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Home My WebLink About2019-08-27 Meeting Minutes Public Safety Committee Meeting Commission Chamber - 8/27/2019 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; D. Williams, Chairman; Garrett, Vice Chairman; B. Williams and Sias, members. PUBLIC SAFETY 1. Motion to approve the minutes of the Public Safety Committee held on August 13, 2019. 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 Brandon Garrett Passes 2. Brief presentation of what's been going on under the leadership of the new Animal Services Director. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Motion Passes 4-0. Commissioner Sammie Sias Commissioner Brandon Garrett Passes 3. Motion to approve the award of RFP 19-298 Fire Station Alerting System to Purvis Systems Incorporated for a total contract price of $1,099,830 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 4-0. Commissioner Sammie Sias Commissioner Bobby Williams Passes www.augustaga.gov Public Safety Committee Meeting 8/27/2019 1:05 PM Attendance 8/27/19 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Public Safety Committee Meeting Commission Chamber - 8ll3l20l9 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; D. Williams, Chairman; Garrett, Vice Chairman; B. Williams, member. Absent: Hon. Sias, member. PUBLIC SAFETY l. Motion to approve Memorandum of Understanding (MOU) between Georgia Item Emergency Management and Homeland Security Agency and Augusta- Action: Richmond County Emergency Management Agency for Grant Applications. Approved Motions Motion Type Approve Motions Motion Type Approve Motion Text Motion to approve. Motion Passes 3-0. Motion Text Made By Seconded By Motion to approve. Commissioner Commissioner Motion Passes Brandon Garrett Bobby Williams Motion Result Passes Motion Result Item Action: Approved 3-0. 2. Approve the replacement of infrastructure hardware and software. Made By Seconded By Commissioner Commissioner Brandon Garrett Bobby Williams Passes Motion to approve a change order to in the amount of $30,922 for soil remediation that will increase the net amount of P362943 to $91,903.30 for 3. Bid #18-285 Demolition and Reconstruction of Parking and Roadway Item Entrance at Fire Station 4, awarded to Contract Management Inc. Action: Approved Motions ryJ:"t Motion Text Made By seconded By Motion to . aDDrove.APProve uotion Passes 3-0. Commissioner Commissioner Bobby Williams Brandon Garrett Passes Motions [,"J:" Motion Text Made By seconded By Motion to . aDDrove.APProve vtltlon Passes 3-0. Motion Result Motion Result Commissioner Bobby williams Passes of Augusta decorum and Item by Commissioner John Action: Disapproved 4. Motion to approve the transfer of $158,000 from the Augusta Fire ltem Department's fund balance for the Engineering Department purchase of Action: EMTRAC for all Fire Department first-response vehicles. Approved Commissioner Brandon Garrett ).Meeting Management System for the purpose order of questions and statements. (Requested Clarke) Motions Motion Type Motion ResultMotion Text Motion to refer this item to the next Administrative Services Committee meeting. Motion Fails 1-2. Made By Seconded By Commissioner CommissionerBobby Brandon FailsWilliams Garrett Defer 6. Motion to approve the minutes of the Public Safety Committee held on July Item30,2019. Action: Approved Motions Motion Motion Text Made By Seconded By #r|ilr ype Motion to ^ .-.-,. - _ approve. Commissioner Commissioner passesApprove vtotion Passes Brandon Garrett Bobby Williams Y' 3-0. www.augustaga.gov Public Safety Committee Meeting 8/27/2019 1:05 PM Minutes Department: Presenter: Caption:Motion to approve the minutes of the Public Safety Committee held on August 13, 2019. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Augusta Animal Services What’s Happening Under the New Director Stats………Stats……..Stats (April to July) Kennel Stats Total Intake Dogs – 2026 Cats - 1550 Live release rate Dogs – 67.3% Cats – 23% Adoptions Dogs – 684 Cats – 233 Sent to a Rescue Partner Dogs – 457 Cats - 123 Animal Control Stats 2536 Completed Calls Top 5 Complaint Types Received Stray Roaming – 451 Owned Animal Roaming – 347 Stray in a Trap – 218 Pick up Dead Domestic Animal – 121 Investigate Tethering - 108 Internal Operations Personnel Changes Number of Kennel Worker Positions Increased 3 Kennel Worker I positions added using current allocated budget. •Potential savings of $90,948 when compared to funding 3 new positions, hiring at the minimum salary rate and then providing benefits. Animal Outreach Coordinator Again, using our current allocated budget, we created a position for a full-time Animal Outreach Coordinator. This position was greatly needed to centralize our rescue efforts and allow more efficiency in other areas of operations. •Potential savings of at least $43,789 when compared to funding a new position, hiring at the minimum salary rate and providing benefits. Internal Operations (Continued) Creation of SOP Staff is currently working on an SOP manual that will be used to provide consistency in operations and a proper baseline for training. The manual is about 90% complete and is expected to be finished within a few weeks. Managed Intake Policy We received 666 owner surrendered dogs/cats since April 1, 2019. A managed intake policy for owner surrenders is being implemented to allow for some control of the shelters population and maximize staffing. •The new policy will allow citizens to surrender their owned pets between the hours of 1:00PM to 4:30PM, on Tuesdays, Wednesdays, and Thursdays only. •Considered a best practice for maximizing available resources and promoting responsibility and accountability to pet owners. •Charlotte-Mecklenburg, Hall County, and Thomson County have all adopted a managed intake policy with positive results. Internal Operations (Continued) Collaboration with 311 Animal Services is currently working with 311 in an effort to provide a better customer service experience and improve our call tracking capabilities. •All complaint driven calls will go directly through 311 first and then entered into the Chameleon database where are dispatcher will receive and dispatch them. On-call officer shift change Currently, the on-call officer reports to work for their regular shift of 8:30AM to 5:00PM. They are then on-call for emergencies after that time. This type of shift contributes to early fatigue at times. •Once we are properly staffed, officers on-call will report to work at 12:00PM and finish their shift at 8:30PM. •The new shift allows for the on-call officer to split coverage between the regularly schedules hours and the post 5:00PM hours. •Working until 8:30PM reduces the potential for required overtime. Future Goals Hire a veterinarian Animal Services currently has no full-time vet so for the 2020 budget year we are looking to get approval to fund a position for a full-time vet and vet tech. •An in-house vet is needed to establish an effective medical protocol, improve efficiency in scheduling our spay and neuter surgeries, and provides reassurance to potential adopters that our pets are properly vetted. •In 2018 Animal Services spent $75,266 on veterinarian services. Most of those services could have been performed in-house if we had a veterinarian on staff. Host a training for Animal Control Professionals There are very few trainings opportunities that are local to the CSRA area. Trainings from reputable organizations are normally out of state and require overnight travel and stay. •We have been in communication with the American Animal Cruelty Investigations School out of Pensacola, Florida to host a training here in Augusta. The training is tentatively scheduled for March 3rd thru March 9th at the Boathouse. •The training will allow other agencies the opportunity to take advantage of some great training and enjoy some of what Augusta has to offer. •This training will also save the County money on typical per diem costs resulting from hotel and travel expenses. The End Thank you for your continued support!!! Public Safety Committee Meeting 8/27/2019 1:05 PM Shelter Update From April to July Department:Animal Services Presenter:James H. Hill III Caption:Brief presentation of what's been going on under the leadership of the new Animal Services Director. Background:James H. Hill III was hired as the Director of Animal Services in April of this year. It is good practice to provide the Commission with an update of what is happening under the new management. Analysis:The presentation will provide some statistical information from the Kennel and Animal Control side of operations. There will also be some information pertaining to internal operations and future goals. Financial Impact:N/A Alternatives:N/A Recommendation:Receive as information Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Request for Proposal Request for Proposals will be received at this office until Thursday, October 25, 2018 @ 3:00 p.m. for furnishing: RFP Item # 18-298 Fire Station Alerting System for Augusta 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. Mandatory Pre Proposal Conference will be held on Wednesday, October 10, 2018, @ 3:00 p.m. in the Procurement Department, 535 Telfair Street, Room 605. A Mandatory Site Visit will follow. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Thursday, October 11, 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 of 60 days after bids have been opened, pending the execution of contract with the successful bidder(s). A 10% Bid bond is required to be submitted along with the bidders’ qualifications; a 100% performance bond and payment bond will be required for award. 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 13, 20, 27, October 4, 2018 Metro Courier September 13, 2018 OFFICIAL VENDORS Attachment "B" E-Verify Number Addendum 1 & 2 SAVE Form Bid Bond Original 7 Copies Fee Proposal Motorola Soutions, Inc. 1700 Belle Meade Ct. Lawerenceville, GA 30043 Yes 63100 Yes Yes Yes Yes Non Compliant Yes U.S. Digital Designs 1835 E. 6th Street #27 Tempe, AZ 85281 Yes 461391 Yes Yes Yes Yes Yes Yes Augusta Communications 113 Cherry Street Augusta, GA 30907 Pyramid Network Services 6519 Towpath Rd Syracuse, NY 13057 Westnet , Inc. 15542 Chemical Lane Huntington Beach, CA 92649 Yes 382913 Yes Yes Yes Yes Yes Yes Wilcom Electrical Systems 2042 Reflection Creek Conyers, GA 30013 APS Firehouse Alerting 1100 Business Parkway South Suite 2 Westminster, MD 21157 Yes Non- Compliant Yes Yes Yes Yes Yes Yes Upstate Wholesale Supply, Inc. dba Brite Computers 7647 Main Street Fishers Victor, NY 14564 Yes 1365083 Yes Yes Cashiers Check Yes Yes Yes Loudon Communications 5680 Stitcher CT Douglasville, GA 30134 Purvis/A3 109 Sangree Park CT Summerville, SC 29483 Purvis Systems 88 Silva Lane Middletown, RI 02842 Yes 13273 Yes Yes Yes Yes Yes Yes RM 8801 Kenamar DR San Diego, CA 92121 RFP #18-298 Fire Station Alerting System for Augusta, GA – Fire Department RFP Due: Wednesday, December 12, 2018 @ 3:00 p.m. Total Number Specifications Mailed Out: 15 Total Number Specifications Download (Demandstar): Total Electronic Notifications (Demandstar): Total Nubmer Specifications Mailed to Local Vendors: Mandatory Pre Proposal Conference Attendees: 15 Total packages submitted: 6 Total Noncompliant: Page 1 of 1 Public Safety Committee Meeting 8/27/2019 1:05 PM Vendor Award - RFP 18-298 Fire Station Alerting System Department:Fire Presenter: Caption:Motion to approve the award of RFP 19-298 Fire Station Alerting System to Purvis Systems Incorporated for a total contract price of $1,099,830 and to authorize the Mayor to execute the appropriate documents. Background:The Augusta Fire Department, through the Augusta Procurement Department RFP process, requested proposals for a fire station alerting system. Analysis:Augusta Fire Department recommends the award of RFP 18-298 Fire Station Alerting System to Purvis Systems Incorporated. After careful review and scoring of the proposals submitted to the Procurement Department in response to RFP 18-298 Fire Station Alerting System, Purvis received a passing score. The Augusta Fire Department then entered into contract negotiations with Purvis Systems Incorporated. Financial Impact:The subsequent results of contract negotiations are as follows - Purvis Systems Inc. has agreed to supply and install a fire alerting system in each of the Augusta Fire stations. The total purchase order will be for $1,099,830. Pricing includes all hardware, software, equipment and labor to install the fire alerting system. Alternatives:None at this time. Recommendation:To approve the award of RFP 19-298 Fire Station Alerting System to Purvis Systems Incorporated for a total contract price of $1,099,830 and to authorize the Mayor to execute the appropriate documents. Funds are Available in the Following Accounts: Funds in the amount of $1,099,830 are available in SPLOST 329034510-5426110 - JL 217329906 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission