use, economic development, strategic planning, and citizen information and service. 15% Acts as liaison between Mayor and/or Commission-Council and department directors or employees, and confers with and assists other elected or appointed officials. 15% Assembles and provides necessary documentation for the Mayor and Clerk of the Commission-Council to prepare the agenda for all Commission-Council meetings; attends all meetings of Commission-Council 10% Prepares, submits, and executes a proposed annual budget; submits report on finances and administrative activities for the preceding year; and presents annual public report on state of the community and government, accomplishments, community and organization needs, and objectives for coming year to the Mayor and Commission-Council 100% Total: 100 (This section’s percentage must total 100%) POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE:  Directs the staff units responsible for the operation and administration of the local government within the guidelines of Augusta- Richmond County ordinances, policies and procedures, state and federal laws, grant application instructions, and directives from the Chairman-Mayor and Augusta-Richmond County Commission-Council. REQUIRED MINIMUM QUALIFICATIONS: Education: MBA/MS degree in Business Administration, Public Administration or a closely related field of study preferred. Experience: 5-8 years of work-related experience in business administration and management, public administration or other related occupational field sufficient to perform the principal duties and responsibilities of the position successfully. Knowledge/Skills/Abilities:  Considerable knowledge of principles and practices of public administration, public relations, management, concepts and techniques used in the grant application process, budget preparation, and finance.  Complete understanding of the functions, organization, and operations of all departments, local code of ordinances, regulations, policies, procedures and, demographic and economic profile including industrial base.  Ability to make formal presentation to all levels of people and convey ideas or plans into a workable plan.  Ability to formalize ideas or plans and obtain commission approval for implementation.  Proficiency in applying state and federal laws in all areas applicable to local government, including unemployment, wage and hour, Equal Employment Occupation Commission, taxes, workers’ compensation, pension, and others.  Demonstrated ability to work independently and to supervise the work of others effectively and efficiently. Skills:  Excellent communication skills both written and oral  Strong supervisory skills  Computer skills  Strong budget management skills  Ability to write reports and make presentations before a large audience  Strong people skills Certification: N/A PHYSICAL REQUIREMENTS: Positions in this class typically require: walking, pushing, pulling, lifting, talking, hearing, seeing and repetitive motions. Work is performed in an office setting. Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work. FINANCIAL RESPONSIBILITY: Is this position involved in a budgetary or financial approval responsibility? Yes No If yes, please indicate size of budget or financial approval responsibility in annual dollar amount: >$600 million TRAINING & SUPERVISORY RESPONSIBILITY: How many people are being supervised or trained? None One staff Yes No Two to five staff Yes No Six to ten staff Yes No More than ten staff Yes No The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job. REVIEW/APPROVALS ______________________________________________________ ______________________ Employee (Print Name) Date ______________________________________________________ ______________________ Line or Staff Management Date ______________________________________________________ ______________________ Department Director Date ______________________________________________________ ______________________ Compensation Administration Staff Date ______________________________________________________ ______________________ HR Director Date Recruitment Process for position of Administrator Augusta, GA 1) Commission review current Administrator’s job description; once agreed on final job description. 2) Task HR Director to meet with General Counsel to make sure job description is in compliance with applicable law. 3) Once review is completed by HR Director and General Counsel, the commission will select an Executive Recruiter/Headhunter/Executive Search Firm. Recruitment for the Administrator’s position will be national in scope. 4) Recruiter/Headhunter shall meet with the commission for clarifications and details on the process as well as to determine Augusta’s vision, goals and objectives. 5) Once recruitment process is completed; the recruitment consultant will screen candidates and present the top 12 candidates to the commission for evaluation. Recruiter will meet with the commission to narrow down to the final 7 top candidates who will be presented to the Mayor. The Mayor shall present as many as three top candidates for appointment along with his recommendation. The Commission shall elect/appoint an Administrator from among the candidate or candidates presented by the Mayor. Should none of the candidates be elected/appointed, then the Mayor shall nominate as many as three new candidates from those who applied through the recruitment process. **Approved by Administrative Services Committee January 28, 2020** **Approved by the Augusta Commission, February 4, 2020** Administrative Services Committee Meeting 3/10/2020 1:15 PM Hiring headhunter Department: Presenter:Commissioner Marion Williams Caption:Discuss process for hiring headhunter relating to filling the position of administrator. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting Commission Chamber - 212512020 ATTENDANCE: Present: Hons. Sias, Chairman; Clarke, Vice Chairman; Davis and B. Williams, members. Absent: Hon. Hardie Davis, Jr., Mayor. ADMINISTRATIVE SERVICES 1. The District Attorney's office requests the purchase of one Ford Explorer, $30,130.00, from Allan Vigil Ford. Bid Item 19-215 Motions []11"' Motion Text Made By Seconded By Motion lYPe - ----- -J *-------- -J Result Motion to Approve upp;:- Commissioner Commissioner vrjt'i"#pusses 4_0. Bobby williams Mary Davis Passes 2. The Engineering Department-Maintenance Division requests approval to purchase one new compact all-wheel steer loader from Bobcat of Augusta for 967,67 9 .12. Bid ltem 19 -207 Item Action: Approved Item Action: Approved Motions X:11" Motion Text Made ByI ype Motion to^ UommlsslonerApprove ffi,1fi?rsses 4-0. Bobby williams seconded By ffiXf Commissioner Mary Davis Passes 3. The Richmond County Sheriffs Office is requesting approval to purchase 27 Item pursuit utility vehicles, $1,107,756, from Wade Ford. Bid Item l9-l7l Action: Approved Motions Motion ^ r rh l\Iotion - ""'"" Motion Text Made By Seconded ByType rvrvrrv' I var Result Motion to commissioner commissionerApprove approve. ;:il::H;ii:" i;;;i"-;"'-^ Passes ruroiion pusses 4-0. Bobby williams Mary Davis 4. Motion to approve the minutes of the Administrative Services Committee held Item on February 71,2020. Action: Approved Motions $olion Motion Text Made By seconded By Motion Type I'rvrtvtt r LAr Result Motion to commissioner commissionerApprove approve. ;:ii.;.o,L*" t\,nanr Tlarric Passes ilil;p"sses 4-0. Bobby Williams Mary Davis 5. Please provide a comprehensive update of all positions in the Central Service Item Department. Action: l.Please identiff if filled or unfilled. Approved 2.In addition, please answer the following questions: 3.How many skilled maintenance positions and how many are filled? 4.Are all personnel in skilled maintenance positions fully qualified to hold those positions, such as electricians, carpenters, HVAC, plumbers, etc,? 5.How many maintenance positions have been converted to a positions in the last three years? 6.How many maintenance supervisor are there? 7.How many have been eliminated in the last three years S.Provide explain how the centralized repair/maintenance budget process is working? (Requested by Commissioner Sammie Sias) Motions |Iotion Motion Text Made By seconded By Motion Type rvrvrrv' r !^! Result Motion to approve Approve receiving this item commissioner commissioner as information. Bobby williams Mary Davis It was the consensus of the committee that this item be received as information with no objections. www.auqustaqa.gov Administrative Services Committee Meeting 3/10/2020 1:15 PM Minutes Department: Presenter: Caption:Motion to approve the minutes of the Administrative Services Committee held on February 25, 2020. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 3/10/2020 1:15 PM Reclassify Existing Positions In Utilities Department Department:Utilities Presenter:Tom Wiedmeier Caption:Request to Reclassify Two Existing Positions In the Utilities Department. Background:The Utilities Department has an approved Career Ladder for Lead Operators at our Water Treatment Plants. This Career Ladder includes two positions. These positions are Plant Operator, Lead I and Plant Operator, Lead II. We would like to post a Plant Operator, Lead II position for filling from among our current staff but we only have vacant Plant Operator, Lead I positions available for posting. In order to post this position we will need to reclassify one of our vacant Plant Operator, Lead I positions to a Plant Operator, Lead II position. The second position we need to address is for creating an Engineering Manager position in our Facility Operations Division. This position would report to the Assistant Director for Facility Operations while coordinating and overseeing projects managed by the division. In order to accomplish this we would like to move a vacant Civil Engineer IV position from our Engineering Division (Division 4411) to our Facility Operations Division (Division 4416) and reclassify that position to an Engineering Manager. Analysis:The first position that we would like to reclassify is Plant Operator, Lead I, PCN-WPR61VQ007, Paygrade 17 ($38,866.00) to Plant Operator, Lead II, Paygrade 19 ($45,738.00). This represents a salary difference between the two positions of 17.68%. The second position that we would like to reclassify is Civil Engineer IV, PCN-WSA33DV002, Paygrade 26 ($65,453.00) to Engineering Manager, Paygrade 28 ($75,789.00). This represents a salary difference of 15.79%. These are both existing vacant positions and the reclassified positions would be advertised for filling through a normal process. Since each of these position reclassifications results in a starting salary in excess of 15% above the current position, we have been instructed to seek Commission approval for the reclassifications. We believe both of these reclassifications are necessary to insure the continued successful operations of our facilities. Financial Impact:The two reclassified positions would increase the division salaries by a total of $17,238.00. Because these changes were not anticipated at budget time, we request approval to make the necessary budget adjustments to accommodate the increase. Alternatives:None recommended Recommendation:We recommend approval of this request to reclassify these two positions and make the necessary budget adjustments to accommodate the increase. Funds are Available in the Following Accounts: Funding will be reallocated from within our current budget. REVIEWED AND APPROVED BY: