HomeMy WebLinkAbout2021-11-30-Public Safety Public Safety Committee Meeting Commission Chamber - 11/30/2021
ATTENDANCE:
Present: Hons. Hardie Davis, Jr., Mayor; Clarke, Chairman; D.
Williams, Vice Chairman; B. Williams and Garrett, members.
PUBLIC SAFETY
1. Motion to approve amendment of the Inmates' Food Services contract with
Aramark Correctional Services, LLC.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
4-0.
Commissioner
Bobby Williams
Commissioner
Brandon Garrett Passes
2. Motion to approve AIA G802, Amendment to the Professional Services
Agreement for Additional Services requested by the Augusta Fire Department
and performed by JLA for new Fire Station 3 through December 2020 on RFQ
#16-198 Architectural Design Services for Augusta, GA Fire Department in
the amount of $52,865 and authorize the Mayor to execute the documents.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
4-0.
Commissioner
Bobby Williams
Commissioner
Brandon Garrett Passes
3.
Motion to approve the minutes of the Public Safety Committee held on
November 9, 2021.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
4-0.
Commissioner
Bobby Williams
Commissioner
Brandon Garrett Passes
4. Motion to approve an amendment for additional services for the RCSO
Detention Center Commissary Contract.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
4-0.
Commissioner
Bobby Williams
Commissioner
Brandon Garrett Passes
5. Motion to approve an amendment to the inmate Medical Contract for the
Richmond County Sheriff's Office.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
4-0.
Commissioner
Bobby Williams
Commissioner
Brandon Garrett Passes
6. Motion to approve the purchase of SCBA air bottles as a sole source from
Vallen for the Augusta Fire Department.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve Passes
Motion to
approve.
Motion Passes
4-0.
Commissioner
Bobby Williams
Commissioner
Brandon Garrett
7. Continuous Quality Improvement and Policy Changes/Updates (Fire Chief). 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
Dennis Williams
Commissioner
Bobby Williams Passes
8. Motion to approve the Memorandum of Understanding (MOU) and accept the
annual grant amount of $50,000 from the Emergency Management
Performance Grant (EMPG) and authorize the Mayor to execute the necessary
documents.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
4-0.
Commissioner
Bobby Williams
Commissioner
Brandon Garrett Passes
www.augustaga.gov
Public Safety Committee Meeting
11/30/2021 1:05 PM
Attendance 11/30/21
Department:
Presenter:
Caption:
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Amendment No. 2 to Operating Agreement
THIS AMENDMENT No. 2 (the “Amendment”), is entered into this ____ day of October, 2021, by and
between Augusta, Georgia, with offices at 535 Telfair Street, Augusta, GA 30901 (the “County”) and
Aramark Correctional Services, LLC, a Delaware limited liability company, having its principal place
of business located at 2400 Market Street, Philadelphia, Pennsylvania 19103 (“Aramark”).
WHEREAS, the County and Aramark entered into an Operating Agreement – Food Service, dated
November 1, 2019, for the management of the food service operation at the Augusta-Richmond County
Correctional Institution located at 2314 Tobacco Road, Augusta, GA 30906 (the “Facility”) (the
“Agreement”);
WHEREAS, the parties acknowledge the need to address volatility in the cost of food
commodities; and
WHEREAS, the parties desire to amend the provisions of the Agreement, as follows, effective
November 1, 2021.
NOW, THEREFORE, in consideration of the foregoing and of the mutual promises in the
Agreement and for other good and valuable consideration, the receipt and sufficiency of which are hereby
acknowledged, the parties agree as set forth below. Capitalized terms used but not defined in this
Amendment have the meanings ascribed to such terms in the Agreement.
1. Term: Pursuant to Section 6 of the Agreement, the parties agree to extend the term of the
Agreement by twelve (12) months, effective as of November 1, 2021 through October 31, 2022.
2. Price Adjustment: In accordance with Section 3.B to the Agreement, the parties mutually
agree that the price per meal charged to County by Aramark shall be increased by an amount of three percent
(3%), for the period from November 1, 2021 through October 31, 2022. For the avoidance of doubt, the
price per meal for the stated period is set forth in Attachment A to this Amendment and shall supersede in
all respects the price per meal set forth in the Agreement or in any other prior agreements between the
parties.
3. Except as specifically set forth herein, all other terms and provisions of the Agreement
shall remain unaffected by this Amendment and continue in full force and effect
IN WITNESS WHEREOF, the parties hereto have caused this Amendment No. 2 to be signed by
their duly authorized representatives the day and year first written above.
Aramark Correctional Services, LLC Augusta, GA
State of Georgia
By: _________________________ By: _________________________
Michael Santoro Name:________________________
Vice President, Finance Title:_________________________
Attachment A
Augusta-Richmond County, GA
Effective November 1, 2021 through October 31, 2022
Population Range Price per Meal*
195-214 $1.705
215-224 $1.637
225-230 $1.614
*The price for operation of the kitchen is based on a “Price Per Meal” per inmate multiplied by the number
of meals served. Price structure may be based on a sliding scale depending on the current population range.
Public Safety Committee Meeting
11/30/2021 1:05 PM
Amendment of Inmates' Food Service Contract
Department:Richmond County Correctional Institution
Presenter:Evan Joseph
Caption:Motion to approve amendment of the Inmates' Food Services
contract with Aramark Correctional Services, LLC.
Background:The City of Augusta entered into a contractual agreement with
Aramark Correctional Services on November 1, 2019 to operate
the Food Services at RCCI. The initial contact was for one (1)
year with three (3) additional one-year periods. Per Section 3(b)
of the contract, the "meal prices shall be increased on each
anniversary of the effective date by an amount to be mutually
agreed upon".
Analysis:Based on the Consumer Price Index (CPI) for the projected early
price changes, a (3%) increase of the (2021) budget is warranted.
Financial Impact:Adjustment for the increases have been accounted for in the
department's budget.
Alternatives:
Recommendation:Approve amendment to the contract to include extension of the
one (1)yr term with the adjusted price plan.
Funds are
Available in the
Following
Accounts:
101033211-5317110
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
1 | Page
Augusta Fire Station #2, #3, & #20
Original Contract Fee $402,600 (6.1% fee)
Additional Services per Contract $72,000 (Civil, Landscape and Interior Design executed as option 4A of the contract)
Total Contract Amount $474,600
Additional Services provided for Station #2
• None
Additional Services provided for Station #20 ( Total $9,500)
• Multiple reviews of product submittals from the Contractor
o $1,500
• Redesign of Roof Structure twice to accommodate contractor priced roof system that was different from bid
documents.
o $8,000
Additional Services provided for Station #3 ( Total $43,365)
• Site reviews and coordination meetings with Geotech Engineer after initial bad soil was discovered.
o $2,000
• Coordination of additional borings and test pits to verify extent of site debris.
o $2,400
• Create site remediation plans for Bid Package
o $4,000
• Prepare and meet with Commission seeking additional funding sources for Station #3
o $1,800
• Meet with Contractors and prepared budgetary pricing for remediation cost based on geotechnical engineer
findings.
o $2,800
• Revise previous site design package to incorporate remediation techniques to render site usable
o $6,300
• Resubmittal of Construction Drawings for permitting
o $2,500
• Coordinate additional surveying and easement requirements for utility tie-in as required by Augusta Utilities.
o $2,400
• Update Station #3 bid package to reflect new GA adopted building codes.
o $9,100
• Rebid Fire Station #3
o $10,065
Total Additional Services that have been completed to date: $52,865.00
2 | Page
Augusta Fire Station #2, #3, & #20
Reimbursable Expenses and Additional Services performed by JLA as requested from the Owner (Augusta Fire
Department) to date: $41,071.72
Note: These expenses are in addition to the original contract amount. Per Section 11.3 Compensation for Additional
Services of the Architect’s Consultants, and Section 11.5.1 Reimbursable Expenses these services and reimbursements
were itemized on all invoices when submitted for payment. Below is a sum total and description of the Reimbursable
and Additional Services expenses.
Total = $41,071.72
Description Amount
ARC 627.84
Augusta Planning & Development Department 3,544.00
Augusta Utilities Department 300.00
Augusta Utilities Engineering Department 150.00
Department of Natural Resources EPD 84.00
Springwood Nurseries, Inc.920.00
Total 5,625.84
Description Amount
Carolina Land Surveying, LLC 5,175.00
ECS Southeast, LLP 24,520.88
William R. Gore Land Surveyors, Inc.5,750.00
Total 35,445.88
3 | Page
Invoice Register and Details
JOHNSON, LASCHOBER & ASSOCIATES, PC Job-to-Date through 12/31/2020 Project 3042.1604 New Fire Stations No. 2, 3 and 20
Invoice
Date
Total
Reimb
Consultants
29692 6/15/2017 10,065.00
29766 8/8/2017 10,065.00
29856 9/15/2017 2,013.00
29924 10/6/2017 2,013.00
30052 11/15/2017 2,013.00
30156 12/15/2017 7,763.00 5,750.00
30292 2/19/2018 1,006.50
30567 5/17/2018 17,253.00 5,175.00
30644 6/19/2018 35,158.00
30696 7/11/2018 43,803.50
30797 8/24/2018 42,732.00
30860 9/25/2018 13,715.00 950.00
30962 10/24/2018 11,545.50
31017 11/8/2018 51,292.50 500.00
31168 3/11/2019 104,771.50 1,320.00 16,387.50
31342 6/7/2019 18,201.00 84.00
31687 10/21/2019 46,670.11 1,296.23 8,133.38
31781 11/20/2019 3,326.25 60.00
31799 12/9/2019 7,772.24 331.61
31999 2/28/2020 7,732.50 800.00
32116 4/14/2020 9,556.87
32272 6/15/2020 12,323.13
32358 7/24/2020 10,065.00
32433 8/21/2020 4,058.37 284.00
32519 9/30/2020 1,006.50
Final Total 475,921.47 5,625.84 35,445.88
(Invoice #32433 & #32519)
Billed 475,921.47$
Received 470,856.60$
Balance Due 5,064.87$
Contract Amount $474,600.00 Fee remaining to be
Fee Billed $434,849.75 billed $39,750.25
Reimbusible Billed $41,071.72
$475,921.47
Public Safety Committee Meeting
11/30/2021 1:05 PM
Change Order Request for RFQ#16-198 Architectural Design Services for Augusta GA Fire
Department
Department:Fire
Presenter:
Caption:Motion to approve AIA G802, Amendment to the Professional
Services Agreement for Additional Services requested by the
Augusta Fire Department and performed by JLA for new Fire
Station 3 through December 2020 on RFQ #16-198
Architectural Design Services for Augusta, GA Fire Department
in the amount of $52,865 and authorize the Mayor to execute the
documents.
Background:AIA G802, Amendment to the Professional Services Agreement
is being submitted for Additional Services requested by the
Augusta Fire Department and performed by JLA through
December 2020 for new Fire Station 3 site located at 2649
Gordon Hwy and Powell Rd. These additional services were the
result of existing bad soil and site conditions discovered during
the geotechnical subsurface survey and the additional work
required to coordinate outside engineering, update drawings,
specifications and prepare the project to be rebid. The total
Additional Services completed through December 2020 total
$52,865.00. In addition to the additional services compensation,
we are also requesting adjustment to the fund allocation to the
total Architectural fee for the project, in order to rectify funds
that were invoiced as reimbursable expenses, but were applied to
the contract fee total for the project. AIA G802 request that the
reimbursable expenses in the amount of $41,071.42 (which have
previously been paid) be removed from its application to the
overall contract total of $474,600.00. Currently with these
reimbursable expenses applied to the contract, it indicates
expenses to be paid by the Augusta Fire Department exceed the
contract amount. Removing the reimbursable expenses that
were applied to the contract will adjust the contract fee billed to
date as $434,850.05, not $475,921.47, leaving $39,749.95
remaining on the existing contract to be allocated per the last
invoice. AIA G802 requested that the contract time also be
extended 14 months to cover the delays in the project.
Analysis:
Financial Impact:Total Additional Services completed through December 2020
total $52,865.00 and are available in the Fire Department Fund
Balance. Use of Fund Balance to complete the construction of
new Fire Station 3 was approved by commission on Oct. 15,
2019 Item, 25 (see attached letter)
Alternatives:none at this time
Recommendation:To approve the Motion to approve AIA G802, Amendment to
the Professional Services Agreement for Additional Services
requested by the Augusta Fire Department and performed by
JLA for new Fire Station 3 through December 2020 on RFQ
#16-198 Architectural Design Services for Augusta, GA Fire
Department in the amount of $52,865 and authorize the Mayor
to execute the documents.
Funds are
Available in the
Following
Accounts:
Funds are available in the Augusta Fire Department Fund
Balance 274000000-1342210
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Public Safety Committee Meeting Commission Chamber - 1ll9l202l
ATTENDANCE:
Present: Hons. Hardie Davis, Jr., Mayor; Clarke, Chairman; D.
Williams, Vice Chairman; B. Williams and Garrett, members.
PUBLIC SAFETY
1. Motion to approve the land lease for Fire Station 9 parking lot and to authorize Item
the Mayor to execute all required documents. Action:
Approved
Motions
|#:" Motion Text Made By Seconded By
Motion to
. aDDrove.APProve vtotion passes
4-0.
2. Motion to approve renewing MOU with GEMA to continue participation in Item
Georgia Search and Rescue Program and authorize the Mayor to execute all Action:
required documents. Approved
Commissioner Commissioner
Brandon Garrett Bobby williams Passes
Motion
Result
Motion
Result
Motions
Motion Motion Textr ype
Motion to. aDDrove.APProve vtotion Passes
4-0.
Made By Seconded By
Commissioner Commissioner
Brandon Garrett Bobby Williams Passes
3. Approve acceptance of a Richmond County Juvenile Court grant award in the Item
amount of $80,000 from the Victims Of A Crime Formula Grant Program Action:
through the criminal Justice coordinating council. Approved
Motions
X:11" Motion Text Made By seconded By MotionType -.---- -" --------- -r Result
Motion to
^ approve. Commissioner CommissionerApprove illtion passes Brandon Garrett Bobby williams Passes
4-0.
4. Motion to approve the minutes of the Public Safety Committee held on Item
October 26,2021. Action:
Approved
Motions
Y:]1'" Motion Text Made By Seconded By Motion
Type Result
Motion to
^ aDDrove. Commissioner CommissionerApprove ili ion passes Brandon Garrett Bobby williams Passes
4-0.
5. Update from SIM Workshop. (Requested by Commissioner Jordan Item
Johnson - referred from October 26 Public Safety Committee) Action:
Approved
Motions
Y:j*'" Motion Text Made By seconded By Motion
Type Result
Motion to delete
Delete this item from the Commissioner Commissioner
agenda. Brandon Garreff Bobby Williams Passes
Motion Passes 4-0.
www.ausustasa.sov
Public Safety Committee Meeting
11/30/2021 1:05 PM
Minutes
Department:
Presenter:
Caption:Motion to approve the minutes of the Public Safety Committee
held on November 9, 2021.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
SECOND AMENDMENT TO TRINITY SERVICES GROUP, INC.
COMISSARY SERVICES AGREEMENT
This Amendment to the Trinity Services Group Inc. Commissary Services Agreement is
made and entered into effective August 1, 2021, by and between the Richmond County Jail –
Charles B. Webster Detention Center, a Correctional Institution in the State of Georgia
(“County”), and Trinity Services Group, Inc. (“Contractor”). The County and Contractor are
referred to herein jointly as the “Parties”.
WHEREAS, the Parties entered into the Commissary Services Agreement (“Agreement”)
made effective April 15, 2017, and Amended effective October 1, 2020, pursuant to which the
Contractor provides commissary goods and services to the County, and
WHEREAS, the Parties desire to amend the Agreement as set forth herein.
NOW, THEREFORE, in consideration of the mutual covenants and agreements
contained herein and other good and valuable consideration, the receipt and sufficiency of which
are hereby acknowledged, the Parties agree follows:
ADDITIONAL SERVICES TO BE PROVIDED. Trinity will provide the computer
software necessary to provide Trinity banking services. Trinity hereby grants to Client a non-
exclusive, royalty-free license to use the Trinity banking software during the term of this
Agreement. All software supplied by Trinity is proprietary and shall at all times remain the
property of Trinity with title and all rights vested in and retained by Trinity. Client hereby agrees
that it will not disclose, reproduce, transfer, alter, reverse-engineer, decompile or use the Trinity
software and/or documentation for any purpose, other than those specifically allowed by the terms
of this Agreement. This agreement does not include usage of Trinity’s Secure Release program.
Trinity will also, through its employees, provide scanning services for digitizing inmate
mail.
KIOSK PROGRAM. Trinity, through its approved subcontractor, will offer wall-
mounted kiosk technology services solution for use by the inmates at Customer’s facility which is
known as the Secure Inmate Kiosk program. The Secure Inmate Kiosk program is described in
Exhibit A which is attached hereto and by this reference made a part of this Agreement. Activation
of the Secure Messaging and Entertainment services are required for all Kiosks. All other Kiosk
services offered are available at Customer’s option. There will be no fee charged to or paid by
Customer for participation in the Secure Inmate Kiosk program. Fees to inmates using the paid
services on the Kiosk at a per-minute based rate shall be no more than $0.05 unless Customer
approves a modification of the rate, which approval shall not be unreasonably withheld. During
the program, Keefe will be allowed to run promotions and offer paid services at reduced rates.
Keefe will provide, through its approved subcontractor, the following: (i) technical assistance
during the installation and initial use of the Kiosks including the operational training for Customer
employees; (ii) manuals, instructions and names of technical representatives available via
telephone; (iii) a preliminary project plan, including the project team, installation timeline,
recommended installation procedures, including as necessary any conversion from existing
systems to the Kiosk system, and (iv) a project management plan which will include locations of
service technicians, replacement equipment and response times.
VENDING SERVICES. In addition to the inmate commissary and fiduciary management
services outlined in the Agreement, Trinity agrees to provide Vending Services including
providing vending hardware as defined further as well as the stocking, and restocking of vending
items.
Customer agrees that Trinity may place the vending hardware agreed upon by the parties,
namely two (2) vending machines (the “Hardware”) in mutually agreeable locations throughout
Customer’s facility and sell vending items (the “Item” or “Items”) to inmates at Customer’s
facility. Customer shall provide the A/C power necessary to run the Hardware at its sole cost.
Customer agrees that all Hardware is the sole property of Trinity, and agrees to return all Hardware
to Trinity in workable order upon the termination of the Agreement. Any Hardware damaged by
inmates will be repaired or replaced by Trinity and viewed as a recoverable cost to be recouped
from the inmate(s) who damaged the Hardware. Trinity agrees to pay for wring/electrical
connectivity costs associated with the installation of the Hardware.
Vending Item selection and pricing will be agreed upon by Customer and Trinity. Vending
Item menu selection and price adjustments shall be reviewed as needed, but no less than annually.
Trinity agrees to pay Customer a commission equal to 30% of all final Vending Item sales
less any sales tax and refunded Items.
ADDITIONAL CONDITIONS: Except as expressly stated herein, all of the terms and
conditions of the Agreement, as amended, shall remain in full force and effect. The term of the
contract shall remain as set in the First Amendment.
IN WITNESS WHEREOF, the parties hereto have hereunto set their hands and seals
effective as of the day and year first above written.
COUNTY CONTRACTOR
Richmond County Sheriff’s Office Trinity Commissary Network, L.L.C.
By: ________________________ By: _____________________________
Richard Roundtree, Sheriff______ John Puricelli, Executive Vice President_
Name and Title Name and Title
___________________________ ______________________________
Date Date
Exhibit A
DESCRIPTION OF SERVICES
SECURE INMATE KIOSK PROGRAM
FEATURES
The following features are included on all Kiosks at no cost to the Customer:
Commissary Ordering: Kiosks support the ability for inmates to place commissary orders
electronically, interfacing directly with the facility’s commissary, without involving correctional
staff and time. This solution is compatible with any commissary system that provides a modern
Web-based ordering system.
Secure Messaging: To reduce mailroom volume, Kiosks will provide a messaging solution that
allows inmates and approved contacts to exchange electronic typed messages. This solution will
trigger alarms based on watchwords, allow text searches across messages, and permit facility
staff to conduct speedy reviews of messages.
Fees charged by Kiosk provider for depositing funds to enable inmates to use Secure Messaging
and Kiosk services will be charged at the then current rate(s) charged for Keefe’s Access
Corrections® Secure Deposits program.
Entertainment: Inmate Kiosks will provide entertainment for inmates, including sports scores,
music, non-violent games, and other inmate appropriate entertainment.
In addition, Kiosk provider will make the following optional features available from the inmate
Kiosk solution at no cost to the Customer:
Digital Grievances: Kiosk provider will provide a complete digital inmate grievance and inmate
request system, available to users of the inmate Kiosks. This system will allow the creation,
publishing, and management of digital forms and allows submissions to be routed directly to
specific individuals. The system will also support follow-up communication with the staff
member who receives the submission.
Routing of Requests: Kiosks will allow Customer staff to control the routing of submitted
digital requests and grievances to key staff.
Religious Content: By default, Kiosks will provide content to help meet the needs of inmates of
diverse religious beliefs.
Educational Content: Kiosk solution will have the capability of displaying current and/or future
educational content.
Legal Research/Law Library: Kiosk solution will have the capability of displaying Web/
HTML-based legal research/law library content in order to reduce inmate escorts to and from the
law library. Kiosk provider will support a variety of 3rd party law library systems in the event
that the 3rd party provider changes in the future. This integration will be provided at no cost to
the Customer or inmate. Customer will contract directly with the 3rd party law library for their
services.
Photo Sharing: To reduce physical photographs being introduced into the facility, Kiosks will
provide a photo sharing solution that allows approved contacts to share digital photos with
inmates. Kiosk provider will manually review each photo for nudity and offensive behavior
before it may be seen by the inmate. Inmates may not take photos or share photos with their
approved contacts.
Content Blocking: Kiosks will allow the Customer to block specific content offerings either
temporarily or permanently if the Customer anticipates that the content will provide problems for
their facility.
Inmate Self Improvement: Kiosks provide content options for inmate self-improvement,
including personal finance, employment, national news, and learning options.
No Penalties: There is no additional cost to the Customer for any features or hardware described
herein.
NETWORK AND HARDWARE
Kiosk Ownership & Maintenance: The kiosks will be owned by kiosk provider, and Kiosk
provider will be responsible for all installation, maintenance and ongoing support.
Prime Provider: Kiosk provider will be the prime developer and provider of the inmate Kiosk
solution and service.
No Cost to the Customer: Kiosk provider will provide all hardware and services at no cost to
the Customer.
Secure Wireless Network: Kiosks will run over a secure wireless network using a unique
virtual private network (VPN) per Kiosk connection to ensure encrypted communications.
Cellular network communication (such as Edge, LTE, 3G, 4G) is inherently insecure and will not
be utilized.
An Independent Network: Kiosks will utilize separate dedicated network for all Kiosk services.
Auditing/Reporting: Kiosks will include a comprehensive inmate Kiosk reporting system.
Inmate Kiosk usage (by inmate and by Kiosk) will be fully auditable, and data will be available
to facility staff.
Full Access Control Software: Kiosk provider will limit access to Kiosks to inmates currently
in the same housing unit as the Kiosk itself.
Web Based Software: Kiosk provider will provide Web based access to Kiosk command and
control capabilities, including, but not limited to, the ability to suspend an inmate or friend or
family privileges for a set amount of time or until a specified date and time. Solution will be
compatible with Chrome, Safari, Firefox and Internet Explorer Web browsers, and will be
accessible from both Microsoft Windows and Apple OS X platforms.
Access Control by Group and Individual: Kiosk provider will provide the ability for staff to
block Kiosk access for specific inmates or groups for a predefined period of time in the event of
a disciplinary event.
Security Layers: Kiosk provider will ensure that all networked traffic utilizes a proxy server and
firewall configured to only allow approved addresses and content.
No Escalation of Privileges in the Event of Failure: Kiosk provider will ensure that in the
event of any component failure, the event will not be capable of granting escalated access
privileges.
Newly Booked or Moved Individuals: Kiosks will automatically allow access to newly booked
inmates, or inmates who are moved between housing units, without staff involvement.
No Inmate-to-Inmate Communication: Kiosk provider will ensure that no inmate-to-inmate
communication will be allowed through the Kiosks.
Customer Support: Kiosk provider will provide facility service and technical support for all
proposed products, available 24/7/365 answered by live operators and will ensure any onsite
technicians meet all of the Customer’s security requirements and levels of approval.
PIN-based Login: Kiosk provider will provide a PIN based inmate login with face detection to
allow access to be customized to the inmate who is using the Kiosk.
Chain of Custody: Kiosk provider will retain all submitted grievance and request forms and will
not delete them. This submitted information will be searchable, sortable and able to be filtered.
Trust Integration: Kiosk solution will integrate with Keefe’s existing trust fund solutions,
allowing inmates to pay for Kiosk use directly from their trust fund account.
24/7 Support for Facility Staff: Kiosk provider will provide no cost 24/7 support for facility
staff, allowing them to ask questions or make requests including reporting of broken equipment,
lost passwords, and new staff user setup.
Remote Updates: To minimize technician escorts to inmate living areas, Kiosk provider will
perform routine Kiosk software updates remotely.
Complete Data Access: Kiosk provider will provide Web based access to Kiosk information,
including the ability to instantly review all Kiosk usage data including by-inmate and by-Kiosk
data, and summary data for all Kiosks. Any message exchange between inmates and approved
contacts is reviewable and searchable by Customer staff.
Data Ownership: All collected data, including Kiosk communication and usage data, is property
of the Customer and will be stored for the life of the contract and extensions.
No Staff Time Requirements: Kiosks will not require staff time to operate. will not add
responsibilities for any staff members.
Number of Kiosks: Kiosk provider will provide a minimum of one secure inmate Kiosk per six
(6) inmates. If Kiosks in any living areas receive more than three (3) hours of sustained use/day,
Kiosk provider will inform the Customer and request permission to add additional Kiosks and
charging stations at no cost to the Customer.
Public Safety Committee Meeting
11/30/2021 1:05 PM
Motion to approve an Amendment for the RCSO Detention Center Commissary Contract
Department:Richmond County Sheriff’s Office (RCSO)
Presenter:
Caption:Motion to approve an amendment for additional services for the
RCSO Detention Center Commissary Contract.
Background:Since pre-consolidation, the Richmond County Jail has provided
a food service provider for inmates for commissary purchases. In
January 2012, the Richmond County Sheriff’s Office entered
into a contract agreement with Trinity Food Services. Since
2012, the Sheriff’s Office has experience changes in inmate
population and cost increases. On August 1, 2021 an agreement
was made between Trinity Services and Richmond County Jail.
This agreement includes additional computer software to include
upgrades to the Kiosk Program. The new features are no cost to
the customer. Features include commissary ordering, secure
messaging, entertainment, digital grievances, routing requests,
religious content, education content, and law library content.
Analysis:This amendment provides upgrades and enhancements to the
commissary service offered at the Charles Webster Detention
Center. Wall mounted kiosk technology with secure messaging
and entertainment services will be provided. Also provided are
updated vending machines placed in mutually agreeable
locations throughout the facility.
Financial Impact:The annual operating budget of the Richmond County Sheriff's
Office includes commission revenues from the vendor Trinity
(Keefe) commissary. This amendment does not change that
structure. There will be no fee charged to or paid by the Sheriff's
Department for participating in the Inmate Kiosk program. Fees
to inmates using the paid services on the kiosk at a per-minute
based rate shall be no more than $0.05. For the vending services,
the Sheriff's Office shall provide the A/C power necessary to run
the machines as its sole cost.
Alternatives:None
Recommendation:The Richmond County Sheriff's Office recommends approval of
the amendment.
Funds are
Available in the
Following
Accounts:
No cost. This is an upgrade to the system.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Page 1 of 3
FIRST AMENDMENT TO THE AGREEMENT FOR INMATE HEALTH CARE SERVICES AT AUGUSTA, GEORGIA
(Effective June 1, 2021) This First Amendment, effective June 1, 2021 (this “Amendment”), to the Agreement for Inmate Health Care Services at the Richmond County Jail, dated June 1, 2019 (the “Agreement”) is by and between Wellpath LLC (“Wellpath”) and Augusta, Georgia (“Augusta”).
WHEREAS, the Parties have determined that it is necessary and in the best interest of Covered Persons to remove 0.25 FTEs (10 hours) of Psychiatrist day coverage from the Staffing Plan and to add 0.50 FTEs (20 hours) per week of Psychiatric Nurse Practitioner evening coverage; and
WHEREAS, the Parties have determined such changes to be cost-neutral; and WHEREAS, in accordance with Section 11.16, the Parties desire to amend the Agreement to memorialize such changes.
NOW, THEREFORE, in consideration of the mutual covenants herein contained and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the County and CCS agree as follows:
1. RECITALS. The Parties hereto incorporate the foregoing recitals as a material
portion of this Amendment. 2. AMENDMENT TO EXHIBIT A OF THE AGREEMENT. The Parties agree that the Staffing Matrix attached hereto as Exhibit A, effective June 1, 2021, shall
replace the previous Staffing Matrix attached to the Agreement as Exhibit A. 3. SEVERABILITY. If any terms or provisions of this Amendment or the application thereof to any person or circumstance shall to any extent be invalid or unenforceable, the remainder of this Amendment or the application of such term or
provision to person or circumstances other than those as to which it is held invalid
or unenforceable shall not be affected thereby and each term and provision of this Amendment shall be valid and enforceable to the fullest extent permitted by law. 4. DEFINITIONS. Capitalized terms used but not defined herein shall have the
meaning ascribed to them under the Agreement. 5. REMAINING PROVISIONS. The remaining provisions of the Agreement not amended by this Amendment shall remain in full force and effect.
[SIGNATURES ON FOLLOWING PAGE]
Page 2 of 3
IN WITNESS WHEREOF, the Parties have caused this Amendment to be executed in their
names or their official acts by their respective representatives, each of whom is duly authorized to
execute the same. AGREED TO AND ACCEPTED AS STATED ABOVE:
Augusta, Georgia Wellpath LLC By: _________________________ By: ______________________
Name: Name: Cindy Watson
Title: Title: President, Local Govt. Health
Page 3 of 3
EXHIBIT A Staffing Matrix
Effective June 1, 2021
TITLE Mon Tue Wed Thu Fri Sat Sun Hrs/WK FTE
Health Service Administrator 8 8 8 8 8 40 1.000
Director of Nursing 8 8 8 8 8 40 1.000
Administrative Assistant 8 8 8 8 8 40 1.000
Medical Director 8 8 8 24 0.600
ARNP/PA 8 8 8 8 8 40 1.000
Charge Registered Nurse 8 8 8 8 8 8 8 56 1.400
Nurse Educator 8 8 8 8 8 40 1.000
Licensed Practical Nurse 32 32 32 32 32 32 32 224 5.600
Emergency Medical Technician 12 12 12 12 12 12 12 84 2.100
Certified Medical Assistant 16 16 16 16 16 8 8 96 2.400
Dentist 4 4 4 4 4 20 0.500
Dental Assistant 4 4 4 4 4 20 0.500
Psychiatrist 8 2 10 0.250
Mental Health Professional/MSW 16 16 16 16 16 80 2.000
Medical Records Clerk 8 8 8 8 8 40 1.000
Subtotal 854 21.350
Licensed Practical Nurse 40 40 40 40 40 40 40 280 7.000
Charge Registered Nurse 8 8 8 8 8 8 8 56 1.400
Psychiatric Nurse Practitioner 8 4 8 20 0.500
Subtotal 356 8.900
Licensed Practical Nurse 24 24 24 24 24 24 24 168 4.200
Charge Registered Nurse 8 8 8 8 8 8 8 56 1.400
Certified Medical Assistant 8 8 8 8 8 8 8 56 1.400
Subtotal 280 7.000
TOTAL 1,490 37.250
TITLE Mon Tue Wed Thu Fri Sat Sun Hrs/WK FTE
Charge Registered Nurse 8 8 8 8 8 40 1.000
Subtotal 40 1.000
Licensed Practical Nurse 8 8 8 8 8 2 2 44 1.100
Subtotal 44 1.100
TOTAL 84 2.100
RCCIDAYS
EVENINGS
DAYS
Richmond County Jail
EVENINGS
NIGHTS
Public Safety Committee Meeting
11/30/2021 1:05 PM
Motion to approve an amendment to the inmate Medical Contract for the Richmond County Sheriff's
Office
Department:Richmond County Sheriff’s Office (RCSO)
Presenter:
Caption:Motion to approve an amendment to the inmate Medical
Contract for the Richmond County Sheriff's Office.
Background:Since pre-consolidation, the Richmond County Jail has provided
a medical contract for inmates. In December 2010, the
Richmond County Sheriff’s Office entered into a contract
agreement with Correct Care Solutions. Since 2010, the Sheriff’s
Office has experienced changes in inmate population, medical
cost increases, and has removed Blue Cross/ Blue Shield from
the billing process. The Sheriff’s Office has requested that it is
necessary and in the best interest to remove 0.25 FTEs (10
hours) of Psychiatrist day coverage from the Staffing Plan and to
add 0.50 FTEs (20 hours) per week of Psychiatric Nurse
Practitioner evening coverage.
Analysis:The annual operating budget of the Richmond County Sheriff's
Office includes funding for the inmate medical contract each
year. This upgrade has no financial change to the annual
contract.
Financial Impact:The inmate population in the jail is growing and medical
services are expanding. This change in the contract would
provide what is necessary and in the best interest of our inmates.
Remove 0.25 FTEs (10 hours) of Psychiatrist day coverage from
the Staffing Plan and add 0.50 FTEs (20 hours) per week of
Psychiatric Nurse Practitioner evening coverage.
Alternatives:None
Recommendation:
The Richmond County Sheriff's Office recommends approving
this amendment to the Inmate Medical contract adjusting
staffing levels.
Funds are
Available in the
Following
Accounts:
Funding is available in account 273032511-5317711 for the
2022 budget. This amendment does not increase the medical
contract.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Public Safety Committee Meeting
11/30/2021 1:05 PM
Purchase Approval Request Sole Source SCBA Bottles from Vallen
Department:Fire
Presenter:
Caption:Motion to approve the purchase of SCBA air bottles as a sole
source from Vallen for the Augusta Fire Department.
Background:The Augusta Fire Department would like to purchase 210 SCBA
bottles that will replace current inventory that will expire in
2022. Vallen is the sole source for this purchase due to
parts/equipment standardization and this is the only item that
will meet the specialized needs of the department to perform the
intended function.
Analysis:SCBA bottles are required as part of firefighter personal
protective equipment. They are a component of the air pack
which enables the firefighter to breath inside or around burning
structures.
Financial Impact:210 bottles @ $1,065 each for a total of $223,650.
Alternatives:None at this time
Recommendation:To approve the motion to approve the purchase of SCBA air
bottles as a sole source from Vallen for the Augusta Fire
Department.
Funds are
Available in the
Following
Accounts:
Funds are available in the 2021 budget account number
274034110-5426120.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
OFFICE OF THE ADMINISTRATOR
Odie Donald, II MBA
Administrator
Augusta-Richmond County
Municipal Building
Administrator’s office
535 Telfair Street, Suite 910
Augusta, Georgia 30901
Office (706) 821-2898 Fax (706) 821-2819
www.augustaga.gov
Date: November 22, 2021
To: Commissioner John Clarke, Chairman
Commissioner Dennis Williams, Vice Chairman
Commissioner Bobby Williams
Commissioner Brandon Garrett
From: Odie Donald II, Administrator
Subject: Comprehensive Policy Review Update (FIRE)
Background
In October, Fire Chief Antonio Burden provided an overview of how he intends to complete a
review of the Augusta Fire Department’s Policy & Procedure Manual. At that time, Chief Burden
laid out the three (3) pillars each policy needs to be compliant with. Those were Safety for the
firefighters, Sustainability of the policy, and compliance with State law. This review will be the
Fire Department’s first large-scale attempt to examine, evaluate, and coordinate the
organization’s policies in Department history.
Current Status of Policy Review & Activities
The Department has taken the first step by gaining commitments from seven (7) high-ranking
officials from seven (7) different Fire Departments of varying size and locations.
These representations from the International Association of Fire Chiefs (IAFC), Atlanta FD,
Douglasville Fire Department, Valdosta Fire Department, Hinesville Fire Department, Seminole
County Fire Department, Goodyear (AZ) Fire Department, and Gainesville Fire Department.
Chief Burden decision to complete a comprehensive review was determined after he reviewed
the manual, as well as an overwhelming sentiment of concern about the current manual
expressed by Augusta’s rank and file firefighters/EMTs.
By the November 30th committee meeting, a new forcible entry policy will be in place. The new
policy has been reviewed by the working group and the city’s Law Department. Meetings to
review and provide recommendations for the current Policies & Procedures manual are
underway, with more meetings scheduled.
Continuous Quality Improvement
The Department is also taking additional steps to improve its culture and cohesiveness within
the Fire Stations by enacting Diversity, Equity, and Inclusion training starting on November
29th. All firefighters/EMTs will be required to take the training.
The motivation to incorporate this type of training followed an October
21, 2021 meeting with all of Augusta’s female firefighters/EMTs on staff. The D.E.I. (Diversity,
Equity, and Inclusion) training will help improve interpersonal communication between all
ranks, teamwork, and the ability to understand the value of differences among peers. The
Department will follow up the D.E.I training by holding a Leadership Academy for female
employees.
Working Group of Fire Chiefs/Policy & Procedures Update:
• Seven Representatives have been selected.
• International Association of Fire Chiefs.
• All hold the rank of Deputy, Assistant, or Fire Chief.
• Departments include: Atlanta, Douglasville, Valdosta, Hinesville, Seminole County,
Goodyear, and Gainesville.
• Meetings are currently underway with no final date determined as of yet.
• Will complete a cursory review of AFD Policies & Procedures Manual and provided
recommended updates.
• Overwhelming number of firefighters/EMTs expressed concern over current policies &
procedures during meetings with Chief Burden.
Forcible Entry Policy:
• New policy has been reviewed by Working Group and Augusta, Georgia, Law
Department.
• Will be in effect and replace the previous policy by November 30th.
• Gives firefighters on scene more latitude to take actions they deem appropriate, while
prioritizing their safety.
Diversity, Equity, Inclusion Training:
• All ranks will be required to complete a Diversity, Equity, and Inclusion Training.
• Will start on November 29th.
• Training will help develop and improve cohesion and culture within the Fire stations and
among all ranks.
• Focus of the training is for individuals to learn the value of differences among peers and
better communication.
• Department will also hold a Leadership Academy for Female Employees.
Public Safety Committee Meeting
11/30/2021 1:05 PM
Fire Department Continuous Quality Improvement and Policy Changes/Updates
Department:Fire
Presenter:Chief Antonio Burden
Caption:Continuous Quality Improvement and Policy Changes/Updates
(Fire Chief).
Background:In October, Fire Chief Antonio Burden provided an overview of
how he intends to complete a review of the Augusta Fire
Department’s Policy & Procedure Manual. At that time, Chief
Burden laid out the three (3) pillars each policy needs to be
compliant with. Those were Safety for the firefighters,
Sustainability of the policy, and compliance with State law. As
committed, Chief Burden is bringing forward an update on the
policy and other enhancements within the department.
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Certifications Regarding Lobbying; Debarment, Suspension And Other
Responsibility Matters; And Drug-Free Workplace Requirements
Applicants should refer to the regulations cited below to determine the certification to which they are required to attest. Applicants
should also review the instructions for certification included in the regulations before completing this form. Signature of this form
provides for compliance with certification requirements under 34 CFR Part 82, "New Restrictions on Lobbying," and 34 CFR Part 85,
"Government-wide Debarment and Suspension (Nonprocurement) and Government-wide Requirements for Drug-Free Workplace
(Grants)." The certifications shall be treated as a material representation of fact upon which reliance will be placed when the
Department of Education determines to award the covered transaction, grant, or cooperative agreement.
1. LOBBYING
As required by Section 1352, Title 31 of the U.S. Code, and
implemented at 34 CFR Part 82, for persons entering into a grant
or cooperative agreement over $100,000, as defined at 34 CFR
Part 82, Sections 82.105 and 82.110, the applicant certifies that:
(a) No Federal appropriated funds have been paid or will be paid,
by or on behalf of the undersigned, to any person for influencing
or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an
employee of a Member of Congress in connection with the making
of any Federal grant, the entering into of any cooperative
agreement, and the extension, continuation, renewal, amendment,
or modification of any Federal grant or cooperative agreement;
(b) If any funds other than Federal appropriated funds have been
paid or will be paid to any person for influencing or attempting to
influence an officer or employee of any agency, a Member of
Congress, an officer or employee of Congress, or an employee of
a Member of Congress in connection with this Federal grant or
cooperative agreement, the undersigned shall complete and
submit Standard Form - LLL, "Disclosure Form to Report
Lobbying," in accordance with its instructions;
(c) The undersigned shall require that the language of this
certification be included in the award documents for all subawards
at all tiers (including subgrants, contracts under grants and
cooperative agreements, and subcontracts) and that all
subrecipients shall certify and disclose accordingly.
________________________________________________
2. DEBARMENT, SUSPENSION, AND OTHER
RESPONSIBILITY MATTERS
As required by Executive Order 12549, Debarment and
Suspension, and implemented at 34 CFR Part 85, for prospective
participants in primary covered transactions, as defined at 34 CFR
Part 85, Sections 85.105 and 85.110--
A. The applicant certifies that it and its principals:
(a) Are not presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from
covered transactions by any Federal department or agency;
(b) Have not within a three-year period preceding this application
been convicted of or had a civil judgement rendered against them
for commission of fraud or a criminal offense in connection with
obtaining, attempting to obtain, or performing a public (Federal,
State, or local) transaction or contract under a public transaction;
violation of Federal or State antitrust statutes or commission of
embezzlement, theft, forgery, bribery, falsification or destruction of
records, making false statements, or receiving stolen property;
(c) Are not presently indicted for or otherwise criminally or civilly
charged by a governmental entity (Federal, State, or local) with
commission of any of the offenses enumerated in paragraph (2)(b)
of this certification; and
(d) Have not within a three-year period preceding this application
had one or more public transaction (Federal, State, or local)
terminated for cause or default; and
B. Where the applicant is unable to certify to any of the
statements in this certification, he or she shall attach an
explanation to this application.
_____________________________________________
3. DRUG-FREE WORKPLACE
(GRANTEES OTHER THAN INDIVIDUALS)
As required by the Drug-Free Workplace Act of 1988, and
implemented at 34 CFR Part 85, Subpart F, for grantees, as
defined at 34 CFR Part 85, Sections 85.605 and 85.610 -
A. The applicant certifies that it will or will continue to provide a
drug-free workplace by:
(a) Publishing a statement notifying employees that the unlawful
manufacture, distribution, dispensing, possession, or use of a
controlled substance is prohibited in the grantee's workplace and
specifying the actions that will be taken against employees for
violation of such prohibition;
(b) Establishing an on-going drug-free awareness program to
inform employees about:
(1) The dangers of drug abuse in the workplace;
(2) The grantee's policy of maintaining a drug-free workplace;
(3) Any available drug counseling, rehabilitation, and employee
assistance programs; and
(4) The penalties that may be imposed upon employees for drug
abuse violations occurring in the workplace;
(c) Making it a requirement that each employee to be engaged in
the performance of the grant be given a copy of the statement
required by paragraph (a);
(d) Notifying the employee in the statement required by paragraph
(a) that, as a condition of employment under the grant, the
employee will:
(1) Abide by the terms of the statement; and
(2) Notify the employer in writing of his or her conviction for a
violation of a criminal drug statute occurring in the workplace no
later than five calendar days after such conviction;
Certifications Regarding Lobbying;Debarment,Suspension And OtherResponsibilityMatters;And Drug-Free Workplace Requirements
Applicants should refer to the regulations cited below to determine the certification to which they are required to attest.Applicantsshouldalsoreviewtheinstructionsforcertificationincludedintheregulationsbeforecompletingthisform.Signature of this formprovidesforcompliancewithcertificationrequirementsunder34CFRPart82,New Restrictions on Lobbying,and 34 CFR Part 85,
“Government-wide Debarment and Suspension (Nonprocurement)and Government-wide Requirements for Drug-Free Workplace(Grants).The certifications shall be treated as a material representation of fact upon which reliance will be placed when theDepartmentofEducationdeterminestoawardthecoveredtransaction,grant,or cooperative agreement.
1.LOBBYING
As required by Section 1352,Title 31 of the U.S.Code,andimplementedat34CFRPart82,for persons entering into a grant
or cooperative agreement over $1 00,000,as defined at 34 CFRPart82,Sections 82.105 and 82.110,the applicant certifies that:
(a)No Federal appropriated funds have been paid or will be paid,by or on behalf of the undersigned,to any person for influencingorattemptingtoinfluenceanofficeroremployeeofanyagency,a
Member of Congress,an officer or employee of Congress,or anemployeeofaMemberofCongressinconnectionwiththemakingofanyFederalgrant,the entering into of any cooperativeagreement,and the extension,continuation,renewal,amendment,or modification of any Federal grant or cooperative agreement;
(b)If any funds other than Federal appropriated funds have beenpaidorwillbepaidtoanypersonforinfluencingorattemptingto
influence an officer or employee of any agency,a Member ofCongress,an officer or employee of Congress,or an employee ofaMemberofCongressinconnectionwiththisFederalgrantorcooperativeagreement,the undersigned shall complete andsubmitStandardForm-LLL,“Disclosure Form to ReportLobbying,”in accordance with its instructions;
(c)The undersigned shall require that the language of thiscertificationbeincludedintheawarddocumentsforallsubawards
at all tiers (including subgrants,contracts under grants andcooperativeagreements,and subcontracts)and that allsubrecipientsshallcertifyanddiscloseaccordingly.
2.DEBARMENT,SUSPENSION,AND OTHERRESPONSIBILITYMATTERS
As required by Executive Order 12549,Debarment andSuspension,and implemented at 34 CFR Part 85,for prospectiveparticipantsinprimarycoveredtransactions,as defined at 34 CFR
Part 85,Sections 85.105 and 85.110--
A.The applicant certifies that it and its principals:
(a)Are not presently debarred,suspended,proposed fordebarment,declared ineligible,or voluntarily excluded from
covered transactions by any Federal department or agency;
(b)Have not within a three-year period preceding this application
been convicted of or had a civil judgement rendered against themforcommissionoffraudoracriminaloffenseinconnectionwithobtaining,attempting to obtain,or performing a public (Federal,
State,or local)transaction or contract under a public transaction;violation of Federal or State antitrust statutes or commission ofembezzlement,theft,forgery,bribery,falsification or destruction of
records,making false statements,or receiving stolen property;
(c)Are not presently indicted for or otherwise criminally or civillychargedbyagovernmentalentity(Federal,State,or local)withcommissionofanyoftheoffensesenumeratedinparagraph(2)(b)of this certification;and
(d)Have not within a three-year period preceding this applicationhadoneormorepublictransaction(Federal,State,or local)
terminated for cause or default;and
B.Where the applicant is unable to certify to any of the
statements in this certification,he or she shall attach anexplanationtothisapplication.
3.DRUG-FREE WORKPLACE(GRANTEES OTHER THAN INDIVIDUALS)
As required by the Drug-Free Workplace Act of 1988,andimplementedat34CFRPart85,Subpart F,for grantees,asdefinedat34CFRPart85,Sections 85.605 and 85.610 -
A.The applicant certifies that it will or will continue to provide adrug-free workplace by:
(a)Publishing a statement notifying employees that the unlawfulmanufacture,distribution,dispensing,possession,or use of acontrolledsubstanceisprohibitedinthegranteesworkplaceandspecifyingtheactionsthatwillbetakenagainstemployeesforviolationofsuchprohibition;
(b)Establishing an on-going drug-free awareness program toinformemployeesabout:
(1)The dangers of drug abuse in the workplace;
(2)The grantees policy of maintaining a drug-free workplace;
(3)Any available drug counseling,rehabilitation,and employee
assistance programs;and
(4)The penalties that may be imposed upon employees for drug
abuse violations occurring in the workplace;
(c)Making it a requirement that each employee to be engaged in
the performance of the grant be given a copy of the statementrequiredbyparagraph(a);
(d)Notifying the employee in the statement required by paragraph(a)that,as a condition of employment under the grant,theemployeewill:
(1)Abide by the terms of the statement;and
(2)Notify the employer in writing of his or her conviction for aviolationofacriminaldrugstatuteoccurringintheworkplace no
later than five calendar days after such conviction;
(e) Notifying the agency, in writing, within 10 calendar days after
receiving notice under subparagraph (d)(2) from an employee or
otherwise receiving actual notice of such conviction. Employers of
convicted employees must provide notice, including position title,
to: Director, Grants Policy and Oversight Staff, U.S. Department of
Education, 400 Maryland Avenue, S.W. (Room 3652, GSA
Regional Office Building No. 3), Washington, DC 20202-4248.
Notice shall include the identification number(s) of each affected
grant;
(f) Taking one of the following actions, within 30 calendar days of
receiving notice under subparagraph (d)(2), with respect to any
employee who is so convicted:
(1) Taking appropriate personnel action against such an
employee, up to and including termination, consistent with the
requirements of the Rehabilitation Act of 1973, as amended; or
(2) Requiring such employee to participate satisfactorily in a drug
abuse assistance or rehabilitation program approved for such
purposes by a Federal, State, or local health, law enforcement, or
other appropriate agency;
(g) Making a good faith effort to continue to maintain a
drug-free workplace through implementation of paragraphs
(a), (b), (c), (d), (e), and (f).
B. The grantee may insert in the space provided below the site(s)
for the performance of work done in connection with the specific
grant:
Place of Performance (Street address. city, county, state, zip
code)
DRUG-FREE WORKPLACE
(GRANTEES WHO ARE INDIVIDUALS)
As required by the Drug-Free Workplace Act of 1988, and
implemented at 34 CFR Part 85, Subpart F, for grantees, as
defined at 34 CFR Part 85, Sections 85.605 and 85.610-
A. As a condition of the grant, I certify that I will not engage in the
unlawful manufacture, distribution, dispensing, possession, or use
of a controlled substance in conducting any activity with the grant;
and
B. If convicted of a criminal drug offense resulting from a violation
occurring during the conduct of any grant activity, I will report the
conviction, in writing, within 10 calendar days of the conviction, to:
Director, Grants Policy and Oversight Staff, Department of
Education, 400 Maryland Avenue, S.W. (Room 3652, GSA
Regional Office Building No. 3), Washington, DC 20202-4248.
Notice shall include the identification number(s) of each affected
grant.
Check [ ] if there are workplaces on file that are not identified here.
As the duly authorized representative of the applicant, I hereby certify that the applicant will comply with the above certifications.
NAME OF APPLICANT PR/AWARD NUMBER AND / OR PROJECT NAME
PRINTED NAME AND TITLE OF AUTHORIZED REPRESENTATIVE
SIGNATURE DATE
ED 80-0013 12/98
(e)Notifying the agency,in writing,within 10 calendar days afterreceivingnoticeundersubparagraph(d)(2)from an employee orotherwisereceivingactualnoticeofsuchconviction.Employers of
convicted employees must provide notice,including position title,to:Director,Grants Policy and Oversight Staff,U.S.Department ofEducation,400 Maryland Avenue,SW.(Room 3652,GSARegionalOfficeBuildingNo.3),Washington,DC 20202-4248.Notice shall include the identification number(s)of each affectedgrant;
(f)Taking one of the following actions,within 30 calendar days ofreceivingnoticeundersubparagraph(d)(2),with respect to anyemployeewhoissoconvicted:
(1)Taking appropriate personnel action against such anemployee,up to and including termination,consistent with therequirementsoftheRehabilitationActof1973,as amended;or
(2)Requiring such employee to participate satisfactorily in a drugabuseassistanceorrehabilitationprogramapprovedforsuchpurposesbyaFederal,State,or local health,law enforcement,or
other appropriate agency;
(g)Making a good faith effort to continue to maintain adrug-free workplace through implementation of paragraphs
(a),(b),(c),(d),(e),and (f).
B.The grantee may insert in the space provided below the site(s)for the performance of work done in connection with the specificgrant:
Place of Performance (Street address.city,county,state,zipcode)
DRUG-FREE WORKPLACE
(GRANTEES WHO ARE INDIVIDUALS)
As required by the Drug-Free Workplace Act of 1988,andimplementedat34CFRPart85,Subpart F,for grantees,asdefinedat34CFRPart85,Sections 85.605 and 85.610-
A.As a condition of the grant,I certify that I will not engage in theunlawfulmanufacture,distribution,dispensing,possession,or useofacontrolledsubstanceinconductinganyactivitywiththegrant;
and
B.If convicted of a criminal drug offense resulting from a violationoccurringduringtheconductofanygrantactivity,I will report theconviction,in writing,within 10 calendar days of the conviction,to:
Director,Grants Policy and Oversight Staff,Department ofEducation,400 Maryland Avenue,SW.(Room 3652,GSARegionalOfficeBuildingNo.3),Washington,DC 20202-4248.
Notice shall include the identification number(s)of each affectedgrant.
Check [1 if there are workplaces on file that are not identified here.
As the duly authorized representative of the applicant,I hereby certify that the applicant will comply with the above certifications.
NAME OF APPLICANT PR/AWARD NUMBER AND /OR PROJECT NAME
PRINTED NAME AND TITLE OF AUTHORIZED REPRESENTATIVE
SIGNATURE DATE
ED 80-0013 12/98
1
Memorandum of Understanding (MOU) Instructions
1. The MOU consists of a 7-page document and 1 Exhibit (A); 8 pages total. All
documents must be completed and returned Georgia Emergency Management
and Homeland Security Agency (GEMA/Homeland Security) with the
appropriate signatures.
2. The MOU and Exhibit A should be filled out electronically. If you cannot fill it out
electronically, please make sure to print all of the required information.
3. To complete the MOU and Exhibit A, use either the tab key or the arrow keys
to move through the pages field by field. All fields must be completed prior
to submission.
4. Once all required information has been entered into the fillable fields of the
MOU and Exhibit A; print the entire document.
5. The last page of the MOU document, before Exhibit A, requires the signature of
the Chief Elected/Appointed Official or the Chief Executive Officer, title,
telephone and date of signature. The MOU also requires the signature of a
witness.
6. Exhibit A (Designation of Applicant’s Agent) requires the signature of the
Chief Elected/Appointed Official or the Chief Executive Officer, title,
telephone and date of signature. An email address is required to obtain
access to the system (all email addresses must be unique, no duplicates are
allowed).
7. Please Note: The same person must sign the MOU and Exhibit A.
8. Once the documents are complete and signed, they must be sent to the
following email address: HSgrants@gema.ga.gov
Note: If email is unavailable to you, a paper copy may be submitted to the address
below. Please note that this may slow the process of obtaining access to the
Georgia EM Grants Manager system as it will need to be scanned and uploaded
by our staff.
GEMA/Homeland Security
Post Office Box 18055
Atlanta, Georgia 30316
ATTN: Preparedness Grants and
Programs Division
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Memorandum of Understanding (MOU)
BY and BETWEEN
GEORGIA EMERGENCY MANAGEMENT AND HOMELAND SECURITY AGENCY
AND
Augusta-Richmond County Emergency Management Agency
This Memorandum of Understanding (Agreement) made and entered into between the
Georgia Emergency Management and Homeland Security Agency, hereinafter referred to as
the “GEMA/Homeland Security” and Augusta-Richmond County EMA.
officially domiciled at 3117 Deans Bridge Rd. Augusta, GA 30906
hereinafter referred to as Subgrantee relating to application for grants under the U. S.
Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA)
Emergency Management Performance Grant (EMPG).
WHEREAS, GEMA/Homeland Security as the State Administrative Agency (SAA), on behalf
of the State of Georgia, is the Grantee receiving funding under the DHS FEMA EMPG as
authorized under Section 662 of the Post-Katrina Emergency Management Reform Act of
2006 (PKEMRA), as amended, (Pub. L. No. 109-295) (6 U.S.C. 762); the Robert T. Stafford
Disaster Relief and Emergency Assistance Act, as amended (Pub. L. No. 93-288) (42 U.S.C.
5121 et seq.); the Earthquake Hazards Reduction Act of 1977, as amended (Pub. L. No. 95-
124) (42 U.S.C. 7701 et seq.); and the National Flood Insurance Act of 1968, as amended
(Pub. L. No. 90-448) (42 U.S.C. 4001 et seq.) and has the fiduciary responsibility to ensure
those funds are spent on eligible Subgrantee facilities and activities, and are properly
reimbursed to the Subgrantee; and
WHEREAS, the agreement is part of the referenced Subgrantee’s application and profile
record in the Georgia EMGrantsPro system and will become effective and binding upon
approval by GEMA/Homeland Security;
NOW, THEREFORE, in consideration thereof, the parties hereby agree as follows:
Responsibilities of the Subgrantee
The Subgrantee is primarily responsible for compliance with and agrees to obtain a working
knowledge of the above-mentioned Acts and all applicable DHS FEMA regulations as
provided in all applicable Subparts of 2 Code of Federal Regulations (CFR) Part 200 and 44
CFR that govern the EMPG and shall adhere to the application of those above-mentioned
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Acts and those applicable regulations and policies as a condition for acceptance of and
expenditure of said DHS FEMA funding.
As a further condition for the acceptance of and expenditure of DHS FEMA funding, the
Subgrantee hereby agrees to follow all GEMA/Homeland Security guidelines,
regulations and directives, to include but not to limited to the following:
· Use gema.ga.gov and gaemgrants.com, as applicable to access forms, request time
extensions and submit requests for reimbursements with supporting documentation.
· The Subgrantee shall assure that all project documents are made available to
GEMA/Homeland Security, DHS FEMA, Office of Inspector General (OIG) or to any
state or federal agency as determined by GEMA/Homeland Security, to include but
not limited to: procurement policies, accounting policies, and all other documentation
substantiating eligible costs.
· All records, reports, documents and other materials delivered or transmitted to
GEMA/Homeland Security by the Subgrantee shall become the property of
GEMA/Homeland Security.
· The Subgrantee will be required to execute a separate subgrant agreement for
EMPG in addition to this MOU.
· The Subgrantee agrees to monitor gema.ga.gov and gaemgrants.com for any
changes in law, regulations, policy or procedure which affects the Subgrantee’s grant
requirements.
· The undersigned, as the appointed agent of the Subgrantee hereby declares that
the individuals named herein as the Subgrantee’s agents are knowledgeable of the
requirements outlined herein.
The subgrantee hereby acknowledges that failure to adhere to all applicable state and
federal law, regulations, policies and directives may result in suspension and/or
termination of funding/reimbursements and/or all or part of the de-obligation of
previously received funding.
Responsibilities of GEMA/Homeland Security
· GEMA/Homeland Security agrees to maintain gaemgrants.com subject to the
availability of funding.
· GEMA/Homeland Security shall, through the Subgrantee’s assigned Program
Manager and Grant Specialist, review Subgrantee’s requests for advancement of
funds, assist Subgrantee in correcting deficiencies, and disburse funds to the
Subgrantee in a timely manner as possible.
· GEMA/Homeland Security shall communicate to the Subgrantee, in a timely manner,
any changes in law, regulations, policy or procedure which affects the Subgrantee’s
grant requirements through gaemgrants.com, gema.ga.gov and/or the appropriate
alternate methods of communication.
· GEMA/Homeland Security shall provide technical assistance to assist the Subgrantee
in the formulation and management of its DHS FEMA grants (see Disclaimer
paragraph herein below).
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Terms of Agreement
This MOU shall remain in full force and effect for the duration of any DHS FEMA grants
Subgrantee receives, including the record retention period. Any changes in regulations,
policies or procedures applicable to EMPG funding shall constitute an amendment to
this Agreement.
Limitation of Liability
The Subgrantee acknowledges that this MOU is intended for the benefit of the Grantee
and the Subgrantee and does not confer any rights upon any third parties. Furthermore,
the Subgrantee hereby agrees to hold harmless and indemnify Grantee from any actions
or claims brought on behalf of any third parties, including those to whom services or
materials are provided under any project funded by the DHS FEMA EMPG.
Disclaimer
In its capacity as the Grantee and state fiduciary of (DHS FEMA) and other federal grant
funds, GEMA/Homeland Security provides technical assistance to current and potential
Subgrantees (collectively referred to as “Subgrantees”) of the FEMA EMPG.
Technical assistance includes the application of specific knowledge to a specific
situation in order to address a specific need and as such is not a legal opinion or an
endorsement of the Subgrantee’s grants management practice. GEMA/Homeland
Security does not render legal opinions to Subgrantees, but rather provides information
intended to assist a Subgrantee prudently manage its own grants management program
by employing effective methods and sound practices to manage DHS FEMA grants.
Technical assistance and other grants management information provided by
GEMA/Homeland Security and adopted by the Subgrantee, does not serve as
GEMA/Homeland Security’s endorsement of the Subgrantee’s grants management
practice and does not relieve the Subgrantee of the responsibility of assuring that its
grants management practice is in compliance with applicable laws, regulations and
policies as required by the DHS FEMA EMPG.
The Subgrantee, by its decision to participate in the EMPG, bears the ultimate
responsibility for ensuring compliance with all applicable state and federal laws,
regulations and policies, and bears the ultimate consequences of any adverse decisions
rendered by GEMA/Homeland Security, DHS FEMA, or any other state and federal
agencies with audit, regulatory, or enforcement authority. Throughout the grants
management process, GEMA/Homeland Security, as the state fiduciary of this federal
funding, reserves the right to demand that the Subgrantee comply with all applicable
state and federal laws, regulations and policies, require refund of advanced funds and
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take any and all other actions it deems appropriate to protect those funds for which it is
responsible.
Additional Laws and Policies
The Subgrantee agrees to abide by the requirements of the following as applicable: Title
VI and VII of the Civil Rights Act of 1964, as amended by the Equal Opportunity Act of
1972, Federal Execution Order 11246, the Federal Rehabilitation Act of 1973, as
amended, the Vietnam Era Veteran’s Readjustment Assistance Act of 1974, Title IX of
the Education Amendments of 1972, the Age Act of 1975, and the Americans with
Disabilities Act of 1990.
The Subgrantee agrees not to discriminate in its employment practices, and will render
services under this Agreement without regard to race, color, religion, sex, national origin,
veteran status, political affiliation, or disabilities.
Any act of discrimination committed by the Subgrantee or failure to comply with these
statutory obligations, when applicable, shall be grounds for termination of this
Agreement.
Notices
All notices and other communications pertaining to this Agreement shall be in electronic
format and/or writing and shall be transmitted either by email, personal hand delivery
(and receipted for) or deposited in the United States Mail, as certified mail, return receipt
requested and postage prepaid, to the other party, addressed as follows:
GEMA/Homeland Security
Post Office Box 18055
Atlanta, Georgia 30316
ATTN: Preparedness Grants and Programs
Or
HSgrants@gema.gov
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IN WITNESS WHEREOF, the parties have executed this Agreement on the day, month and
year first written above.
WITNESSES:
State’s Witness Preparedness Grants and Programs
Deputy Manager
Date:
Telephone Number: (404) 635-7095
Subgrantee’s Witness Chief Elected/Appointed Official
Name: Lena Bonner, Clerk of Commission or Chief Executive Officer
Name: Hardie Davis, Jr.
Title: Mayor
Date:
Telephone Number: 706-821-1831
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Exhibit A
Designation of Applicant’s Agent
Provide the information below for 1 primary, 1 alternate (optional), 1 authorized and 1 financial
individual that will be designated as agents. Changes to the below authorized agents must
be communicated to GEMA/Homeland Security in the manner as detailed above within
fourteen (14) days of such change.
Primary Agent’s Name: Mie Lucas
Title: Deputy EMA Director
Telephone number: 706-821-1157
Email Address: dlucas@augustaga.gov
Alternate Agent’s Name (Optional): Antonio Burden
Title: Fire Chief
Telephone number: 706-821-1640
Email Address: aburden@augustaga.gov
Authorized Agent’s Name: Hardie Davis, Jr.
Title: Mayor
Telephone number: 706-821-1831
Email Address: hdavisjr@augustaga.gov
Financial Agent’s Name: Nancy He
Title: Grants Manager
Telephone number: 706-821-2581
Email Address: mhw@augustaga.gov
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I, as Chief Elected or Appointed Official of the Subgrantee am authorized to execute and file an
Application for the Emergency Management Performance Grant Program on behalf of the
Subgrantee for the purpose of obtaining funding under the above-mentioned Acts. The above
named agent(s) is/are authorized to represent and act on behalf of the Subgrantee in all dealings
with the State of Georgia on all matters pertaining to the management of grants as required by
this MOU.
Chief Elected/Appointed Official Date
or Chief Executive Officer
Name: Hardie Davis, Jr.
Title: Mayor
Telephone Number: 706-821-1831
Public Safety Committee Meeting
11/30/2021 1:05 PM
Motion to approve the Memorandum of Understanding (MOU) and accept the annual grant amount of
$50,000 from the Emergency Management Performance Grant (EMPG) and authorize the Mayor to
execute the necessary documents.
Department:Emergency Management
Presenter:Mie Lucas
Caption:Motion to approve the Memorandum of Understanding (MOU)
and accept the annual grant amount of $50,000 from the
Emergency Management Performance Grant (EMPG) and
authorize the Mayor to execute the necessary documents.
Background:Emergency Management Performance Grant is a grant provided
through GEMHSA to support the implementation of the
National Preparedness System by supporting the building,
sustainment, and delivery of core capabilities essential to
achieving the National Preparedness Goal of a secure and
resilient Nation. The purpose of the EMPG program is to
provide Federal grants to states to assist state, local, territorial,
and tribal governments in preparing for all hazards. The
Augusta-Richmond County Government, the Augusta-
Richmond County Emergency Management Agency (EMA),
and it’s Director agree to meet the requirements specified in the
Official Code of Georgia Annotated (Section 38-3-27) of the
Georgia Emergency Management Act of 1981, as amended, the
Federal Emergency Management Agency (FEMA) FY2017
Emergency Preparedness Grant (EMPG) Guidance, and those
rules, regulations and guidelines dictated by the Director of
GEMA/HS. This year GEMA/HS has implemented a new
electronic system for grant applications. This MOU is required
in order to gain and maintain access to the electronic application
system. This grant is awarded on an annual basis.
Analysis:This MOU is required in order to apply for grants that Augusta
applies for and is awarded on an annual basis. This MOU is
required in order to gain and maintain access to the new
electronic system for grant applications implemented by
GEMA/HS this year.
Financial Impact:Failure to approve this MOU will result in Augusta not obtaining
grant money that it receives annually and alternative funding
would need to be found to continue programs.
Alternatives:None.
Recommendation:To approve the motion and authorize the Mayor to execute the
necessary documents.
Funds are
Available in the
Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission