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HomeMy WebLinkAbout2018-09-25 Meeting Minutes Public Safety Committee Meeting Commission Chamber - 9/25/2018 ATTENDANCE: Present: Hons. Smith, Vice Chairman; Jefferson and Sias, members. Absent: Hons. Hardie Davis, Jr., Mayor; D. Williams, Chairman. PUBLIC SAFETY 1. Motion to approve the grant award in the amount of $15,000 for spay/neuter surgeries from Best Friends. Item Action: None Motions Motion Type Motion Text Made By Seconded By Motion Result This item was approved in the Called Meeting of September 25, 2018. 2. Motion to approve the minutes of the Public Safety Committee held on September 11, 2018. 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 Commissioner Andrew Jefferson Passes 3. Motion to accept update of RFP 19-350 Emergency (911) Ambulance Services and approve Emergency Ambulance Service Fees. (Approved by Public Safety Committee September 11, 2018 - referred from September 18 Commission meeting) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Delete Motion to delete this item from the agenda. Motion Passes 3-0. Commissioner Sammie Sias Commissioner Andrew Jefferson Passes 4. Motion to award RFP 19-350 Emergency Ambulance Services and to authorize the Mayor to execute the contract(s) pursuant to the RFP. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Delete Motion to delete this item from the agenda. Motion Passes 3-0. Commissioner Sammie Sias Commissioner Andrew Jefferson Passes www.augustaga.gov Public Safety Committee Meeting 9/25/2018 1:15 PM Attendance 9/25/18 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: FY 2018 GRANT AGREEMENT BASIS Best Friends Animals Society (“Best Friends” or “BFAS”) is a 501(c)(3) nonprofit corporation based in Kanab, Utah, whose mission is No More Homeless Pets®. Best Friends is sponsoring a program (the “Program”) to provide grants to animal welfare organizations who are working to save animal lives by providing an unfunded or underfunded need in the areas they serve. Recipient is a 501(c)(3) nonprofit animal welfare charity or a municipal shelter. Recipient been selected to receive a grant. In consideration of the receipt of this grant, Recipient agrees to the following terms: AGREEMENT Grant Amount and Term Name of Organization: Augusta Animal Services EIN # 58-2204274 This is a one-time grant in the amount of: $15,000 The grant shall be disbursed as follows: · Grant funds will be awarded upon receipt of all requested signed agreements and forms. Agreements and forms must be returned by September 20th, 2018 · The period of this grant project is September through December, 2018. All funds must be spent by December 31st, 2018 Use of Grant Funds Recipient agrees to use the grant for the program or project described in this agreement and for no other purposes unless expressly approved in writing by Best Friends. Grant Recipient Responsibilities A. Specific Objectives Recipient agrees that grant funding will be used only to: · Spay/Neuter as many as 200 adoptable animals · A reduction in shelter death of as many as 200 animals over the same period compared to calendar year 2017 B. Grant Reports Recipient agrees to make reasonable efforts to provide Best Friends with monthly progress reports as well as a final report detailing grant expenditures, program progress/results, other pertinent statistics, within 45 days of the end of the project. Reports will be requested on the following dates: · The 15th of each month detailing the intakes and dispositions of all animals broken down by species and disposition type Reports shall be submitted on forms provided by Best Friends. Each report will cover one calendar month and shall require a detailed accounting of how the grant funds have been spent as well as reporting on the results of the grant project. A sample report worksheet will be provided. · Grant report will include - detailed documentation of how the funds were spent (including receipts, if requested) · Data and details on numbers of: o Spay/neuters o The clinic where surgery was provided o The outcome of animals who received surgery · If applicable, report on lifesaving impact: reduction in shelter deaths as a result of this project monthly as evidenced by municipal shelter statistics. C. Grant Program Branding Terms and Promotion Recipient shall cooperate with Best Friends regarding the promotion of the Program. All press, news, or other media releases and other forms of publicity relating to the Program, including web-based communications and social media posts must be pre- approved by Best Friends. Any such publicity efforts proposed by Recipient shall acknowledge the participation of Best Friends and shall be submitted by Recipient to Recipient’s appointed contact at Best Friends for review and approval not less than 4 days in advance of the proposed dissemination date. Materials may not be disseminated without the express approval of Best Friends. This provision shall apply only to promotion of the Grant Project and not to other efforts carried out by Recipient. Recipient agrees that BFAS may issue reports or statements to its members, the media and the public about the grant and identifying Recipient. This includes, but is not limited to websites, newsletters, press releases, magazine articles, blogs, and podcasts. Recipient shall reasonably cooperate with Best Friends Network staff, Volunteer Team Leaders, and News or Magazine writers in the production of such news content. Recipient agrees to use its best efforts to promote the Grant Project through its website, newsletters, electronic news distributions, press releases and other reasonable venues. Recipient agrees, during the Grant Period, to include a link to the home page of Best Friends’ website whenever the Grant Project is mentioned by Recipient on its website or in other social media. Recipient shall use its best efforts to ensure that press releases, interviews and other communications efforts related to the Grant Project and any events held in conjunction with the Grant Project indicate the support and involvement of Best Friends. Neither party may use each other’s logos, trademarks, or other intellectual property without express permission. Grant Recipient Representations and Warranties Recipient represents and warrants as follows: · Recipient is a qualified 501(c)(3) entity or government organization; · Recipient is an activated member of BFAS No More Homeless Pets Network unless approved otherwise; · The individual signing this Agreement on behalf of Recipient is duly authorized to do so. Grant Restrictions In addition to abiding by the requirement that the grant funds be used in furtherance of the program described in this agreement, Recipient specifically agrees that no portion of the grant funds will be used for any of the following: (i) to lobby or otherwise attempt to influence legislation; (ii) to influence outcome of any specific public election or participate or intervene in any political campaign on behalf of any candidate for public office or conduct, directly or indirectly; (iii) to support or oppose any elected official or candidate for public office or on any particular issue. Termination by Best Friends Best Friends may immediately terminate this Agreement without penalty or any further obligation. Such event shall not constitute an event of default. All obligations of Best Friends will cease upon the date of termination. Photo, Video, Digital and Audio Release Recipient grants to BFAS permission and rights to photograph, video, and audio record any of Recipient’s programs or events for the duration of the grant. Recipient grants to BFAS the right to indefinitely use such photographs, videos or digital images and voices. This release covers all photos, videos, and audio recordings made by BFAS or its employees, contractors or agents. Recipient understands and agrees that these photographs, videos, or digital images and recordings may be used by BFAS in its sole discretion including for identification purposes, to promote or report about BFAS events, activities and mission; to raise donations, or for other purposes. This includes, but is not limited to, any royalties, proceeds, or other benefits derived from such images or recordings. This release remains in effect even after the end of the grant period. Recipient further agrees not to make any claim against BFAS or its employees, contractors or agents for the use of these photographs, videos or digital image or voice recordings. Recipient understands this agreement releases and forever discharges BFAS from any liability to Recipient, its successors, and assigns with respect to personal injury, property damage or other loss or damages that may result as a result from the making and use of photographs, videos or digital image or voice recordings. Non Disparagement Recipient agrees not to willfully and intentionally disparage BFAS during the grant period. Release Recipient, its directors, officers, employees, representatives, agents, successors and assigns, agrees never to bring a claim or suit against BFAS relating to the grant program and its receipt of grant funds. Recipient agrees BFAS and its directors, officers, employees, representatives, agents, successors and assigns are not responsible for any of the decisions, plans, guidelines, work, or activities related to or arising from the program. Recipient releases BFAS and its directors, founders, employees, officers, agents, representatives, contractors, volunteers, successors and assigns from all liability arising from any work or activities related to the program or this grant. Recipient understands this agreement discharges BFAS and its directors, founders, employees, officers, agents, representatives, contractors, volunteers, successors and assigns from any liability to Recipient with respect to bodily injury, personal injury, illness, death, property damage or other loss of any kind or nature whatsoever, direct or indirect, known or unknown, that may result as a result of Recipient’s work, participation and activities related to this program or grant. Recipient releases BFAS and discharges BFAS and its directors, founders, employees, officers, agents, representatives, contractors, volunteers, successors and assigns from any liability for Best Friends’ own negligence or liability that may result in bodily injury, personal injury, illness, death, property damage or other loss of any kind or nature whatsoever, direct or indirect, known or unknown, that may result as a result of Recipient’s work, participation and activities related to this program or grant. Survival of Terms The intellectual property rights, including the rights to use photos, digital, audio and video materials, agreed to in this agreement are perpetual. The releases and indemnity agreements are perpetual. Penalties Recipient agrees to make reasonable efforts to comply with all requirements and objectives of the Program; however, Recipient shall not incur any penalties for failure to fully comply with any requirement or objective of the Program. Recipient also understands that its failure to comply with any Program requirement stated in this agreement may affect future decisions regarding the Recipient’s grant funding. Proprietary Information It is not anticipated that Recipient will have access to BFAS proprietary information as a result of this grant Agreement. Nonetheless, Recipient acknowledges and agrees that in the event Recipient learns of or comes into possession of any BFAS proprietary information, specifically including donor and/or member lists, Recipient will notify BFAS and return said information. Recipient agrees that it will not use, supply or disclose any Proprietary Information it happens to learn of to any third party. Other These contract terms bind the successors and assigns of Recipient. Each term of this Agreement is material. Recipient expressly agrees the releases and indemnity agreement are intended to be as broad and inclusive as permitted by law. Recipient agrees that in the event that any clause or provision of this agreement shall be held to be invalid by any court of competent jurisdiction, the invalidity of such clause or provision shall not otherwise affect the remaining provisions of this agreement. This is the entire agreement between the parties and supersedes any other verbal or written statements, representations, or promises. This agreement may be signed in counterparts. This Agreement shall be governed by and interpreted in accordance with the laws of the State of Georgia. Any disputes arising out of or related to this Agreement will be resolved in a Georgia State Court of competent jurisdiction. By signing below, Recipient and Best Friends acknowledge and agree to the terms of this Grant Agreement. Augusta Georgia By: ____________________ Title: Mayor Date: __________________ Best Friends Animal Society By: __________________ Title: ________________ Date: ________________ Public Safety Committee Meeting 9/25/2018 1:15 PM Approve $15,000 Grant for Spay/Neuter Department:Augusta Animal Services Presenter:Crystal Eskola Caption:Motion to approve the grant award in the amount of $15,000 for spay/neuter surgeries from Best Friends. Background:Augusta Animal Services has sought additional resources to fund spay/neuter surgeries. On September 17, 2018 August Animal Services was contacted via a telephone call by Best Friends regarding a grant award. This grant award is available due to Best Friends having remaining funds available for spay/neuter surgeries. Best Friends is a non-profit offering this grant opportunity to Augusta Animal Services. This grant award of $15,000 offered to Augusta Animal Services is only available to the end of the month (September 2018). Analysis:The funds will be used to spay/neuter approximately 200 animals that will be adopted. Financial Impact:The grant award is for $15,000 towards spaying and neutering. This grant requires no matching funds. Alternatives:To approve the grant award in the amount of $15,000 for spay/neuter surgeries from Best Friends. To not approve the grant award in the amount of $15,000 for spay/neuter surgeries from Best Friends. Recommendation:To approve the grant award in the amount of $15,000 for spay/neuter surgeries from Best Friends. Funds are Available in the Following Accounts: This is a grant award which requires no matching funds. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Public Safety Committee Meeting Commission Chamber - 9llll20l} 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 the Recipient-subrecipient Agreement, and the Item Application/Agreement for reimbursement of the expenditures of Hurricane Action: Irma and authorize the Mayor to execute all necessary documents. Approved Motions |'#:"" Motion Text Made By seconded By Motion to ^ aDDrove.APProve Motion passes 4-0. Commissioner Commissione Andrew Jefferson Sammie Siur't Passes Motion Result Motion Result Item Action: Approved 2. Approve the purchase of a LMRS, customer support contract with Augusta Communications Inc., ongoing operating expenses, revenue collection, and support personnel. RFP 18-120 Motions Motion Motion Textrype Motion to Approve ffi5i:hasses 4_0. Made By Commissioner Andrew Jefferson Seconded By Commissioner Sammie Sias 3. Passes Approve a three (3) year continuation for AT&T service contracts to provide Item upgraded flexibility, increased speed and reduce operating costs. Action: Approved Motions Motion Type Approve 4-0. 4. Discuss the matter of closing fire stations due to a lack of fire personnel ltem available to operate fire equipment and requiring off-duty firemen to work and Action: be paid overtime. (Requested by Commissioner Marion Wiltiams) Approved Motion Text Made By Motion to approve. Commissioner Motion Passes Andrew Jefferson Made By Motion Text Made By Motion to approve. Commissioner Motion Passes Andrew Jefferson 4-0. seconded By HXil Commissioner^ . ^! PassesJammle Jlas Motions ryJ:" Motion rext Motion to approve A --*^-.^ receiving this item as CommissionerAPProve information. Grady Smith Motion Passes 4-0. Seconded By Commissioner Andrew Jefferson Motion Result Passes 5. Motion to approve the minutes of the Public Safety Committee held on August ltem28,2018. Action: Approved Motions Motion Type Approve 6. Motion to approve SAMHSA grant award for the Richmond County Item Accountability Court Programs. Action: Approved Motions r#:"" Motion Text Made By seconded By f"'r[iJ Commissioner PassesJammre slas Seconded By Motion Result Approve Motion to Commrssloner Commissioner Passes approve. Andrew Jefferson Sammie Sias Motion Passes 4-0. 7. Update of RFP 19-350 Emergency (911) Ambulance Services and Motion to Item Approve Emergency Ambulance Service Fees. Action: Approved Motions X:t:"' Motion Text Made By seconded By MotionfYPe --r ---------; Result Motion to Approve ffiSi,Xrasses ff,T,T,:'Ji*.' i:T,T#'""#II,", passes 4-0. www.augustaga.gov Public Safety Committee Meeting 9/25/2018 1:15 PM Minutes Department:Clerk of Commission Presenter: Caption:Motion to approve the minutes of the Public Safety Committee held on September 11, 2018. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: RFP 19-350 Emergency (911) Ambulance Services Procurement Timeline - RFP submittal period advertised to the public September 6, 11, 13, 2018 - Question Submittal Deadline September 14, 2018, 5:00 PM - RFP submittal period closed to the public September 21, 2018 - Evaluation Meeting September 21, 2018 - Evaluators’ recommendation to Commission Committee September 24, 2018 - Public Safety Agenda September 25, 2018 Billing for Ambulance Services Proposed Charges: This rate structure applies to Augusta’s ambulances whether or not Augusta becomes the zone provider. This rate structure will also apply to any sub- contractors in the event Augusta becomes the zone provider. - Transport $1150 - Mileage $16.50/mile - Treat & No Transport $200 Collections: For people who are financially unable to pay, we see no reason to pursue them and risk exposing them to financial ruin. Back-billing: For people whose insurance does not cover the full cost of transport, we will not back-bill those patients and simply accept insurance payments. Public Safety Committee Meeting 9/25/2018 1:15 PM Update of RFP 19-350 Emergency (911) Ambulance Services Department:Procurement/Fire Presenter: Caption:Motion to accept update of RFP 19-350 Emergency (911) Ambulance Services and approve Emergency Ambulance Service Fees. (Approved by Public Safety Committee September 11, 2018 - referred from September 18 Commission meeting) Background:Augusta, Georgia Consolidated Government (“Augusta”) desires to contract with one or more companies to obtain emergency ambulance services in addition to those provided by Augusta, Georgia. Augusta intends, however, to obtain and remain the designated 911 EMS Provider for all of Augusta. Augusta, Georgia, located in the east central section of the state, is approximately 150 miles east of Atlanta on Interstate 20. The Savannah River serves as the boundary between Augusta and Aiken County, South Carolina. Augusta’s current population is about 200,000. Along with several other Georgia and South Carolina counties, the region is known as the Central Savannah River Area, commonly referred to as the CSRA, and is home to approximately half a million people. Augusta is Georgia’s second oldest and second largest city, founded during the British colonial period as a trading outpost. In 1996, the City of Augusta consolidated with Richmond County to form Augusta, Georgia. This consolidated governing body consists of a Mayor and 10 Commissioners. The successful Contractor(s) will evaluate, treat and/or transport all patients to the appropriate destination without regard to payment. Augusta desires proposals from those organizations that can provide all the services contemplated herein. Augusta reserves the right to make multiple awards. As part of the RFP, all participants in the EMS system will be required to follow Augusta's billing guidelines, including service fees. Therefore, the billing rates need to be set and approved by Commission. Analysis: On Friday, September 21, 2018 the Procurement Department will receive proposals. Augusta, Georgia intends to expedite this project through the Augusta Commission approval process as quickly as possible once the project evaluators make a recommendation. - RFP submittal period advertised to the public September 6, 11, 13, 2018 - Question Submittal Deadline September 14, 2018, 5:00 PM - RFP submittal period closed to the public September 21, 2018 - Evaluation Meeting September 21, 2018 - Evaluators’ recommendation to Commission Committee September 24, 2018 - Committee Agenda September 25, 2018 Financial Impact: Alternatives: Recommendation:Accept as information schedule for Emergency Ambulance Services RFP and approve service fees for Emergency Ambulance Services 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, September 21, 2018 @ 11:00 a.m. for furnishing: RFP Item # 19-350 Emergency (911) Ambulance Services for Augusta Georgia - Fire Department RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, September 14, 2018 @ 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 of120 days after RFPs have been opened, pending the execution of contract with the successful vendors. Request for Proposals (RFP) and specifications. An RFP shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the Request for Proposal including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waivable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFP number on the outside of the envelope. Proponents are cautioned that acquisition of RFP documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFP documents from unauthorized sources places the proponent at the risk of receiving incomplete or inaccurate information upon which to base 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 GERI A. SAMS, Procurement Director Publish: Augusta Chronicle September 6, 11, 13, 2018 Public Safety Committee Meeting 9/25/2018 1:15 PM Motion to award RFP 19-350 Emergency Ambulance Services and to authorize the Mayor to execute the contract(s) pursuant to the RFP Department:Fire/Procurement Presenter:Chief James/Geri Sams Caption:Motion to award RFP 19-350 Emergency Ambulance Services and to authorize the Mayor to execute the contract(s) pursuant to the RFP. Background:The Commission voted to apply for the Richmond County EMS Zone on August 14, 2018. The Richmond County EMS Zone opens on October 12, 2018. Zone applications are due no later than October 22, 2018. As part of the application process, Augusta will be required to not only identify if the applicant will contract with and/or use another licensed ambulance provider to provide all or part of the service but also must identify the percentage of service delivery to be completed by each identified contractor. As a result, Augusta must have its EMS plan contractors identified within the system prior to the deadlines identified above. The Emergency Ambulances Services RFP (19-350) was published on September 6, 2018. The submittals are due no later than September 20, 2018 and will be evaluated and scored on September 21, 2018. In the presentation presented to the Public Safety Committee on September 11, the September 25 Public Safety Committee was the date identified to bring this matter forward to Committee. The materials supporting the award of this RFP will be forwarded to all the Commissioners no later than Monday, September 24, 2018. Analysis:Awarding the RFP is necessary in order for Augusta to apply for the Richmond County EMS Zone as voted by the Commission. Financial Impact:The RFP does not contemplate paying a subsidy to any of the contractors. Alternatives:Deny Recommendation:Approve Funds are Available in the Following Accounts: The Fire Department will not need any additional funds than those already provided for in its 2018 and proposed 2019 budgets. REVIEWED AND APPROVED BY: Finance Procurement Law Administrator Clerk of Commission