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Home My WebLink About2017-05-30 Meeting Minutes Public Safety Committee Meeting Commission Chamber - 5/30/2017 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; D. Williams, Chairman; Smith, Vice Chairman; Jefferson and Sias, members. PUBLIC SAFETY 1. Motion to accept as information the emergency procurement purchase of replacing the Uninterruptible Power Supply (UPS) system for the 911 Center. Current system is unreliable. 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 Andrew Jefferson Passes 2. Motion to approve the minutes of the Public Safety Committee held on May 9, 2017. 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 Andrew Jefferson Passes 3. Motion to approve reappointing Fire Chief, Chris James, to the Region VI EMS Council. Item Action: Approved www.augustaga.gov Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Sammie Sias Commissioner Andrew Jefferson Passes 4. Motion to approve acceptance of a supplemental State grant in the amount of $6,200 to support the operations of the State Court Veterans Court program for the period of April 1, 2017 - June 30, 2017. 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 Andrew Jefferson Passes Public Safety Committee Meeting 5/30/2017 1:15 PM Attendance 5/30/17 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: From: Sheila Paulk Sent: Monday, May 15, 2017 12:58 PM To: Daniel Dunlap; Geri Sams Cc: Nancy M. Williams; Darrell White; Tommy Brown; Sanita Cheatham; Louis C. Brazzell; Doreen Holmes Subject: RE: Quote to replace UPS at 911 Center Mr. Dunlap, Ms. Sams has approved the Emergency Procurement. Please email a requisition to Doreen Holmes (Procurement) with your justification memo. We will process the PO. Sheila D. Paulk Procurement Department (706) 821-2861 Direct or (706) 821-2811 Fax Thank You For Doing Business With Us...... Augusta, Georgia - Procurement Department spaulk@augustaga.gov www.augustaga.gov for Bid Info click or Scan our QR Code select City Services; then ARCBid Read & Accept Disclaimer; Select Open Bids, etc. Available 24 Hours a Day!! From: Daniel Dunlap Sent: Monday, May 15, 2017 10:02 AM To: Geri Sams <gsams@augustaga.gov> Cc: Nancy M. Williams <NWilliams@augustaga.gov>; Sheila Paulk <SPaulk@augustaga.gov>; Darrell White <DWhite2@augustaga.gov>; Tommy Brown <Brown@augustaga.gov>; Sanita Cheatham <SCheatham@augustaga.gov>; Louis C. Brazzell <CBrazzell@augustaga.gov> Subject: RE: Quote to replace UPS at 911 Center Good morning Ms. Sams – Attached are the following for the UPS system replacement at the 911 Center: 1. Updated quote for the UPS replacement system with corrected pricing. 2. Specification sheet for the UPS system, which includes one year warranty. 911 would seek to extend warranty/execute service contract prior to end of one year performance period. We are sending this to Procurement for review (step #1 listed below) and we are confident with the pricing. Please let us know when we may proceed with placing it on the Committee Agenda. Thank you for your help! Daniel R. Dunlap, ENP 911 Director Augusta 911 Center From: Geri Sams Sent: Saturday, May 13, 2017 2:29 PM To: Daniel Dunlap <DDunlap@augustaga.gov>; Louis C. Brazzell <CBrazzell@augustaga.gov> Cc: Nancy M. Williams <NWilliams@augustaga.gov>; Sheila Paulk <SPaulk@augustaga.gov>; Darrell White <DWhite2@augustaga.gov> Subject: RE: Quote to replace UPS at 911 Center Mr. Dunlap, We are recommending an Emergency Procurement process. The attached quote need to be corrected is it Ninety Six Thousand Five Hundred Dollars or $95,500? Please note I did not see a warranty on the equipment? Will there be one, if so, how much and what are the terms and conditions? What are standard practices? May we have a copy of the specifications? Please review the highlighted area of the proposal. Thanks Please forward the corrected information and the requested details to Procurement. After the corrections are made: 1. Procurement will review along with the Administrator’s Office 2. 911 will be asked to proceed with the order after negotiating the final offer 3. 911 will place on Committee Agenda. Please make sure you route the item through the Procurement Office for attachments/documentation. Sec. 1-10-57. Emergency procurement selection method. Notwithstanding any other provisions of this chapter, the Procurement Director, Augusta, Georgia Administrator or constitutional officer may make or authorize others to make emergency procurement of equipment, supplies, services, general construction, or public works type construction services when there exists a threat to public health, welfare, or safety, or where daily operations are affected; provided that such emergency procurement shall be made with such competition as is practicable under the circumstances. As soon as practicable, a record of each emergency procurement shall be made and shall set forth the contractor's name, the amount and type of the contract, a listing of the item(s) procured under the contract, and the identification number of the contract file. A written report explaining the determination of the basis for the emergency and for the selection of the particular contractor shall be included in the contract file, and a copy of same provided the Augusta, Georgia Commission at their next regular meeting in the case of public works contracts as defined by Georgia Law or other Augusta, Georgia purchases when the value of the purchase exceeds twenty-five thousand dollars ($25,000). In the event an emergency should arise after office hours or on holidays or weekends which requires immediate action on the part of the using agency involved and where it is not possible or convenient to reach the Procurement Director, constitutional officer, or Administrator, the using agency head is authorized to make purchases. Such purchases shall be well documented, packaged for payment, and forwarded to the Procurement Director within twenty-four (24) hours, if possible, after occurrence. In the event the Board of Commissioners of Augusta, Georgia determines at an open meeting of which minutes are recorded, that an emergency exists, and there is an immediate need for goods, materials or supplies to relieve said emergency, the Board of Commissioners shall be allowed to approve purchases without bids in the event the Board has determined an emergency exists, but all such declarations of emergency shall be in strict accordance with applicable State law defining “emergency.” (1975 Ga. Laws p. 4334 as amended). From: Nancy M. Williams Sent: Saturday, May 13, 2017 1:06 PM To: Geri Sams <gsams@augustaga.gov> Subject: FW: Quote to replace UPS at 911 Center From: Daniel Dunlap Sent: Thursday, April 27, 2017 9:22 AM To: Nancy M. Williams <NWilliams@augustaga.gov> Subject: RE: Quote to replace UPS at 911 Center Thank you Nancy – According to reports from staff, the previous system appears to have worked well for a long time. Daniel From: Nancy M. Williams Sent: Wednesday, April 26, 2017 5:45 PM To: Daniel Dunlap <DDunlap@augustaga.gov> Subject: RE: Quote to replace UPS at 911 Center This does appear to be an emergency procurement procedure. We would need to discuss the details with Ms. Sams. Were you satisfied with the previous system? What range do you anticipate for the replacement? From: Daniel Dunlap Sent: Wednesday, April 19, 2017 3:59 PM To: Nancy M. Williams <NWilliams@augustaga.gov>; Darrell White <DWhite2@augustaga.gov>; Salasha Singleton <SSingleton@augustaga.gov> Cc: Louis C. Brazzell <CBrazzell@augustaga.gov> Subject: FW: Quote to replace UPS at 911 Center Good afternoon Nancy/Darrell/Salasha – Please see the attached quote for a UPS replacement at the 911 Center. This vendor installed and previously maintained the original UPS system (3 units) in the 911 Center, which have exceeded their lifetime. Recent power outages have exposed deficiencies in our environment – as evident by a loss of power we experienced on April 3, 2017 during severe storms (UPS system did not successfully provide backup power while generator fired up). The original UPS system is no longer maintainable and it was discovered that not all of the 911 workstations are currently on the building UPS system (additional workstations added to the 911 Center were not connected to the UPS system upon completion of their assembly). We are reaching out for guidance, as we are potentially in an ‘at risk’ situation with the current units being unreliable for 24/7 emergency 911 communications. Prior to the incident on April 3rd, the 911 and IT department were exploring RFP examples, and we are seeking the opinion of Procurement if an RFP is necessary or if that route would take more than a reasonable amount of time considering the possible impact we could experience with additional power outages. Please let us know the preferred path to proceed. Thank you, Daniel R. Dunlap, ENP 911 Director Augusta 911 Center 911 4th Street Augusta, GA 30901 ddunlap@augusta.gov |?706.821.1209 |?706.829.7560 Please consider the environment before printing this email. This e-mail contains confidential information and is intended only for the individual named. If you are not the named addressee, you should not disseminate, distribute or copy this e-mail. Please notify the sender immediately by e-mail if you have received this e-mail by mistake and delete this e-mail from your system. The City of Augusta accepts no liability for the content of this e-mail or for the consequences of any actions taken on the basis of the information provided, unless that information is subsequently confirmed in writing. Any views or opinions presented in this e-mail are solely those of the author and do not necessarily represent those of the City of Augusta. E-mail transmissions cannot be guaranteed to be secure or error-free as information could be intercepted, corrupted, lost, destroyed, arrive late or incomplete, or contain viruses. The sender therefore does not accept liability for any errors or omissions in the content of this message which arise as a result of the e-mail transmission. If verification is required, please request a hard copy version. AED:104.1 From: Tommy Brown Sent: Wednesday, April 12, 2017 9:01 PM To: Daniel Dunlap <DDunlap@augustaga.gov>; Jonathan L. English <English@augustaga.gov> Subject: Fwd: Quote to replace UPS at 911 Center I am forwarding the quote from Whitaker Electric. I think it sounds great and will serve the 911 center needs very well. I will be back in the office Monday if you have any questions. Tommy Sent from my Verizon 4G LTE smartphone -------- Original message -------- From: alan hall <alan_hall@bellsouth.net> Date: 4/12/17 3:46 PM (GMT-05:00) To: Tommy Brown <Brown@augustaga.gov> Subject: Quote to replace UPS at 911 Center Tommy, Please see the attached quote. Please call me with any questions. Alan Hall Whitaker Electric Co. Inc. 2200 Plemmons Rd. Appling, Ga. 30802 Phone: 706-556-9692 Fax: 706-556-9675 Mobile: 706-564-8930 Please consider the environment before printing this email. This e-mail contains confidential information and is intended only for the individual named. If you are not the named addressee, you should not disseminate, distribute or copy this e-mail. Please notify the sender immediately by e-mail if you have received this e-mail by mistake and delete this e-mail from your system. The City of Augusta accepts no liability for the content of this e-mail or for the consequences of any actions taken on the basis of the information provided, unless that information is subsequently confirmed in writing. Any views or opinions presented in this e-mail are solely those of the author and do not necessarily represent those of the City of Augusta. E-mail transmissions cannot be guaranteed to be secure or error-free as information could be intercepted, corrupted, lost, destroyed, arrive late or incomplete, or contain viruses. The sender therefore does not accept liability for any errors or omissions in the content of this message which arise as a result of the e-mail transmission. If verification is required, please request a hard copy version. 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Pepeecxe s?q uels,$ sdn lueunc eqJ 'snoFes sl reluaS I 16 eql lB ue$r(s sdn luermc eqlJo elsls aqJ .reluec I 16 arp lu rue$,(s (san) {1ddng re*\od elqutdnrretu$n eqr Eulceldar rog oseqcmd luaruJ.rncor4 r(cueErerug eql roJ uollecupsnlsu umpuurotueru sltp tdaccu esBeld ruer[S Sdn I 16 - osotlcmd luelrlerncor4 fcua8reug:1cefqng :TUOJJ :OI :el?([ rolroJlo lusls!ssv lrrqfroqJ qluBs fr/fr rorcercl 116 'deluns 'u loluBc rolceJl( lueuoJncoJd'surug uag 4t0Z.SI ,(BIAI ruNON\ruOhIflIAI ropar!o dr;unq'U F!u6O UfJ.Nflf, I.I.6 YISNCOY Public Safety Committee Meeting 5/30/2017 1:15 PM Emergency UPS System Installation Purchase Department:911 Presenter:Daniel R. Dunlap Caption:Motion to accept as information the emergency procurement purchase of replacing the Uninterruptible Power Supply (UPS) system for the 911 Center. Current system is unreliable. Background:The state of the current UPS system at the 911 Center is serious. The current UPS system has exceeded its lifetime and is no longer maintainable. Recent power outages have exposed deficiencies in our environment – as evident by losses of power to our critical infrastructure during severe weather. During these interruptions of power, the UPS system did not successfully provide instantaneous power while the generator started up to provide backup power. Additionally, not all of the 911 workstations are configured to operate on the current building UPS system. Analysis:With the 911 Center being in an “at risk” situation, due to the current UPS system being unreliable for 24/7 emergency 911 communications, we request for the emergency procurement procedures to be implemented, as normal procurement methods would take more than a reasonable amount of time and considering the possible impact we could experience with additional power outages. Financial Impact:We have provided a quote for system replacement by the vendor who originally installed the current system and we are confident in their work, as they are familiar with our facility. If approved, our intent would be to enter into a maintenance agreement prior to the end of the warranty period on the new equipment. Capital equipment funding was budgeted for this project for this year and we are accelerating the timeline due to the critical nature of the failures. Alternatives: Recommendation:Procurement has approved the emergency purchase for the equipment and the department is providing this notification as information. Funds are Available in the Following Accounts: Capital outlay funding of $116,000 was approved for equipment replacement in 2017 fiscal year. Account 272-037110 Object Code 5431110. REVIEWED AND APPROVED BY: Procurement. Finance Law Administrator Clerk of Commission G E7O: *'-'O I Public Safety Committee Meeting Commission Chamber - 5l9lz0l7 ATTENDANCE: Present: Hons. D. williams, chairman; Smith, vice chairman; Jefferson and Sias, members. Absent: Hon. Hardie Davis, Jr., Mayor. PUBLIC SAFETY 1. Motion to approve County Capacity Agreement for state inmates being housed ltem in the Richmond County Correctional Institution from July 1, 2017 until June Action:30,2018. Approved 4_0. 2. Motion to approve the minutes of the Public Safety Committee held on April 25, 2017. Motions Motion Type Approve Motions Motion Type Approve Motion Text Made By Seconded By Motion toapprove. Commissioner Commissioner Motion Passes Sammie Sias Andrew Jefferson Motion Text Made By Seconded By Motion toapprove. Commissioner Commissioner Motion Passes Sammie Sias 4-0. Andrew Jefferson Motion Result Passes Motion Result Passes Item Action: Approved www.augustaga.gov Public Safety Committee Meeting 5/30/2017 1:15 PM Minutes Department: Presenter: Caption:Motion to approve the minutes of the Public Safety Committee held on May 9, 2017. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Public Safety Committee Meeting 5/30/2017 1:15 PM Region VI EMS Council Department:Administrator's Office Presenter:Chester Brazzell, Deputy Administrator Caption:Motion to approve reappointing Fire Chief, Chris James, to the Region VI EMS Council. Background:Currently Chief James is serving a reappointed Region VI Council term that extends through June 30, 2017. This appointment was approved by the Augusta, Georgia Commission August 6, 2017. Analysis:The Fire Department plays an essential role in providing protective services to the citizens of Augusta, Georgia. Therefore, the Department should maintain a seat on the Council. Financial Impact:The meetings are local. No expenses are anticipated. Alternatives:1) Reappoint Chris James to the Region VI EMS Council. 2) Allow the position on the Council to be vacant. Recommendation:Reappoint Chris James to the Region VI EMS Council. Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Public Safety Committee Meeting 5/30/2017 1:15 PM State Court Accountability Court Veterans Program Department:Richmond County State Accountability Court Presenter:Crystal Page Caption:Motion to approve acceptance of a supplemental State grant in the amount of $6,200 to support the operations of the State Court Veterans Court program for the period of April 1, 2017 - June 30, 2017. Background:Georgia's Accountability Court Funding Committee has awarded the Richmond County State Court Veterans Court a supplemental grant award in the amount of $6,200 to support the operations of the Court. These operations include drug testing supplies and treatment services. This award is effective April 1, 2017 through June 30, 2017. Analysis: Financial Impact:Supplemental Grant award is $6,200 with a match of $688 which can be supported by the Accountability Court budget. Alternatives: Recommendation:Approve Funds are Available in the Following Accounts: Grant award of $6,200 with a match of $688 to come from 204000000/3511410 (participants court fees). REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission