HomeMy WebLinkAbout2016-08-30 Meeting Minutes Public Safety Committee Meeting Commission Chamber - 8/30/2016
ATTENDANCE:
Present: Hons. Lockett, Chairman; Frantom, Vice Chairman; Sias,
member.
Absent: Hons. Hardie Davis, Jr., Mayor; Smith, member.
PUBLIC SAFETY
1. Appoint Sterling Jones, Interim 911 Director, to fill the unexpired term of
Dominick Nutter on the Region VI EMS Council.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
3-0.
Commisioner Sean
Frantom
Commissioner
Sammie Sias Passes
2. Motion to approve entering into a Memorandum of Agreement (MOA) between
GEMA and Homeland Security Georgia Search and Rescue Team (GSAR) #tf-3
and to authorize the Mayor to execute the appropriate documents.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
3-0.
Commissioner
Sammie Sias
Commisioner Sean
Frantom Passes
3. Motion to approve entering into a Mutual Aide Agreement with Beech Island,
South Carolina to provide for the protection of life and property of the citizens
of Augusta-Richmond County, Georgia and Beech Island, South Carolina and to
Item
Action:
Approved
authorize the Mayor to execute the appropriate documents.
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
3-0.
Commisioner Sean
Frantom
Commissioner
Sammie Sias Passes
4. Motion to approve entering into a Mutual Aide Agreement with Harlem,
Georgia to provide for the protection of life and property of the citizens of
Augusta-Richmond County, Georgia and Harlem, Georgia and to authorize the
Mayor to execute the appropriate documents.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
3-0.
Commisioner Sean
Frantom
Commissioner
Sammie Sias Passes
5. Update the Commission on the Status of the Forms Management System. 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 3-0.
Commissioner
Sammie Sias
Commisioner
Sean Frantom Passes
6. Motion to accept a Hazard Mitigation Grant from GEMA for the purchase and
installation of 4 Severe Weather Warning Sirens and approve the Mayor to
execute all grant paperwork.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
www.augustaga.gov
Approve
Motion to
approve.
Motion Passes
3-0.
Commisioner Sean
Frantom
Commissioner
Sammie Sias Passes
7. Motion to approve the minutes of the Public Safety Committee held on August
9, 2016.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
3-0.
Commisioner Sean
Frantom
Commissioner
Sammie Sias Passes
8. Motion to authorize award of Bid Item #16-160 to purchase Automatic External
Defibrillators to One Beat CPR.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
3-0.
Commisioner Sean
Frantom
Commissioner
Sammie Sias Passes
Public Safety Committee Meeting
8/30/2016 1:15 PM
Attendance 8/30/16
Department:
Presenter:
Caption:
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Public Safety Committee Meeting
8/30/2016 1:15 PM
Appointment to Region VI EMS Council
Department:Administrator's Office
Presenter:Chester Brazzell, Deputy Administrator
Caption:Appoint Sterling Jones, Interim 911 Director, to fill the unexpired
term of Dominick Nutter on the Region VI EMS Council.
Background:The former 911 Director, Dominick Nutter, was appointed to the
Region VI EMS Council July 1, 2014 for a term that extends
through June 30, 2018. The seat has been vacant since Mr. Nutter
resigned his position in April 2015. The interim appointment can
be replaced whenever a fulltime 911 Director is appointed.
Analysis:The 911 Department has a key role in the provision of emergency
management services. Therefore, the Department should maintain
a seat on the Council.
Financial Impact:The meetings are local. No expenses are anticipated.
Alternatives:1) Appoint Sterling Jones to fill the unexpired term or until a
permanent 911 Director is appointed. 2) Allow the position on the
Council to remain vacant.
Recommendation:Appoint Sterling Jones to fill the unexpired term on the Region VI
EMS Council. A copy of his resume is attached
Funds are Available
in the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Public Safety Committee Meeting
8/30/2016 1:15 PM
Approve Memorandum of Agreement Between GEMA and Homeland Security GSAR Team
Department:Fire
Presenter:Christopher E. James, Fire Chief/EMA Director
Caption:Motion to approve entering into a Memorandum of Agreement
(MOA) between GEMA and Homeland Security Georgia Search
and Rescue Team (GSAR) #tf-3 and to authorize the Mayor to
execute the appropriate documents.
Background:The purpose of this agreement is to provide for mutual assistance
between GEMA and Homeland Security GSAR Team in
managing any emergency or disaster that is duly declared by the
governing authority of any political subdivision that is a
Participating Party, whether arising from natural disaster,
technological hazard, human caused disaster, civil emergency
aspects of resource shortages, community disorder, insurgency,
enemy attack, acts of terrorism, other significant events or a
national security activity.
Analysis:
Financial Impact:
Alternatives:None at this time.
Recommendation:To approve entering into a Memorandum of Agreement (MOA)
between entering into a Memorandum of Agreement (MOA)
between GEMA and Homeland Security Georgia Search and
Rescue Team (GSAR) #tf-3 and to authorize the Mayor to execute
the appropriate documents
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Public Safety Committee Meeting
8/30/2016 1:15 PM
Approve Mutual Aid Agreement Between Augusta, GA and Beech Island, SC
Department:Fire
Presenter:Christopher E. James, Fire Chief/EMA Director
Caption:Motion to approve entering into a Mutual Aide Agreement with
Beech Island, South Carolina to provide for the protection of life
and property of the citizens of Augusta-Richmond County,
Georgia and Beech Island, South Carolina and to authorize the
Mayor to execute the appropriate documents.
Background:This agreement is to provide for assistance when disasters occur to
the magnitude which would necessitate the combined effort of
both agencies to mitigate said disaster(s) and is applicable to all
areas within the boundary of Beech Island, South Carolina, as well
as all areas within Augusta Richmond County, Georgia
Analysis:
Financial Impact:
Alternatives:None at this time.
Recommendation:Approve a Mutual Aide Agreement with Beech Island, South
Carolina to provide for the protection of life and property of the
citizens of Augusta-Richmond County, Georgia and Beech Island,
South Carolina and to authorize the Mayor to execute the
appropriate documents.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Public Safety Committee Meeting
8/30/2016 1:15 PM
Approve Mutual Aid Agreement Between Augusta, GA and Harlem, GA
Department:Fire
Presenter:Christopher E. James, Fire Chief/EMA Director
Caption:Motion to approve entering into a Mutual Aide Agreement with
Harlem, Georgia to provide for the protection of life and property
of the citizens of Augusta-Richmond County, Georgia
and Harlem, Georgia and to authorize the Mayor to execute the
appropriate documents.
Background:This agreement is to provide for assistance when disasters occur to
the magnitude which would necessitate the combined effort of
both agencies to mitigate said disaster(s) and is applicable to all
areas within the boundary of Harlem, Georgia, as well as all areas
within Augusta Richmond County, Georgia
Analysis:
Financial Impact:
Alternatives:None at this time.
Recommendation:Approve a Mutual Aid Agreement with Harlem, Georgia to
provide for the protection of life and property of the citizens of
Augusta-Richmond County, Georgia and Harlem, Georgia and to
authorize the Mayor to execute the appropriate documents.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Forms Management System (FMS) Forms Count as of 7/29/2016
Live Forms
Form Name Department Occurrences
1 ADMIN - CIP Application Administrator's Office 1
2 PRO - Procurement Solicitation Checklist Procurement 1
3 CLERK - C.A.B. Application Clerk of Commission 2
4 HR - Neo-Gov Requisitions Human Resources 2
5 ENG - Daily Report Engineering 5
6 PRO - New Vendor Information Procurement 8
7 ENG - Right of Way Encroachment Engineering 9
8 RCSO - Vacation House Watch Sheriff's Office 10
9 IT - VPN Employee Access Request IT 14
10 HCD - Community Engagement Seminar Housing & Community
Development 15
11 IT - Technology Budget Request Form IT 16
12 HCD - ESG Grants Application Housing & Community
Development 17
13 RCSO - Neighborhood Watch Sheriff's Office 19
14 HCD - CDBG Grants Application Housing & Community
Development 23
15 ENG - Stormwater Exception Engineering 26
16 Admin - Request For Leave Administrator's Office 29
17 PRO - Annual Contract Vendor Performance
Review Procurement 30
18 Mayor - Annual Easter Egg Drop Mayor's Office 35
19 IT - Invoice Submission Form IT 48
20 IT - Mobile Device Request IT 75
21 IT - Vendor Firewall Access Request IT 297
TOTAL FORMS PROCESSED 682
Public Safety Committee Meeting
8/30/2016 1:15 PM
Forms Management System Update
Department:Information Technology
Presenter:Michael Blanchard
Caption:Update the Commission on the Status of the Forms Management
System.
Background:In 2015, the Information Technology (IT) Department received
approval from the Augusta Commission to implement a system
that would permit the city to replace existing digital forms and
paper forms with a digital, automated system that was intended to
assume most of the functions currently being handled by paper
forms citywide. This system, which is known as the Forms
Management System (FMS) uses Laserfiche Forms software in
order to accomplish its mission. The FMS permits Augusta
government to load a form on a web site, allow a citizen or
employee to enter information into a form via a desktop or mobile
device, then submit that information through a workflow process
which would take the form from entry to final storage in a
document management system. Along the way the data is
reviewed and either approved or rejected by various persons. The
system can also interact with our other databases, and additional
information can be attached to the forms as they are
processed. The final version of the form is placed in the document
repository.
Analysis:The FMS became a live system in February 2016. By the end of
July 2016, there were twenty-one forms that have either been
made live or were in final testing with the customer departments.
The list of these forms is included as an attachment to the agenda
item. At the end of July, 682 individual forms had been submitted
through the system. There are a number of other forms that are in
various stages of development, including the following: • Budget
Transfer Request (Finance) • Finance Department Leave Request
Form (Finance) • Capital Improvements Program (CIP)
Application Form (Administrator’s Office) • Request for
Personnel Action (RPA) Form (Human Resources) • New Vendor
Information Form (Procurement) • Motor Vehicle Refund Request
(Tax Commissioner’s Office) • Incident Report Form (Risk
Management) • Accident Report Form (Risk Management)
Financial Impact:N/A
Alternatives:N/A
Recommendation:Accept as Information
Funds are Available
in the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Public Safety Committee Meeting
8/30/2016 1:15 PM
Hazard Mitigation Grant From GEMA for Severe Weather Sirens
Department:Fire Department
Presenter:Christopher E. James, Fire Chief/EMA Director
Caption:Motion to accept a Hazard Mitigation Grant from GEMA for the
purchase and installation of 4 Severe Weather Warning Sirens and
approve the Mayor to execute all grant paperwork.
Background:The warning system will provide notifications of severe weather
conditions that have the potential to cause extensive property
damage and severe injuries, such as a tornado or hazardous
material release. Then system would consist of multiple
strategically placed sirens to warn the County’s citizens to take
shelter. The system will increase the notification to the
community’s risks associated with natural and man-made hazards
affecting the County.
Analysis:
Financial Impact:
Alternatives:None at this time.
Recommendation:To accept a Hazard Mitigation Grant from GEMA for the
purchase and installation of 4 Severe Weather Warning Sirens and
approve the Mayor to execute all grant paperwork
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Public Safety Committee Meeting
8/30/2016 1:15 PM
Minutes
Department:Clerk of Commission
Presenter:
Caption:Motion to approve the minutes of the Public Safety Committee
held on August 9, 2016.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Invitation To Bid
Sealed bids will be received at this office until Tuesday, May 3, 2016 @ 3:00 p.m. for furnishing:
Bid Item #16-160 Automatic External Defibrillator (AED’s) for Augusta Fire Department
Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams, Director
Augusta Procurement Department
535 Telfair Street - Room 605
Augusta, Georgia 30901
Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid
documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room
605, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA
Procurement Department.
A Mandatory Pre Bid Conference will be held on Tuesday, April 12, 2016 @ 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 Wednesday, April 13, 2016
@ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered.
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.
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.
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 March 3, 10, 17, 24, 31, April 7, 2016
Metro Courier March 9, 2016
Unit Cost Total Price Unit Cost Total Price Unit Cost Total Price Unit Cost Total Price Unit Price Total Price Unit Price Total Price
$1,650.24 $49,507.20 $1,271.00 $38,130.00 $1,341.49 $40,244.70 Non-
Compliant
Non-
Compliant $844.90 $25,347.00 Non-
Compliant
Non-
Compliant
$160.00 $640.00 $209.66 $838.64 $219.89 $879.56 $349.49 $1,397.96
VENDORS
Attachment B
E-Verify Number
SAVE Form
Addendum #1
Training Kit
Description
Automatic
External
Defibrillator
(AED's)
Moore Medical
1690 New Britain Ave.
Farmington, CT 06032
Yes
One Beat CPR
4350 Oakes Road
ste 500-501
Fort Lauderdale, FL
33314
Yes
667534
Yes
Yes
40635
Yes
Yes Yes
963868
No
Yes
193018
Yes
Yes
TriMedCo Inc
1535 Oak Industrial Ln.,
Suite F
Cumming, GA 30041
Northstar Medical
6308 E Fulton St
ADA, MI 49301
Yes Yes
967266
Yes
Yes
Bid Item #16-160
Automatic External Defibrillator (AED's)
For Augusta, Georgia – Fire Department
Bid Due: Tuesday, May 3, 2016 @ 3:00 p.m.
Total Number Specifications Mailed Out: 11
Pre-Bid/Telephone Conference: 5
Total packages submitted: 6
Total Noncompliant: 2
Physio Contol
11811 Willows Rd NE
Redmond, WA 98073
Yes
498026
No
Yes
Bound Tree Medical
5000 Tuttle Crossing
Blvd
Dublin, OH 43016
Page 1 of 1
Public Safety Committee Meeting
8/30/2016 1:15 PM
Vendor Award - Bid Item #16-160 Automatic External Defibrillator
Department:Fire
Presenter:Christopher E. James, Fire Chief/EMA Director
Caption:Motion to authorize award of Bid Item #16-160 to purchase
Automatic External Defibrillators to One Beat CPR.
Background:The Augusta Fire Department, through the Augusta Procurement
Department sealed bid process, requested bids for automatic
external defibrillators for use by firefighters at EMS calls. These
will replace AED units that have exceeded their service life.
Analysis:After careful review and scoring of the proposals submitted to the
Procurement Department in response to Bid Item #16-160
Automatic External Defibrillators, One Beat CPR was the only
vendor that met all the criteria outlined in the specification
Financial Impact:Funding for this contract is allocated in the Fire Department's fund
balance. Total cost to replace the current equipment is $50,147.20
Alternatives:None at this time.
Recommendation:To approve the motion to authorize award of Bid Item #16-160 to
purchase Automatic External Defibrillators to One Beat CPR.
Funds are Available
in the Following
Accounts:
274000000-1342210
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission