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: