HomeMy WebLinkAbout2015-10-13-Meeting Mintues
Public Safety Committee Meeting Commission Chamber - 10/13/2015
ATTENDANCE:
Present: Hons. Lockett, Chairman; Frantom, Vice Chairman; Sias and
Smith, members.
Absent: Hon. Hardie Davis, Jr., Mayor.
PUBLIC SAFETY
1. Motion to approve a request by the Augusta Fire Department for an Automatic
Aid Agreement and a Memorandum of Understanding (MOU) between Fort
Gordon, GA and Augusta, GA for the purposes of fire suppression and
emergency assistance; additionally, to authorize the Mayor to execute all
appropriate documentation.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
4-0.
Commissioner
Grady Smith
Commisioner Sean
Frantom Passes
2. Motion to approve a request by the Augusta Fire Department for a
Memorandum of Understanding (MOU) between Augusta, GA and Jefferson
Energy Cooperative to allow Jefferson Energy Cooperative to utilize property
located at 3129 Highway 88, Blythe, GA 30805 as a Disaster Response Staging
Site. Additionally to authorize the Mayor to execute documentation associated
with this request.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Motion to
approve. Commissioner Commisioner Sean
Approve Motion Passes
4-0.
Grady Smith Frantom Passes
3. Motion to approve a request by the Augusta Fire Department for a Mutual Aid
Agreement between Richmond County, GA and Edgefield County, SC for the
purposes of fire suppression and emergency assistance; additionally, to authorize
the Mayor to execute all appropriate documentation.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
4-0.
Commissioner
Grady Smith
Commisioner Sean
Frantom Passes
4. Approve selection of BOSS (Business Oriented Software Solutions, Inc.) for
Information Technology Service Management Software. RFP 15-140
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
4-0.
Commissioner
Sammie Sias
Commissioner
Grady Smith Passes
5. Motion to approve the minutes of the Public Safety Committee held on
September 8 and September 29, 2015.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
4-0.
Commissioner
Grady Smith
Commisioner Sean
Frantom Passes
6. Motion to approve award of the Professional Management of (RCCI's) Inmates'
Food Service to Trinity Services Group, Inc. effective January 2016 subject to
receipt of signed contract. RFP 15-195
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
4-0.
Commissioner
Grady Smith
Commisioner Sean
Frantom Passes
7. Motion to ratify acceptance of the Georgia Emergency Management
Agency/Homeland Security grant in the amount of $8,040.00 for the Augusta,
Georgia Emergency Management Agency CERT Program.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
4-0.
Commissioner
Grady Smith
Commisioner Sean
Frantom Passes
8. Motion to ratify acceptance of the Georgia Emergency Management
Agency/Homeland Security grant in the amount of $7,990 for the Augusta,
Georgia Emergency Management Agency GSAR Program.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
4-0.
Commissioner
Grady Smith
Commisioner Sean
Frantom Passes
9. Motion to ratify acceptance of the Georgia Emergency Management
Agency/Homeland Security grant in the amount of $20,510 for the Augusta,
Georgia Emergency Management Agency Hazmat Program.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Motion to
approve. Commissioner Commisioner Sean
www.augustaga.gov
Approve Motion Passes
4-0.
Grady Smith Frantom Passes
Public Safety Committee Meeting
10/13/2015 1:20 PM
Attendance 10/13/15
Department:
Caption:
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Public Safety Committee Meeting
10/13/2015 1:20 PM
Approve Automatic Aid Agreement and MOU Between Fort Gordon, GA and Augusta, GA
Department:Fire
Caption:Motion to approve a request by the Augusta Fire Department for
an Automatic Aid Agreement and a Memorandum of
Understanding (MOU) between Fort Gordon, GA and Augusta,
GA for the purposes of fire suppression and emergency
assistance; additionally, to authorize the Mayor to execute all
appropriate documentation.
Background:This is automatic aid agreement and MOU between Fort Gordon,
GA and Augusta, GA to render supplemental fire suppression,
protection, prevention, rescue and emergency medical assistance
and response to each other in the event of a fire or other local
emergency. Both parties also agree to take part and to participate
in joint training exercises. This agreement will be entered pursuant
to the Georgia Mutual Aide Act, O.C.G.A Section 36-69-1, et seq
and pursuant to the 1983 Constitution of the State of Georgia,
Article IX, Section II, Paragraph 3.
Analysis:This agreement will provide supplemental manpower, equipment,
and training to both Fort Gordon, GA and Augusta, GA so to
better ensure the safety and wellbeing of their citizens.
Financial Impact:
Alternatives:
Recommendation:Approve the Automatic Aid Agreement and the MOU between
Fort Gordon, GA and Augusta, GA and approve the execution of
all appropriate documentation by the Mayor.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Public Safety Committee Meeting
10/13/2015 1:20 PM
Approve MOU Between Jefferson Energy Cooperative and Augusta, GA
Department:Fire
Caption:Motion to approve a request by the Augusta Fire Department for a
Memorandum of Understanding (MOU) between Augusta, GA
and Jefferson Energy Cooperative to allow Jefferson Energy
Cooperative to utilize property located at 3129 Highway 88,
Blythe, GA 30805 as a Disaster Response Staging Site.
Additionally to authorize the Mayor to execute documentation
associated with this request.
Background:This is a MOU between Augusta, GA and Jefferson Energy
Cooperative allow Jefferson will allow Jefferson Energy
Cooperative to utilize property located at 3129 Highway 88,
Blythe, GA 30805 to establish emergency facilities to support its
response and recover efforts to a specific emergency situation.
Analysis:Both parties agree that each benefit from entering into this MOU
as it is mutually beneficial to both parties that any interruption in
Jefferson Energy Cooperative’s ability to provide electrical
services to its members be corrected as soon as possible
Financial Impact:
Alternatives:
Recommendation:Approve the MOU between Augusta, GA and Jefferson Energy
Cooperative.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Public Safety Committee Meeting
10/13/2015 1:20 PM
Approve Mutual Aid Agreement Between Richmond County, GA and Edgefield County, SC
Department:Fire
Caption:Motion to approve a request by the Augusta Fire Department for a
Mutual Aid Agreement between Richmond County, GA and
Edgefield County, SC for the purposes of fire suppression and
emergency assistance; additionally, to authorize the Mayor to
execute all appropriate documentation.
Background:This is a mutual aid agreement between Richmond County, GA
and Edgefield County, SC to render supplemental fire
suppression, protection, prevention, rescue and emergency
medical assistance and response to each other in the event of a fire
or other local emergency. Both parties also agree to take part and
to participate in joint training exercises. This agreement will be
entered pursuant to the Georgia Mutual Aide Act, O.C.G.A
Section 36-69-1, et seq and pursuant to the 1983 Constitution of
the State of Georgia, Article IX, Section II, Paragraph 3.
Analysis:This agreement will provide supplemental manpower, equipment,
and training to both Augusta and Edgefield County so to better
ensure the safety and wellbeing of their citizens.
Financial Impact:
Alternatives:
Recommendation:Approve the Mutual Aid Agreement between Richmond County,
GA and Edgefield County, SC. and the execution of all
appropriate documentation by the Mayor.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
1
SOFTWARE, SERVICES, AND MAINTENANCE AGREEMENT
THIS AGREEMENT (hereinafter the "Agreement") is made this 17th day of August, 2015, (the "Effective Date") by
and between Augusta, GA, a political subdivision of the State of Georgia, with its place of business at 535 Telfair Street,
Augusta, GA U.S.A., 30901, (hereinafter the "City"), and Business Oriented Software Solutions, Inc., with its principal place
of business at 350 Research Court, Suite 110, Norcross, GA 30092, (hereinafter the "Vendor"). The City and the Vendor are
sometimes hereinafter individually referred to as "Party" and hereinafter collectively referred to as the "Parties."
RECITALS
A. The Vendor desires to perform and assume responsibility and obligation for the provision of certain professional
services, as hereinafter described, on the terms and conditions set forth herein. Vendor represents that it is
experienced in providing business process automation and implementation services to public clients, can legally do
business in the State of Georgia, and is familiar with the scope of work of the City.
B. The City desires to engage Vendor to render such services, as hereinafter described, for the IT Service
Management Software Project (the “Project”) on the terms and conditions set forth herein.
NOW, THEREFORE, in consideration of the mutual covenants and conditions contained herein, the City and the
Vendor agree as follows:
OPERATIVE PROVISIONS
SECTION I – ENGAGEMENT AND SERVICES OF THE VENDOR
1. Engagement of Vendor. The City hereby engages the Vendor, and the Vendor promises and agrees to furnish to
the City, subject to the terms and conditions set forth in this Agreement, all labor, materials, tools, equipment,
services, and incidental and customary work necessary to fully and adequately supply the professional services
necessary for the Project (the "Services"). The Services are more particularly described in Exhibit A attached
hereto and incorporated herein by reference. The Vendor agrees to perform the Services in accordance with the
terms and conditions of this Agreement, the exhibits attached hereto and incorporated herein by reference, and
all applicable local, state and federal laws, rules and regulations in effect at the time the Services are provided.
The Services include all activities necessary to successfully implement the Software and System Requirements
found in Augusta RFP Item #15-140, except those requirements noted in the Vendor response as unavailable, for
which the Vendor submitted a proposal on March 20, 2015 (hereinafter “System Requirements”). The Vendor
agrees that the System Requirements are incorporated herein by reference, and that the Vendor is bound by the
response to those requirements unless a change has been permitted in writing by the City.
2. Performance of the Vendor; Standard of Care. The Vendor accepts the relationship of trust and confidence
established between the City and the Vendor by the terms of this Agreement. The Vendor covenants with the City
to perform all Services under this Agreement in a skillful and competent manner, exercising a high standard of skill,
quality and care while doing so. Vendor represents and maintains that it is skilled in the professional calling
necessary to perform the Services, and that it shall employ all required proven and tested methods known for
successfully implementing the services required to satisfy this contract. Vendor shall also cooperate with the City
and any other consultants or contractors engaged by or on behalf of the City in performance of the Project. The
Vendor covenants to use its commercially reasonable efforts to perform its duties and obligations under this
Agreement in an efficient, expeditious and economical manner, consistent with the best interests of the City and
the professional standard of care set forth in this Agreement.
2
SECTION II – RESPONSIBILITIES OF THE VENDOR
1. The Vendor's Responsibilities for Costs and Expenses. Except as otherwise expressly stated herein, the Vendor
shall be solely responsible for all costs and expenses incurred relative to the Vendor, personnel of the Vendor and
sub-contractors of the Vendor in connection with the performance of the Services, including, without limitation,
payment of salaries, fringe benefits contributions, bonding fees, payroll taxes, withholding taxes and other taxes or
levies, office overhead expense, travel expenses, telephone and other telecommunication expenses, and
document reproduction expenses.
2. Independent Contractor. The Services shall be performed by Vendor or under its supervision. Vendor shall
determine the means, methods and details of performing the Services subject to the requirements of this
Agreement. The Vendor represents that it possesses the professional and technical personnel required to perform
the Services. The City retains Vendor on an independent contractor basis and not as an employee of the City.
Vendor retains the right to perform similar or different services for others during the term of this Agreement. The
personnel performing the Services on behalf of the Vendor shall at all times be under the Vendor's exclusive
direction and control. The Vendor shall pay all expenses, including, without limitation, all wages, salaries, fringe
benefit contributions, payroll taxes, withholding taxes, other taxes or levies and all other amounts due such
personnel for the Services or due others as a result of the performance by such personnel of the Services. Vendor
shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited
to, all reports for social security taxes, income tax withholding, unemployment insurance, disability insurance, and
workers' compensation insurance.
3. Vendor’s Project Manager. The Vendor shall designate and assign a project manager ("Project Manager"), who
shall coordinate all phases of the Services and act as the Vendor’s representative for performance of this
Agreement. The Project Manager shall have full authority to represent and act on behalf of the Vendor for all
purposes under this Agreement, and shall be available to the City at all reasonable times. The Project Manager
shall supervise and direct the Services, using his or her best skill and attention, and shall be responsible for all
means, methods, techniques, sequences and procedures employed by Vendor’s personnel, as well as the
satisfactory coordination of all portions of the Services under this Agreement. The Vendor designates Maha
Mahadevan to be its Project Manager, but reserves the right to appoint another person as Project Manager upon
written notice to the City, or to appoint no project manager if none is needed by mutual agreement with the City.
4. Key Personnel. Vendor has represented to City that certain key personnel will perform and coordinate the Services
under this Agreement. Should one or more of such personnel become unavailable, Vendor may substitute other
personnel of at least equal competence upon written approval of City. As discussed below, any personnel who fail
or refuse to perform the Services in a manner acceptable to the City, or who are determined by the City to be
uncooperative, incompetent, a threat to the adequate or timely completion of the Project or a threat to the safety
of persons or property, shall be promptly removed from the Project by the Vendor at the request of the City.
5. Personnel; Licenses. The Vendor represents and warrants that it and all personnel engaged in performing Services
are and shall be fully qualified, authorized and permitted under state and local law to perform such Services. The
Vendor shall be responsible to City for any errors or omissions in the execution of the Services under this
Agreement. The Vendor represents and warrants that it and all personnel and sub-Vendors engaged in performing
the Services have all licenses, permits, qualifications, and approvals of whatever nature that are legally required to
perform the Services under this Agreement. The Vendor further represents and warrants that it, its employees
and sub-contractors shall keep in effect all such licenses, permits, qualifications and other approvals during the
term of this Agreement. Any personnel performing Services under this Agreement who are determined by the City
to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, or a threat to the
safety of persons or property, or any personnel who fail or refuse to perform the Services in a manner acceptable
to the City, shall be promptly removed from the Project by the Vendor and shall not be re-employed to perform
any of the Services or to work on the Project.
6. City Network Security and Integrity. Provided that the Vendor requires access to system(s) through the City
computer network firewall, the Vendor will sign a VPN Vendor Access Agreement, verifying that the Vendor will
respect the integrity of City’s network and security protocols. This agreement is attached as Exhibit F.
3
7. Time of Performance. Vendor shall use commercially reasonable efforts to complete the services covered under
and pursuant to this Agreement as directed by the City's Project Administrator by the date of project completion
as described in Exhibit D, Project Schedule, (“the Completion Date”), unless earlier terminated as provided herein,
or as may be modified by mutual written agreement. Vendor shall perform the Services expeditiously, within the
term of this Agreement, and in accordance with any schedule of services mutually acceptable to the Parties.
Delays in implementation will be subject to a Penalty, under certain conditions, as described in Section VI in this
agreement.
8. Software License and Support Agreement. The vendor will provide the software licenses identified in Exhibit A for
the City’s use as governed by the Software License and Support Agreement, attached as Exhibit B.
9. Escrow Agreement. The vendor has provided for a software escrow agreement, a copy of which is attached as
Exhibit C, which provides for access to software source code under certain circumstances that are defined in the
agreement. If this is not required for this project Exhibit C should simply include the Vendor’s justification of why
this is not necessary, subject to approval by the City.
10. Consistency with City Policies. City and Vendor Project Manager shall discuss in advance of all critical decision
points all matters relating to the Services in order to ensure that the Services proceed in a manner consistent with
the goals and policies of the City.
11. Conformance to Applicable Requirements. All aspects of the provision of the Services by Vendor shall conform to
all applicable city, county, state, and federal laws, rules and regulations in effect at the time the services are
provided.
12. Prohibition Against Transfers. The Vendor shall not assign, sublease, hypothecate, or transfer this Agreement, or
any interest therein, directly or indirectly by operation of law without the prior written consent of the City. Any
attempt to do so without the prior written consent of the City shall be null and void, and any assignee, sub-lessee,
hypothecate or transferee shall acquire no right or interest by reason of such attempted assignment,
hypothecation, or transfer.
13. Progress. The Vendor is responsible to keep the City Project Manager and/or his or her duly authorized designee
informed on a regular basis regarding the status and progress of the Services, activities performed and planned,
and any meetings that have been scheduled or are desired relative to the Services or this Agreement.
14. Confidentiality. No news releases, including photographs, public announcements or confirmations of the same, of
any part of the subject matter of this Agreement or any phase of the Services shall be made without prior written
consent of the City, such consent to not be unreasonably withheld, and provided in a timely manner. The
information which results from the Services in this Agreement is to be kept confidential, unless the release of
information is authorized by the City. All Report Materials, either created by or provided to Vendor in connection
with the performance of this Agreement, shall be held confidential by Vendor. Such materials shall not, without
the prior written consent of City, by used by Vendor for any purposes other than the performance of the Services.
Nor shall such materials be disclosed to any person or entity not connected with the performance of the Services
or the Project. Nothing furnished to Vendor which is otherwise known to Vendor or is otherwise generally known,
or has become known, to the related industry, shall be deemed confidential. Vendor shall not use City’s name or
insignia, photographs of the Project, or any publicity pertaining to the Services or the Project in any magazine,
trade paper, newspaper, television or radio production or other similar medium without the prior written consent
of City.
15. Georgia Open Records Act. The Vendor acknowledges that this Agreement and certain documentation may be
subject to the Georgia Open Records Act (O.C.G.A. § 50-18-70, et seq.). Vendor shall cooperate fully in responding
to such requests and shall make all records, not exempt, available for inspection and copying as required by law.
Vendor shall clearly mark any information provided to City which Vendor contends is Proprietary Information.
Vendor shall notify City immediately of any Open Records request arising out of this contract and shall provide to
City a copy of any response to the same.
16. No Set Hours/Right to Contract. The Vendor’s obligation hereunder is to complete the Services in accordance with
this Agreement and to meet any deadlines established pursuant to this Agreement. The Vendor has no obligation
to work any particular schedule, hours or days, or any particular number of hours or days. However, the Vendor
4
shall coordinate with the City in achieving the results and meeting the goals established pursuant to this
Agreement.
17. Accounting Records. Vendor shall maintain complete and accurate records with respect to all costs and expenses
incurred under this Agreement. All such records shall be clearly identifiable. Vendor shall allow a representative
of City during normal business hours to examine, audit, and make transcripts or copies of such records and any
other documents created pursuant to this Agreement. Vendor shall allow inspection of all work, data, documents,
proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment
under this Agreement.
18. Safety. Vendor shall execute and maintain its Services so as to avoid injury or damage to any person or property.
In carrying out its Services, the Vendor shall at all times be in compliance with all applicable local, state and federal
laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to
the nature of the work and the conditions under which the work is to be performed.
SECTION III – RESPONSIBILITIES OF THE CITY
1. Cooperation. The City shall cooperate with the Vendor relative to the provisions of the Services. To the extent
permitted by applicable law, the City shall provide criteria and information in its possession, or reasonably
obtainable by it, as requested by Vendor, and shall make that information and related data available for Vendor’s
use during the performance of this Agreement. The City shall render decisions required by this Agreement within
the time indicated, or if not specifically stated, with reasonable promptness so as not to unduly delay the progress
of Vendor’s Services.
2. City’s Project Manager and Project Staff. The City shall designate and assign a City project manager (“City Project
Manager”) who shall have full authority to represent and act on behalf of the City for all purposes under this
Agreement. The City Project Manager, or his/her designee, shall be the principal officer of the City for liaison with
the Vendor, and shall review and give approval to the details of the Services as they are performed, in particular,
but not exhaustively, Project Plan, Functional Requirement Specifications, Statements of Work, Acceptance Plans,
Statements of Completion, Change Order Requests. In addition, the City Project Manager shall ensure proper and
timely availability of all City personnel required by the Vendor for successful completion of project tasks, in
particular, but not exhaustively, Business and Systems Analysts, IT staff, Subject Matter Experts. The City
designates Reggie Horne to be its City Project Manager, but reserves the right to appoint another person as City
Project Manager upon written notice to the Vendor.
3. Project Plan. The City shall be responsible for meeting specific milestones and providing specific deliverables that
have been agreed to in Exhibit D. Should the City fail to meet the agreed milestones or to provide the agreed
deliverables, the Vendor will inform the City of the consequences thereof and reserves the right to modify the
project plan accordingly.
SECTION IV - COMPENSATION
1. Compensation. In consideration of the performance by Vendor of the Services, the City shall pay to the Vendor
compensation at the rates set forth in Exhibit “A” attached hereto and incorporated herein by reference. While
estimates have been provided for certain work items in the project, such as data conversion, total compensation
under this Agreement shall not exceed the Total Project amount as indicated in Exhibit “A” without written
approval of the City Administrator or the Augusta Commission depending on the amount of the excess and the
reason why the initial amount was insufficient.
2. Extra Service. The Vendor shall not receive additional compensation for any extra service unless such extra service
has been authorized in writing by the City prior to the commencement of the extra service. The City shall pay the
Vendor for extra service in accordance with the fee schedule set forth in Exhibit “A”. As used herein, “Extra
Service” means any work which is determined by City to be necessary for the proper completion of the Project, but
which the Parties did not reasonably anticipate would be necessary at the execution of this Agreement.
3. Payment of Compensation. The Vendor shall submit invoices to the City as defined in the payment milestones in
Exhibit D, or on such other basis as may be mutually agreed upon by the Parties. Each invoice will be itemized.
The City shall make payments to the Vendor within thirty (30) days following the date of receipt of the invoice,
5
unless the City disputes the amount of the Compensation the Vendor claims it is owed under this Agreement. Any
disputed amount shall be handled as discussed herein.
4. Reimbursements. Vendor shall not be reimbursed for any expenses unless they are authorized in writing by City
and they are of a type approved in advance as part of this contract. Such reimbursable expenses, if approved, shall
include only those expenses which are reasonably and necessarily incurred by Vendor in the interests of the
Project. Reimbursable expenses will be paid only at the actual cost to the Vendor, with no mark-up for overhead
or profit. Expenses may be included as part of the overall project cost, provided that they are “Not to Exceed” a
certain amount as determined by the Vendor.
5. Disputed Sums. The City will withhold up to one hundred percent (100%) of any disputed portion of Compensation
until resolution of the dispute with the Vendor. Such withholding shall only take place due to non-performance of
the Vendor, with non-performance being defined as the inability to complete the project or parts thereof when
Augusta has fulfilled its obligation to the vendor, and shall not be deemed to constitute a failure to pay by the City.
The Vendor shall not have the right to allege a breach of this Agreement for failure to pay by the City and to
discontinue its performance of the Services hereunder for a period of thirty (30) days from the date Compensation
is withheld hereunder. The City’s Project Manager and the Vendor’s Project Manager shall attempt to promptly
resolve the dispute. The Vendor shall have an immediate right to appeal to the City Administrator with respect to
withheld amounts. The determination of the City Administrator with respect to such matters shall be final.
Nothing herein shall be construed as limiting the Parties rights to pursue all available legal remedies.
SECTION V – EXPIRATION AND TERMINATION
1. Events of Default. Each of the following events shall constitute an “Event of Default”:
A. The Vendor shall fail to observe, perform or comply with any material term, covenant, agreement or
condition of this Agreement which is to be observed, performed or complied with by the Vendor, if such
failure continues uncured for thirty (30) calendar days after the City gives the Vendor written notice of the
failure and the specific nature of such failure.
B. The Vendor shall commit any fraud, misrepresentation, breach of fiduciary duty, willful misconduct, or
intentional breach of any provision of this Agreement.
2. Termination Upon Event of Default. In addition to any other available legal or equitable rights or remedies, upon
an Event of Default by the Vendor, the City shall have the right to terminate this Agreement upon at least thirty
(30) days written notice to the Vendor.
3. Expiration. Unless extended as provided for herein, this Agreement shall naturally expire on the Completion Date.
4. Payment Upon Termination. Upon a termination of this Agreement, the City shall pay to the Vendor the part of
the Compensation which would otherwise be payable to the Vendor with respect to the Services which had been
adequately completed as of the date of termination, less the amount of all previous payments with respect to the
Compensation.
5. Termination by Vendor: Vendor may terminate this Agreement only upon the substantial breach by the City of a
material provision of this Agreement including failure to pay.
6. Termination for Convenience: The City may terminate this contract in part or in whole upon written notice to the
Vendor. The Vendor shall be paid for any validated services under this Contract up to the time of termination, to
include:
A. For completed and acceptable work executed in accordance with the terms of the agreement prior to the
effective date of termination, including fair and reasonable sums for overhead and profit on such work;
B. For expenses incurred prior to the effective date of termination in performing services and furnishing
labor, materials or equipment as required by the contract documents in connection with uncompleted
work, plus fair and reasonable sums for overhead and profit on such expenses;
6
C. For all claims, costs, losses and damages incurred in settlement of terminated contracts with
subcontractors, suppliers and others, and; for reasonable expenses directly attributable to termination.
7. Termination by Either Party. In the event of termination of this Agreement by either the City or the Vendor, both
agree to the following:
A. City shall destroy the PROGRAM as defined in the Software License and Support Agreement, Exhibit “B”,
together with all copies, modifications and merged portions, or
B. Return the PROGRAM together with all copies, modifications and merged portions to Vendor, or
C. City may continue to use the PROGRAM with the permission of the Vendor, with no expectation of
continued maintenance, support, update, or upgrade.
D. In cases referenced according to items A and B above, Vendor shall certify in writing that all proprietary
information, data, schema, or documentation belonging to City have either been returned to Licensee or
destroyed and vice versa.
SECTION VI – GENERAL PROVISIONS
1. Nondiscrimination by the Vendor. The Vendor represents and agrees that the Vendor, its affiliates, subsidiaries, or
holding companies do not and will not discriminate against any subcontractor, Vendor, employee, or applicant for
employment because of race, religion, color, sex, handicap, national origin or any other protected classification
under federal or state law. Such nondiscrimination shall include, but not be limited to, the following:
employment, upgrading, demotion, transfers, recruitment, recruitment advertising, layoff, termination, rates of
pay or other forms of compensation, and selection for training, including apprenticeship.
2. City’s Rights to Employ Other Vendors. The City reserves the right to employ other Vendors in connection with this
Project.
3. Conflicts of Interest; Prohibited Interests. Vendor maintains and warrants that it has not employed or retained any
company or person, other than a bona fide employee working solely for Vendor, to solicit or secure this
Agreement. Further, Vendor warrants that it has not paid or agreed to pay any company or person, other than a
bona fide employee working solely for Vendor, any fee, commission, percentage, brokerage fee, gift or other
consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of
this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement,
no member, officer or employee of City, during the term of his or her service with City, shall have any direct
interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
4. Subcontracting. The Vendor shall not subcontract any portion of the Services except as expressly stated herein,
without prior written consent of the City. Subcontracts, if any, shall contain a provision making them subject to all
provisions stipulated in this Agreement.
5. Temporary suspension or delay of performance of contract. To the extent that it does not alter the scope of this
agreement, the City may unilaterally order a temporary stopping of the work, or delaying of the work to be
performed by Vendor under this agreement.
6. Defective Pricing. To the extent that the pricing provided by Vendor is erroneous and defective, the parties may,
by agreement, correct pricing errors to reflect the intent of the parties.
7. Specified Excuses for Delay or Non-Performance: VENDOR is not responsible for delay in performance caused by
hurricanes, tornadoes, floods, and other severe and unexpected acts of nature. In any such event, the contract
price and schedule shall be equitably adjusted.
8. Waiver. No waiver of any default shall constitute a waiver of any other breach or default, whether of the same or
any other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by other
parties shall give the other any contractual right by custom, estoppel, or otherwise.
9. Notices. All notices required hereunder shall be given in writing to the following addresses or such other
7
addresses as the parties may designate by written notice:
To the City: Tameka Allen, IT Director
535 Telfair Street, Bldg 2000
Augusta, GA 30901
T: 706.821.2522
F: 706.821.2530
Copies to: Janice Jackson, City Administrator
535 Telfair Street, Suite 901
Augusta, GA 30901
T: 706.821.2400
To the Vendor: Maha Mahadevan, President
Business Oriented Software Solutions, Inc.
350 Research Court, Suite 110
Norcross, GA 30092
Notice shall be deemed received as follows, depending upon the method of transmittal: by facsimile, as of the date
and time sent; by messenger, as of the date delivered; and by U.S. Mail, certified, return receipt requested, as of
five (5) days after deposit in the U.S. Mail. Actual notice shall be deemed adequate notice on the date actual
notice occurred, regardless of the method of service.
10. Authority to Enter Agreement. The Vendor has all requisite power and authority to conduct its business and to
execute, deliver and perform all of its obligations under this Agreement. Each Party warrants that the individuals
who have signed this Agreement have the legal power, right and authority to enter into this Agreement so as to
bind each respective Party to perform the conditions contemplated herein.
11. Severability. If any portion of this Agreement is declared by a court of competent jurisdiction to be invalid or
unenforceable, the remaining provisions of this Agreement shall continue in full force and effect.
12. Time is of the Essence. Time is of the essence in this Agreement, and all parties agree to execute all documents
and to proceed with due diligence to complete all covenants and conditions set forth herein.
13. Governing Law and Venue. This Agreement shall be governed by and construed in accordance with the laws of the
State of Georgia. All claims, disputes and other matters in question between the City and the Vendor arising out of,
or relating to, this Agreement, or the breach thereof, shall be decided in the Superior Court of Richmond County,
Georgia. Vendor, by executing this Agreement, specifically consents to venue and jurisdiction in Richmond County,
Georgia and waives any right to contest jurisdiction and venue in said Court.
14. Entire Agreement. This Agreement contains the entire agreement of the City and the Vendor, and supersedes any
prior or written statements or agreements between the City and the Vendor. No supplement, modification, or
amendment of this Agreement shall be binding unless executed in writing by both Parties.
15. Binding on Assigns. Each and all of the covenants and conditions of this Agreement shall be binding on, and shall
inure to, the benefit of the successors and assigns of the respective parties.
16. Captions. The captions of the various articles and paragraphs are for convenience and ease of reference only, and
do not define, limit, augment or describe the scope, content or intent of this Agreement.
17. Construction. Since the Parties or their agents have participated fully in the preparation of this Agreement, the
language in all parts of this Agreement shall be construed simply, according to its fair meaning and not strictly for
or against any party.
18. Cooperation/Further Acts. The Parties shall fully cooperate with one another in attaining the purposes of this
Agreement. In connection therewith, the Parties shall take any additional further acts and steps and sign any
additional documents as may be necessary, appropriate and convenient to attain the purposes of this Agreement.
19. No Third Party Beneficiaries. There are no intended third party beneficiaries of any right or obligation assumed by
8
the Parties.
20. Incorporation of Exhibits. The “Exhibits” constitute a material part hereof, and are hereby incorporated into the
Agreement by reference as though fully set forth herein. The terms “Attachment”, “Exhibit”, and “Schedule” shall
be synonymous for purposes of this agreement.
21. References. All references to the Vendor shall include all personnel, employees, agents and sub-Vendors of the
Vendor.
22. Go-Live. “Go Live” shall be the date on which the software is expected to be placed into operational use by the
Customer.
23. System Acceptance. “System Acceptance” as used herein means the date on which all of the following events have
taken place:
A. 30 calendar days have passed since “Go-Live”.
B. All System Requirements have been successfully completed, or arrangements have been made to
complete them at a later date. The demonstration of the delivered solution meeting all System
Requirements is the Vendor’s right and responsibility. In the event that arrangements have been made to
complete some of the System Requirements at a later date, this must be with the written approval of the
Director of Information Technology and the Chief Official of the customer department or office, whose
operations would be impacted by the inability of the Vendor to fully implement their software. Such
delays may be subject to liquidated damages, at the discretion of the City, described in Item 22 below.
24. Liquidated Damages. For each day past the “Go Live” date that the Vendor has not delivered a product suitable for
business use, there shall be a penalty of $250 per day. City agrees to submit to Vendor, in writing, any issues that
may impact the “Go Live” that are believed to be the Vendor’s responsibility and may therefore increase the
likelihood of a penalty being invoked. City shall identify these issues as soon as possible so that corrective action
can be taken by Vendor. The penalty shall not apply under the following circumstances:
A. The Go Live date was extended or moved by mutual consent of City and Vendor. If the Go Live date is
extended or moved by written mutual consent of both parties, then penalties will accrue beginning on the
new Go Live date.
B. City did not meet requirements or objectives required in order to facilitate Go Live as scheduled (including
failure to order equipment that was the City’s responsibility to order, or failure to set up said
equipment). Such failure by the City must be documented in writing by Vendor as soon as possible so that
corrective action can be taken.
C. City failed to notify Vendor of additional requirements which, when identified, impacted the Go Live date
of the project. Such failure by the City must be documented in writing by Vendor as soon as possible so
that corrective action can be taken.
If said penalties are enacted, all penalties will become due and payable upon failure to meet the Go Live date and
shall accrue until paid in full. Additional services and/or licenses may be accepted as payment provided that this
type of restitution is acceptable to the City.
This Section is independent of Section V – Default of Vendor. The parties agree that these provisions for liquidated
damages are not intended to operate as penalties for breach of Contract.
The liquidated damages set forth above are not intended to compensate the City for any damages other than
inconvenience and loss of use or delay in services. The existence or recovery of such liquidated damages shall not
preclude the City from recovering other damages in addition to the payments made hereunder which the City can
document as being attributable to the documented Vendor failures. In addition to other costs that may be
recouped, the City may include costs of personnel and assets used to coordinate, inspect, and re-inspect items
within this Contract as well as attorney fees if applicable.
9
25. Hold Harmless. Except as otherwise provided in this agreement, Vendor shall indemnify and hold harmless
Augusta, GA, and its employees and agents from and against all liabilities, claims, suits, demands, damages, losses,
and expenses, including attorneys’ fees, arising out of or resulting from the performance of its Work.
26. Prohibition Against Contingent Fees. The Vendor warrants that no person or selling agency has been employed or
retained to solicit or secure this Agreement upon an agreement or understanding for a commission, percentage,
brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling
agencies maintained by Vendor for the purpose of securing business and that the Vendor has not received any
non-City fee related to this Agreement without the prior written consent of the CITY. For breach or violation of
this warranty, the City shall have the right to annul this Agreement without liability or at its discretion to deduct
from the Agreement Price of consideration the full amount of such commission, percentage, brokerage or
contingent fee.
27. Insurance Requirements. The Vendor shall, at all times that this Agreement is in effect, cause to be maintained in
force and effect an insurance policy(s) that will ensure and indemnify the City against liability or financial loss
resulting from injuries occurring to persons or property or occurring as a result of any negligent error, act, or
omission of the Vendor in performance of the work during the term of this Agreement.
The Vendor shall provide, at all times that this Agreement is in effect, Insurance with limits of not less than:
A. Workmen’s Compensation Insurance – in accordance with the laws of the State of Georgia.
B. Professional Liability Insurance – in an amount of not less than One Million ($1,000,000) Dollars or an
amount that correlates to the aggregate fee on the project should it exceed $1,000,000.
The policies shall be written by a responsible company(s), to be approved by the City, and shall be noncancellable
except on thirty-(30) days' written notice to the City. Such policies shall name the City as co-insured, except for
worker's compensation and professional liability policies, and a copy of such policy or a certificate of insurance
shall be filed with the Director at the time of the execution of this Agreement.
28. Georgia Prompt Pay Act Not Applicable. The terms of this agreement supersede any and all provisions of the
Georgia Prompt Pay Act.
29. Change Order Acknowledgment. “Contractor acknowledges that this contract and any changes to it by
amendment, modification, change order or other similar document may have required or may require the
legislative authorization of the Board of Commissioners and approval of the Mayor. Under Georgia law, Contractor
is deemed to possess knowledge concerning Augusta, Georgia's ability to assume contractual obligations and the
consequences of Contractor's provision of goods or services to Augusta, Georgia under an unauthorized contract,
amendment, modification, change order or other similar document, including the possibility that the Contractor
may be precluded from recovering payment for such unauthorized goods or services. Accordingly, Contractor
agrees that if it provides goods or services to Augusta, Georgia under a contract that has not received proper
legislative authorization or if the Contractor provides goods or services to Augusta, Georgia in excess of the any
contractually authorized goods or services, as required by Augusta, Georgia's Charter and Code, Augusta, Georgia
may withhold payment for any unauthorized goods or services provided by Contractor. Contractor assumes all risk
of non-payment for the provision of any unauthorized goods or services to Augusta, Georgia, and it waives all
claims to payment or to other remedies for the provision of any unauthorized goods or services to Augusta,
Georgia, however characterized, including, without limitation, all remedies at law or equity." This
acknowledgement shall be a mandatory provision in all Augusta, Georgia contracts for goods and services, except
revenue producing contracts.
30. E-Verify Requirements. All contractors and subcontractors entering into contracts with Augusta, Georgia for the
physical performance of services shall be required to execute an Affidavit verifying its compliance with O.C.G.A. §
13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with Augusta, Georgia
has registered with and is participating in a federal work authorization program. All contractors and subcontractors
must provide their E-Verify number and must be in compliance with the electronic verification of work authorized
programs operated by the United States Department of Homeland Security or any equivalent federal work
10
authorization program operated by the United States Department of Homeland Security to verify information of
newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603, in
accordance with the applicability provisions and deadlines established in O.C.G.A. § 13-10-91 and shall continue to
use the federal authorization program throughout the contract term. All contractors shall further agree that,
should it employ or contract with any subcontractor(s) in connection with the physical performance of services
pursuant to its contract with Augusta, Georgia the contractor will secure from such subcontractor(s) each
subcontractor’s E-Verify number as evidence of verification of compliance with O.C.G.A. § 13-10-91 on the
subcontractor affidavit provided in Rule 300-10-01-.08 or a substantially similar form. All contractors shall further
agree to maintain records of such compliance and provide a copy of each such verification to Augusta, Georgia at
the time the subcontractor(s) is retained to perform such physical services.
31. Right to Inspect Premises. Augusta, Georgia may, at reasonable times, inspect the part of the plant, place of
business, or work site of VENDOR or any subcontractor of VENDOR or subunit thereof which is pertinent to the
performance of any contract awarded or to be awarded by Augusta, Georgia.
32. Local Small Business Language. In accordance with Chapter 10B of the AUGUSTA, GA. CODE, Contractor expressly
agrees to collect and maintain all records necessary to for Augusta, Georgia to evaluate the effectiveness of its
Local Small Business Opportunity Program and to make such records available to Augusta, Georgia. The
requirements of the Local Small Business Opportunity Program can be found at www.augustaga.gov. In
accordance with AUGUSTA, GA. CODE § 1-10-129(d)(7), for all contracts where a local small business goal has been
established, the contractor is required to provide local small business utilization reports. Contractor shall report to
Augusta, Georgia the total dollars paid to each local small business on each contract, and shall provide such
payment affidavits, regarding payment to subcontractors as may be requested by Augusta, Georgia. Such
documents shall be in the format specified by the Director of minority and small business opportunities, and shall
be submitted at such times as required by Augusta, Georgia. Failure to provide such reports within the time period
specified by Augusta, Georgia shall entitle Augusta, Georgia to exercise any of the remedies set forth, including but
not limited to, withholding payment from the contractor and/or collecting liquidated damages.
33. Precedence of Documents. For the resolution and interpretation of any inconsistencies in this Agreement and/or
the Exhibits or Attachments hereto which are incorporated herein by this reference, the terms and conditions of
this Agreement shall take precedence over any Exhibits or Attachments hereto and any inconsistency between the
Exhibits and Attachments will be resolved by the priority in which they are listed as Exhibits.
34. Survival. The following sections, along with any other provisions which by their terms survive, shall survive the
expiration or termination of this Agreement.
A. Section II (6) – City Network Integrity and Security
B. Section II (14) - Confidentiality
C. Section V (6) - Termination by Either Party
D. Section VI (11) - Governing Law and Venue
E. Exhibit F – Vendor Network Access Policy
11
SIGNATURES
Wherefore the above referenced parties have caused this agreement to be executed in two originals by and through their
duly authorized officials:
For Augusta
For Vendor
HARDIE DAVIS, JR., MAYOR MAHA MAHADEVAN, CEO
DATE DATE
Attest:
LENA BONNER, CLERK OF COMMISSION
DATE
12
EXHIBIT A – VENDOR SOFTWARE & LICENSES
Software Deliverables :
1. BOSS Support Central (Unlimited licenses)
· Asset Management Module
o Computer Management
Hadware Inventory
Software nventory
IT Discovery
Software Deployment
License Compliance
o Asset life-cycle Management
Service Desk
o Incident/Request Management
o Email2Ticket
o User & Technician web portal
o Custom Templates
o Workflow Engine
o Mobile Service Desk
o Knowledgebase
o Survey Creation
Dashboard Reporting / Reports
Mobile Apps
o Mobile Assets
o Mobile Ticketing
o Geo-Maping Assets
2. BOSS Password Reset – Self service user password reset
Annual License price $14,995
13
Statement of Work for Training, Implementation, Data Cleanup and Data import
1. Training & Implementation
· Eight (8) hours full product installations and default implementation to be performed
remotely.
· Eight (8) hours of implementation to include importing users, active directory, service
catalogue set up and default level customization done remotely. Remote tool(s) of choice
will be integrated into the asset management whereby the remote tool is invoked by right
clicking on the computer and selecting the remote tool.
· Twenty-Four hours (24 hours) of on-site training designed by City of Augusta from BOSS
recommendations. Training can include all departments, groups within those departments
and users but not to exceed 3 days (24 hours).
Total: 40 hours (5 days)
2. Data Import from TrackIT
· Data will imported to BOSS from TrackIT database.
· All assets information from TrackIT will be imported into BOSS CMDB.
· Help desk tickets from TrackIT (5 years or less) will be imported into BOSS Service desk
database and will accessible thro BOSS service desk.
· Import of knowlegebase (FAQ) from TrackIT to BOSS knowledgebase.
Total: 64 hours (8 days)
Total for Services: $19,450
14
BOSS Platinum Support (included as part of the subscription)
Provided to City of Augusta with your annual license subscription of $14,995
· Unlimited Telephone Support Requests
· Unlimited Email Support Request
· Dedicated 800# for Platinum Customers Only
· Up to 10 reports per year built by BOSS Support team for City of Augusta
· BOSS completed upgrades
· Priority Involvement in Beta Programs – Early Adopters
· Automatic Notification of and Access to all Product Updates and Upgrades
· Full Access to FAQ’s, Knowledge Base and Product Web Portal
· Customer Advisory Roadmap Member
· Early Priority Notification / Technical Webinars and Product
· Demo Registrations
· One (1) Free Entry for each Paid Entry – BOSS Regional Training & User Conference
· Platinum Level Custom Report Card Offering
· Annual On-Site Visit and Assessment
· Support Incidents (Web Meetings)
15
EXHIBIT B – SOFTWARE LICENSE AND MAINTENANCE AGREEMENT
END USER LICENSE AGREEMENT
This is a legal Agreement between you, the end user, and Business Oriented Software Solutions, Inc.
("BOSS"). By opening this media package and/or by using the Software, you are agreeing to be bound
by the terms of this Agreement.
Grant of License. Business Oriented Software Solutions, Inc. grants you the right to use one copy of the
enclosed software program and accompanying documentation (together with any upgrades
supplied by BOSS, the "Software") according to the conditions specified here. BOSS, its suppliers,
licensors, or successors reserve all rights not expressly granted here.
You May:
a. Install the Software based on the number of licenses in the agreement; and
b. make no more than one copy of the Software in machine readable form, solely for back up
purposes, provided that you reproduce all proprietary notices on the copy; and
c. physically transfer the Software from one computer to another., provided that the Software is
used on only one computer at a time.
You May Not:
a. modify, translate, reverse engineer, decompile, disassemble, create derivative works based on,
or copy (except to create the back up copy) the Software; or
b. rent, lend, transfer, distribute, or grant any rights in the Software in any form to any person
without the written consent of BOSS; or
c. remove any proprietary notices, labels, or marks from the Software.
Upgrade Products. Any upgrades to the Software may only be used in conjunction with the prior
version of the Software.
Validity of License. The license granted is valid forever if this is a perpetual license agreement with
BOSS. For annual subscription license holders, this license is valid for a period of one year from the
date of purchase or agreement. Subsequent renewals are automatic unless notified to BOSS in
writing sixty days prior to the expiration of the license. Renewal amounts are due 30 days prior to
the expiration date. Not adhering to the payments and other terms in the agreement will make the
use of this license unauthorized and illegal are liable for further actions and legal remedies.
Limited Warranty and Disclaimer. BOSS makes no warranties or conditions, express, implied,
statutory, or otherwise. BOSS specifically disclaims any implied warranties of merchantability, non-
infringement and fitness for a particular purpose. BOSS does not warrant that the Software will
meet your requirements, or that the operation of the Software will be uninterrupted or error free.
You assume the responsibility for the selection of your requirements, software, and hardware to
achieve your intended results; for installation; for use; and that the operations of the Software will
be uninterrupted or error free. Some States do not allow the exclusion of implied warranties, in
which event some of these exclusions may not apply to you. This warranty gives you specific legal
rights. You may also have other rights, which vary from State to State.
16
Proprietary Rights. This license is not a sale. Title and copyrights to the Software and accompanying
documentation, including the enclosed copies and any copy made by you, remain with BOSS or its
suppliers, licensors, or successors.
Limitation of Liability. BOSS' liability arising out of this Agreement shall not exceed the amounts paid
by you to obtain the Software. In no event will BOSS be liable for any loss of data, lost opportunity
or profits, cost of cover, or special, incidental, consequential, or indirect damages arising from the
use of the Software in this Agreement, however caused and on any theory of liability. These
limitations will apply even if BOSS or an authorized dealer has been advised of the possibility of
such damage, and notwithstanding any failure of essential purpose of any limited remedy. You
acknowledge that the amount paid for the Software reflects this allocation of risk. Some States do
not allow the limitation or exclusion of liability for incidental or consequential damages, so the
above limitation or exclusion may not apply to you.
Export Restrictions. You agree that you will not export or re export the Software in any form without
the appropriate United States and foreign government licenses, and BOSS written approval. Your
failure to comply with this provision is a material breach of this contract. If you need advice on such
export laws and regulations, you should contact the U.S. Department of Commerce, Export
Division, Washington, DC 20230, USA.
Termination. This Agreement is effective until terminated. You may terminate this Agreement at any
time by removing from your system and destroying all copies of the Software and the
accompanying documentation. Unauthorized copying of the software or the accompanying
documentation or otherwise failing to comply with the terms and conditions of this Agreement will
result in automatic termination of this Agreement and will make available to BOSS other legal
remedies. Upon termination of this Agreement, this license will terminate and you must
immediately destroy the Software and accompanying documentation, and all back up copies.
United States Government Use. The Software and accompanying documentation are deemed to be
"commercial computer software" and "commercial computer software documentation,"
respectively, pursuant to DFAR Section 227.7202 and FAR Section 12.212, as applicable. Any use,
modification, reproduction, release, performing, displaying or disclosing of the Software and
accompanying documentation by the U. S. Government shall be governed solely by the terms of
this Agreement and shall be prohibited except to the extent expressly permitted by the terms of
this Agreement.
Miscellaneous. This is the entire Agreement between you and BOSS, its suppliers, licensors, or
successors relating to the subject matter. No waiver or modification of the Agreement shall be valid
unless signed by BOSS and you. The waiver of a breach of any term shall in no way be construed as
a waiver of any other term or breach. If any provision of this Agreement shall be held by a court of
competent jurisdiction to be contrary to law, the remaining provisions of this Agreement shall
remain in full force and effect. This Agreement is governed by the laws of the State of Georgia
without reference to conflict of laws principles. All disputes arising out of this Agreement shall be
subject to the exclusive jurisdiction of the state and federal courts in Georgia and the parties agree
and submit to the personal and exclusive jurisdiction and venue of these courts. Should you have
any question about this Agreement, or if you desire to contact BOSS, please write:
Business Oriented Software Solutions, Inc.
350 Research Court, Suite 110
Norcross, GA 30092.
17
18
BOSS SUPPORT AGREEMENT
Annual Maintenance Agreement
BOSS is pleased to provide the following support considerations for its products and services:
While a customer is under a maintenance agreement they will be entitled to:
· Free software Service Packs, Maintenance Releases and enhancements
· Discount on services, upgrades and other BOSS products
Support after the first year is offered at the rate of 20% of the purchase price for perpetual license. For
customers on annual subscription, support & maintenance is included in the annual subscription. The
minimum support agreement will be $1000 per year.
EXPLANATIONS
Service Packs and Maintenance Releases are designed to take care of any known bugs or fixes. They
may be also be used to improve compatibility with other programs should the other programs change
from their original design, such as a Windows Service Pack that materially effects the functionality of
BOSS software.
Enhancements may be an improvement in a process used by a BOSS product. An example may be a
modified user interface to current functions.
Upgrades will generally involve additional functionality not originally designed into the product.
How to receive BOSS support:
BOSS support services are staffed to provide full support during normal business hours. Should you
have an urgent problem that requires immediate assistance, please leave a message in the support
voice mailbox that will page the support personnel.
BOSS Support line is open during the normal business hours of 8:30 AM to 5:30 PM Eastern time. All
clients under maintenance contract are provided access to our on-line support. They can raise support
tickets online that gets directed to appropriate support team. They can also get support by sending an
email to support@boss-solutions.com. Clients can reach our support team by calling toll free at 800
669 8946.
General Information: Customers requiring support can get assistance in any of the following ways:
· Review and download information from BOSS website
· File a support request online
· Call our Support team. See phone numbers below
· Send e-mail. See e-mail addresses below under Support Locations.
19
Support Functions
· Product Support is available to current customers.
· Support Request Online
· Support Methods and Procedures
· Support Locations:
350 Research Court, Suite 110
Norcross, GA 30092
e-mail at Support@boss-solutions.com
FAX 866.403.9388
Phone (678) 684-1200 Option 6
Support Methods and Procedures: BOSS Support services follow a multi-tier approach to problem
resolution. This ensures timely response to customer inquiries. Outlined below is the general flow a
Support ticket goes through to reach resolution.
1. There are several ways in which the Support receives inquiries: via phone, e-mail, or fax.
The Support coordinator gathers all of the information necessary to make an accurate
assessment of the situation and establish priority. Tickets that are phoned in will be logged
while you wait allowing us to give you the support ticket number immediately. E-mail, voice
mail, and fax requests are normally responded to within two hours at which time we will
send you an e-mail message, letting you know that a ticket has been issued as well as the
ticket number for tracking purposes.
2. The Support Coordinator will create a call ticket and assign a ticket number containing all of
the information gathered. The Support analyst determines priority based on established
Agreement Level guidelines. For urgent tickets, the customer is updated every two hours
on the status of the situation.
3. Once the ticket has been created, the Support Coordinator attempts to resolve the issue at
First Level Support. If the ticket cannot be resolved, the ticket is escalated to a specific
Support Supervisor to be resolved at Second Level.
4. The Support Team Supervisor at Second Level will assign the ticket to a member of the
Support Team. The assigned individual will work to resolve the problem and report back to
the Support once the issue has been resolved. If additional information is needed, the ticket
will be placed in pending status and the individual will contact the client for more
information. Once that information is received, the ticket will be resolved and the Support
notified.
5. If system/program modifications are required, quality assurance testing is
completed prior to ticket resolution.
6. Once the issue has been resolved, release is coordinated with the customer and notification
is sent to the Support. The Support will follow up with the customer either by phone or e-
mail to ensure the customer's satisfaction with the resolution before closing the ticket. A
customer ticket will not be closed until we are sure the customer is fully satisfied.
20
21
EXHIBIT D – PROJECT SCHEDULE
Event
Projected
Completion
Date*
Status
Selection of Vendor
Contract Negotiation
Approval of Contract by City Attorney
Administration / Commission
Approval
Contract Signing
Initial Billing for Software Licenses
(25% of Software & Services) Billable upon contract signing
Implementation (Go Live)
Will be scheduled pending arrival of
equipment that must be ordered by
Augusta IT and installation of
infrastructure and equipment as
needed.
Implementation Billing (25% of
Software & Services)
Billed at Go-
Live
Acceptance Testing Go Live + 30
calendar days
System Acceptance
At completion
of acceptance
testing
Pending completion of system
requirements
Final Billing
(50% Software & Services) Billable upon System Acceptance by
Augusta
*All dates are subject to change upon mutual agreement of Augusta and Vendor.
22
EXHIBIT F – VENDOR REMOTE NETWORK ACCESS POLICY AND PROCEDURES
Purpose
The purpose of this policy is to ensure that a secure method of connectivity is provided between
Augusta-Richmond County and the vendor and to provide guidelines for the use of the network and
computing resources associated with the remote connectivity in order to ensure the safety, integrity,
and operability of Augusta-Richmond County Information Systems.
Scope
This policy applies to all Augusta-Richmond County systems, application and/or servers/devices
requiring support by external vendors on behalf of Augusta-Richmond County.
Definitions
A Virtual Private Network (VPN) provides a secure network connection over the Internet between an
individual and a private network (164 bit encryption). By utilizing the public Internet for data
transport, VPN provides a low cost solution to remote access or connectivity.
Policy
A. Vendor Remote Access Request and Approvals
All requests for remote access for vendors must be made in advance through the Project Leader
responsible for the vendor. It is the Project Leader’s responsibility to ensure that the vendor has
provided all of the required information in the proper format.
All vendor remote access requests must first have the Assistant Director of the Business Application
Services signature for approval as well as the Director of Information Technology.
As part of the request and approval process, the technical and administrative contact within the
vendor’s organization or someone at a higher level within the company will be required to read and
sign the VPN Access policy form and any additional documents, such as the Augusta-Richmond
County Non-Disclosure Agreement.
Once Vendor Remote Access has been approved, it is valid until changes in this policy or technology
make it necessary, in Augusta’s estimation, to require a new form to be filed.
Remote Access will only be available to Vendors that have signed Annual Support and Maintenance
Contracts with Augusta.
B. Connectivity
1. The vendor will be required to use Augusta-Richmond County’s standard method for
connecting to the network. The current standard method is Cisco’s VPN client.
2. The vendor will be given a unique user ID and password to authenticate the VPN access. The
password may be subject to regular changes.
3. Only one person may be connected to the VPN at any given time.
4. Access will be restricted to only the servers located in IT that were approved for the vendor.
5. Access will be restricted to only the ports necessary for connectivity.
23
6. Access will not be open 24/7. The vendor must request access every time it is necessary and
only during business hours of 8:30am – 5:00pm EST. Access outside of these hours may be
requested but will need additional approval and will be handled on a case by case situation.
C. Vendor Request Process
1. The vendor will contact the Project Leader to request access.
2. The Project Leader is responsible for logging the request for access and justification in the
change control log.
3. The Project Leader will document reason for access and email Firewall Administrators to have
the VPN opened.
4. A firewall administrator will open the VPN and reply to the Project Leader’s email notifying
them it has been opened.
5. Once the vendor has completed their work and the application has been tested, they will notify
the Project Leader that the work is complete.
D. Network Security
1. Vendor will allow only the vendor’s employees approved in advance by Augusta-Richmond
County to access the network connection. Vendor shall be solely responsible for ensuring that
Authorized Vendor Employees are not security risks, and upon Augusta-Richmond County’s
request, Vendor will provide Augusta-Richmond County with any information reasonably
necessary for Augusta-Richmond County to evaluate security issues relating to any Authorized
Vendor Employee.
2. Vendor will promptly notify Augusta-Richmond County whenever any Authorized Vendor
Employee leaves the Vendor’s employ or no longer requires access to the Network Connection.
3. Each party will be solely responsible for the selection, implementation and maintenance of
security procedures and policies that are sufficient to ensure that (a) such party’s use of the
Network Connection is secure and is used only for authorized purposes, and (b) such party’s
business records and data are protected against improper access, use, loss, alteration or
destruction.
4. Vendor shall notify Augusta-Richmond County in writing promptly upon a change in the user
base for the work performed over the Network Connection or whenever in vendor’s opinion a
change in the connection and/or functional requirements of the Network Connection is
necessary.
E. Protection of Augusta-Richmond County Private Information and Resources
The Augusta-Richmond County network support group responsible for the installation and
configuration of a specific vendor connection must ensure that all possible measures have been
taken to protect the integrity and privacy of Augusta-Richmond County confidential information.
At no time should Augusta-Richmond County rely on access/authorization control mechanisms at
the vendor’s site to protect or prohibit access to Augusta-Richmond County confidential
information.
Augusta-Richmond County shall not have any responsibility for ensuring the protection of vendor
information. The vendor shall be entirely responsible for providing the appropriate security
24
measures to ensure protection of their private internal network and information.
F. Audit and Review of Vendor Network Connections
All aspects of the vendor network connections up to, but not including Augusta-Richmond County
firewall, will be monitored by the appropriate IT staff. Where possible automated tools will be
used to audit tasks. Monthly reports should be generated on the authentication database showing
the specific login entries.
All vendor network connections will be reviewed on a quarterly basis and information regarding
specific vendor network connection will be updated as necessary. Obsolete vendor network
connections will be terminated following confirmation with the Project Leader that the connection
is indeed obsolete.
G. Augusta-Richmond County IT Security
Augusta-Richmond County IT Security has the responsibility for maintaining related policies and
standards. IT Security will also provide advice and assistance regarding judgment calls, and will
facilitate information gathering in order to make a correct decision.
H. Enforcement
Any vendor found in violation of this policy will be subject to, but not limited to, loss of VPN
privileges and other action up to and including dissolution of contract and/or legal action if Augusta
systems are compromised.
Vendor Signature
MAHA MAHADEVAN DATE 8/17/15
Request for Proposal
Request for Proposals will be received at this office until Friday, March 20, 2015 @ 11:00 a.m. for furnishing:
RFP Item #15-140 IT Service Management Software for Information Technology
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
Greene 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, March 6,
2015 @ 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 120 days after time has been called on the date of opening. A
100% Performance Bond will be required from the awarded vendor.
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 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 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 his
qualifications.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle February 12, 19, 26, March 5, 2015
Metro Courier February 18, 2015
Revised: 1/12/2015
UNOFFICIAL
VENDORS Attachment
"B"
E-Verify
#
Addendum
#1
SAVE
Form Original 7
Copies
Fee
Proposal
BMC SOFTWARE, INC
2101 CITYWEST BOULEVARD
HOUSTON, TX 77042 YES 40635 YES YES YES YES YES
MNCL INC.
1212 CORPORATE DRIVE
SUITE 260
IRVING, TX 75038
NO NO NO NO YES YES YES
BUSINESS ORIENTED
SOFTWARE SOLUTIONS, INC
(BOSS)
350 RESEARCH COURT
SUITE 110
NORCROSS, GA 30092
YES 457282 YES YES YES YES YES
Proposal Opening
RFP Item #15-140
IT Service Management Software
for Augusta, Georgia - Information Technology
RFP Due: Friday, March 20, 2015 @ 11:00 a.m.
Total Number Specifications Mailed Out: 19
Total Number Specifications Download (Demandstar):
Total Electronic Notifications (Demandstar):
Mandatory Pre-proposal/Telephone Conference Attendees: NOT APPLICABLE
Total packages submitted: 3
Total Noncompliant: 1
Page 1 of 1
Evaluation Criteria
PTS
BMC SOFTWARE, INC
2101 CITYWEST BOULEVARD
HOUSTON, TX 77042
BUSINESS ORIENTED SOFTWARE
SOLUTIONS, INC
(BOSS)
350 RESEARCH COURT
SUITE 110
NORCROSS, GA 30092
1. Ability to Satisfy the Statement
of Scope 40 40 40
2. Ability to integrate easily with
other Applicants 20 18 18
3. Apparent User-Friendliness of
the Software 15 13 13
4. Vendor Firm Stability 15 13 11
5. Overall System Cost
Lowest 10
Second 6
Third 2
10 6 10
TOTAL 100 89 91
Cumulative Evaluation Sheet - RFP Item #15-140
IT Service Management Software
for Augusta, Georgia - Information Technology
Monday, March 30, 2015 @ 3:00 p.m.
INFORMATION TE CHNOLOGY
Tameka Allen
Director
Michael F. Blanchard
Deputy Director
Ms. Geri Sams, Director, Procurement Depafiment
Mr. Reggie Horne, CSS Manager,Information Technology Departmen
Ms. Tameka Allen, Directorr lnformation Technologf, Depa
RFP 15-140IT Service Management Software Vendor
June 16,2015
Gary Hewett
Deputy Director
To:
From:
Through:
Subject:
Date:
Based on the committee response to the vendor presentation, it has been determined that
Business Oriented Software Solutions, Inc. (BOSS) is the firm best qualified to satisfu the
system requirements that were specified in RFP 15-140, IT Service Management Software.
Information Technology would like to proceed to negotiate with BOSS for a final product and
price that will be beneficial to Augusta, upon your approval.
If you have any questions, please do not hesitate to contact me at 706-821-1571.
Thank you for your assistance in this matter.
Information Technology
535 Telfair Street" Building 2000
Augusta GA 30901
(7 06) 821 -2s22 - FAX (7 06) 821-2530
www.AugustaGa.gov
fltr:ElidlT t$r sI'
Public Safety Committee Meeting
10/13/2015 1:20 PM
Information Technology Service Management Software
Department:Information Technology Department
Caption:Approve selection of BOSS (Business Oriented Software
Solutions, Inc.) for Information Technology Service Management
Software. RFP 15-140
Background:Augusta Information Technology (IT) currently uses Numara
Track-It to aid in the process of tracking help-desk tickets,
completing work orders, maintaining assets, and managing the
life-cycle of technology equipment. With constant growth and
development in the technology arena, IT is looking to replace the
current software with a new system that will provide
enhancements in the areas of customer service, asset tracking, life-
cycle management, customer engagement, technology
deployment, analytics, and so forth. We believe an enhanced
solution will aid Information Technology in accomplishing our
mission and goals.
Analysis:Augusta IT released an RFP (15-140) for IT Service Management
Software. Personnel from Information Technology and
Procurement reviewed proposals from the two qualifying vendors,
and BOSS, Inc. was the bidder whose solution was the best fit for
Augusta’s requirements. This solution is expected to offer
enhancements over Augusta’s current software system since there
are many new tools and enhancements to this software as
compared to the current system in place.
Financial Impact:The software solution will cost an estimated $34,445 to
implement, and the funds are allocated in the IT 2015 Capital
Budget.
Alternatives:N/A
Recommendation:Approve Agreement with BOSS, Inc. for the implementation of IT
Service Management Software.
Funds are Available
in the Following
Accounts:
272015410:5424220
REVIEWED AND APPROVED BY:
Procurement.
Information Technology.
Finance.
Law.
Administrator.
Clerk of Commission
Public Safety Committee Meeting
10/13/2015 1:20 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Public Safety Committee
held on September 8 and September 29, 2015.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Request for Proposal
Request for Proposals will be received at this office until Friday, August 14, 2015 @ 11:00 a.m. for furnishing:
RFP Item #15-195 Professional Management of the Inmates Food Service for Richmond County
Correctional Institution (RCCI)
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.
A mandatory site visit is scheduled for Monday, July 27, 2015 @ 2:00 p.m. at the Richmond County
Correctional Institution (RCCI), 2314 Tobacco Road, Augusta, GA 30906.
All questions must be submitted in writing by fax to 706 821-2811 or by email to
procbidandcontract@augustaga.gov to the office of the Procurement Department by Wednesday, July
29, 2015, @ 5:00 P.M. No bid 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 time has been called on the date of opening.
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 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 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 his
qualifications.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle July 2, 9, 16, 23, 2015
Metro Courier July 8, 2015
Revised: 1/12/2015
VENDORS Attachment
"B"
Addendum
#1 & #2
E-Verify
#
SAVE
Form
Fee
Proposal Original 7
Copies
TRINITY SERVICE GROUP, INC
477 COMMERCE BLVD.
OLDSMAR, FL 34677 YES YES 602240 YES YES YES YES
ABL MANAGEMENT, INC.
11224 BOARDWALK DR.
SUITE B1-5
BATON ROUGE, LA 70816-8344
YES YES 150812 YES YES YES YES
WORLD HOSPITIALITY PARTNERS
6053 PARK CLOSE
FAIRBURN, GA 30213
CBM MANAGED SERVICES
500 EAST 52ND STREET NORTH
SIOUX FALLS, SD 57104 YES YES 605649 YES YES YES YES
Proposal Opening
RFP Item #15-195
Professional Management of the Inmates Food Service
for Augusta, Georgia - Richmond County Correctional Institution (RCCI)
RFP Due: Friday, August 14, 2015 @ 11:00 a.m.
Total Number Specifications Mailed Out:10
Mandatory Pre-proposal/Telephone Conference Attendees: 3
Total packages submitted: 4
Total Noncompliant: 1
NON RESPONSIVE
Page 1 of 1
Evaluation Criteria
PTS
TRINITY SERVICE GROUP,
INC
477 COMMERCE BLVD.
OLDSMAR, FL 34677
ABL MANAGEMENT, INC.
11224 BOARDWALK DR.
SUITE B1-5
BATON ROUGE, LA 70816-
8344
CBM MANAGED SERVICES
500 EAST 52ND STREET
NORTH
SIOUX FALLS, SD 57104
Management Structure 40 35.0 33.5 27.5
Responsive to Tasks 30 28.0 25.5 22.5
Prior Experience & Personnel 20 20.0 17.5 15.0
Cost and Price Analysis (must provide and
enclose in separate sealed envelope)
• Lowest 10 points
• Second 8 points
• Third 6 points
• Fourth 4 points
• Highest 2 points
10 8.0 10.0 6.0
Total 100 91 86.5 71
Cumulative Evaluation Sheet - RFP Item #15-195
Professional Management of the Inmate Food Services
for Augusta, Georgia – RCCI
Monday, August 24, 2015 @ 11:00 a.m.
CBM MANAGED SERVICES
500 EAST 52ND STREET NORTH
SIOUX FALLS, SD 57104
CONSOLIDATED MANAGEMENT
COMPANY
2670 106TH STREET, SUITE 140
DES MOINES, IOWA 50322
ABL MANAGEMENT, INC.
11224 BOARDWALK DR.
SUITE B1-5
BATON ROUGE, LA 70816-8344
ABL MANAGEMENT, INC.
P.O. BOX 40486
BATON ROUGE, LA 70835-0486
ARAMARK
3302 COMMERCE DRIVE
AUGUSTA, GA 30909
ROYAL FOOD SERVICE
3720 ZIP INDUSTRIAL BOULEVARD
ATLANTA, GA 30354
GOOD SOURCE SOLUTIONS INC.
GOOD SOURCE INC.
1750 WEST HWY 52
EMMETT, IDAHO 83617
RONLYN FOOD SERVICES
39801 ACADEMIC DR
FORT GORDON, GA 30905
TRINITY SERVICE GROUP, INC
ATTN: LARRY VAUGHN
477 COMMERCE BLVD.
OLDSMAR, FL 34677
FOOD SERVICES & HOSPITALITY
18228 US HIGHWAY 41 NORTH
LUTZ, FL 33549
Evan Joseph
RCCI Yvonne Gentry
LSBOP
Joyce Bowdre (2924)
Alternate RCCI contact
(does not need packages)
RFP Item #15-195 Professional
Management of the Inmates Food Service
for Richmond County Correctional
Institution (RCCI)
Mailed: 2 July 2015
RFP Item #15-195 Professional
Management of the Inmates Food Service
for Richmond County Correctional
Institution (RCCI)
DUE: Fri., Aug. 14, 2015 @ 11am
Pg 1 of 1
Public Safety Committee Meeting
10/13/2015 1:20 PM
Professional Management of (RCCI's) Inmates Food Service
Department:Richmond County Correctional Institution
Caption:Motion to approve award of the Professional Management of
(RCCI's) Inmates' Food Service to Trinity Services Group, Inc.
effective January 2016 subject to receipt of signed contract. RFP
15-195
Background:RCCI currently utilize Food Service personnel to operate and
manage the Inmates' Kitchen. An outside contractor will allow
the department to place security guards (Correctional Officers) in
key security posts other than Food Service. A request for proposal
(RFP Item #15-195) was completed in August 2015 and three (3)
companies responded.
Analysis:A committee was formed to select a contractor to provide the
professional management of the Inmates' Food Service for RCCI.
Selection was based on: 1)Management Structure; 2)
Responsiveness to Tasks; 3) Prior Experience and Personnel; 4)
Cost and Price Analysis. Trinity Services Group, Inc. was
selected. Contractors: 1) Trinity Services Group, Inc. 2) ABL
Management, Inc. 3) CBM Managed Services
Financial Impact:Trinity Services Group, Inc. will manage the entire Food Services
operation of the institution to include inventory, sanitation, food
prep etc., at a rate of $1.39 per meal per inmate. The annual cost
will be $350,072.00. This will allow the department to continue to
place security guards (Correctional Officers) in key security posts
other than Food Service. In addition, it will save the
department/City of Augusta approximately $80,000 (salary/fringe
benefits).
Alternatives:
Recommendation:Request approval for three (3) years with two 1-year option
contract with Trinity Service Group, Inc.
Funds are Available
in the Following
Accounts:
101033211/5317110
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Public Safety Committee Meeting
10/13/2015 1:20 PM
Ratify Acceptance of FY2015 CERT Grant
Department:Fire
Caption:Motion to ratify acceptance of the Georgia Emergency
Management Agency/Homeland Security grant in the amount of
$8,040.00 for the Augusta, Georgia Emergency Management
Agency CERT Program.
Background:On an annual basis, the Augusta, Georgia EMA applies for and
receives a grant that funds its CERT program. This year the
award paperwork was received by Augusta, Georgia on September
15, 2015. The paperwork was required to be executed and
returned within 14 days of receipt. As a result of the absence of a
Committee meeting the week of September 21st, it was not
possible to get approval from the Commission to accept this grant
prior to the deadline to return the paperwork. In order to avoid
losing out on this grant opportunity, the grant paperwork was
executed and returned prior to Commission approval. Therefore,
ratification of this acceptance is appropriate.
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
Org Key 220-03-9241
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Public Safety Committee Meeting
10/13/2015 1:20 PM
Ratify Acceptance of FY2015 GSAR Grant
Department:Fire
Caption:Motion to ratify acceptance of the Georgia Emergency
Management Agency/Homeland Security grant in the amount of
$7,990 for the Augusta, Georgia Emergency Management
Agency GSAR Program.
Background:On an annual basis, the Augusta, Georgia EMA applies for and
receives a grant that funds its GSAR program. This year the
award paperwork was received by Augusta, Georgia on September
15, 2015. The paperwork was required to be executed and
returned within 14 days of receipt. As a result of the absence of a
Committee meeting the week of September 21st, it was not
possible to get approval from the Commission to accept this grant
prior to the deadline to return the paperwork. In order to avoid
losing out on this grant opportunity, the grant paperwork was
executed and returned prior to Commission approval. Therefore,
ratification of this acceptance is appropriate.
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
220-03-9243
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Public Safety Committee Meeting
10/13/2015 1:20 PM
Ratify Acceptance of FY2015 HazMat Grant
Department:Fire
Caption:Motion to ratify acceptance of the Georgia Emergency
Management Agency/Homeland Security grant in the amount of
$20,510 for the Augusta, Georgia Emergency Management
Agency Hazmat Program.
Background:On an annual basis, the Augusta, Georgia EMA applies for and
receives a grant that funds its Hazmat program. This year the
award paperwork was received by Augusta, Georgia on September
15, 2015. The paperwork was required to be executed and
returned within 14 days of receipt. As a result of the absence of a
Committee meeting the week of September 21st, it was not
possible to get approval from the Commission to accept this grant
prior to the deadline to return the paperwork. In order to avoid
losing out on this grant opportunity, the grant paperwork was
executed and returned prior to Commission approval. Therefore,
ratification of this acceptance is appropriate
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
Org Key 220-03-9242
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission