HomeMy WebLinkAbout2022-09-13-Meeting Minutes Public Safety Committee Meeting Commission Chamber - 9/13/2022
ATTENDANCE:
Present: Hons. Clarke, Chairman; D. Williams, Vice Chairman; B. Williams and Garrett, members. Absent: Hon.
Hardie Davis, Jr., Mayor.
PUBLIC SAFETY
1. Motion to approve the request to move funds to the Richmond County Sheriff’s Office Training Range
Capital Outlay.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made
By
Seconded
By
Motion
Result
It was the consensus of the committee that this item be
approved without objection.
2. Approve Contract with Koa Hills Consulting, LLC to provide On-Demand ERP Support and
Configuration Services
Item
Action:
Approved
Motions
Motion
Type Motion Text Made
By
Seconded
By
Motion
Result
It was the consensus of the committee that this item be
approved without objection.
3. Motion to approve the minutes of the Public Safety Committee held August 30, 2022 Item
Action:
Approved
Motions
Motion
Type Motion Text Made
By
Seconded
By
Motion
Result
It was the consensus of the committee that this item be
approved without objection.
www.augustaga.gov
Central Services Department
Takiyah A. Douse, Director Fleet Management
Ron Crowden, Fleet Manager 1568-C Broad Street
Augusta GA 30904
Phone: (706) 821-2892
DATE: August 24, 2022
SUBJECT: Approve the request for the purchase of one Compact Tracked Steer Loader
for the Richmond County Sheriff’s Office-Training Range
CAPTION: Motion to approve the purchase of one 2022 Kubota SLV97-2 Compact Tracked
Steer Loader at a total cost of $77,295.00 from J & B Tractor of Augusta, GA (Bid 21-264) for the
Richmond County Sheriff’s Office-Training Range.
BACKGROUND: The Richmond County Sheriff’s Office-Training Range is requesting to
purchase the equipment for land maintenance of the Training Range in lieu of continuously
borrowing assets from the landfill. The land requiring regular maintenance includes 200 acres of
land on the Training Range, South Precinct, Special Operations Precinct.
ANALYSIS: The Procurement Department published a competitive bid using the Demand Star
application for a Compact Utility Tractor. Invitations to bid were mailed out to 16 vendors to
include eight (8) local vendors and received a total of five (5) responses. J & B Tractor of
Augusta, GA offered the lowest cost and provided all the necessary specifications for the
requested equipment.
Bid 21-264: Compact Tracked Steer Loader:
2022 Kubota SLV97-2 – J & B Tractor: $77,295.00 (Augusta, GA)
2022 John Deere 3331G – Blanchard Equipment: $90,350.00 (Augusta, GA)
2023 John Deere 333G – AG-Pro: $92,138.00 (Conyers, GA)
2022 Bobcat T770 – Bobcat of Augusta: $93,185.00 (Augusta, GA)
2022 Cat 299D3 – Yancey Brothers: $121,392.00 (Augusta, GA)
FINANCIAL IMPACT: One asset at $77,295.00 using Capital Outlay Fund account;
272-03-1410/54-21110
ALTERNATIVES: (1) Approve the request; (2) Do not approve the request
RECOMMENDATION: Motion to approve the purchase of one 2022 Kubota SLV97-2
Compact Tracked Steer Loader at a total cost of $77,295.00 from J & B Tractor of Augusta, GA
(Bid 21-264) for the Richmond County Sheriff’s Office-Training Range.
By Budget Control
AUGUSTA, GEORGIA
Budget to Actual Report
As Of:
Ledger:
Fiscal Year:2022
GL
Object Code:
Fund:
5421110
Org Key:
Directors Name:
272
272031410
Description BalanceEncumbranceActualBudget Control
08/24/2022
PEBudget:
Budget
Capital Outlay 0.0084,100.0054 84,100.000.00
(84,100.00)0.00
0.00
0.00
84,100.000.0084,100.00
0.00
(84,100.00)
0.000.00
Net
Total Expense
0.00Total Revenue
08/24/2022
08:44:11
Current Date:1Page:AS91663 - Anthony SebekUser ID:
Current Time:Report ID:GLIQBAGLJLBC - BA - Budget to Actual Figures(GLJL
Public Safety Committee Meeting
9/13/2022 1:20 PM
Motion to move funds to Training Range in Capital Outlay
Department:Richmond County Sheriff’s Office (RCSO)
Presenter:
Caption:Motion to approve the request to move funds to the Richmond County
Sheriff’s Office Training Range Capital Outlay.
Background:The Richmond County Sheriff’s Office has funds available in account 272-
03-1410/54-21110 Police Training / Machinery & Equipment to purchase
a Compact Steer Loader. Additional funds in the amount of $15,000 is
needed to complete the purchase.
Analysis:Funding is available in account 273-03-2110/5223112
Financial Impact:The Richmond County Sheriff's Office has received the acceptance packet
for the Compact Steer Loader.
Alternatives:None
Recommendation:The Richmond County Sheriff's Office recommends the fund transfer in
the amount of $15,000 from account 273-03-2110/5223112 to 272-03-
1410/54-21110 to purchase a Compact Steer Loader. Funding is available
in account 273-03-2110/5223112
Funds are Available in
the Following
Accounts:
Funding is available in account 273-03-2110/5223112
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
KOA HILLS CONSULTING, LLC
PROFESSIONAL SERVICES AGREEMENT
This Professional Services Agreement (the “Agreement”), is entered into as of the date and year set
forth below (the “Effective Date”), by and between the CITY OF AUGUSTA (“Recipient”), a
city, and KOA HILLS CONSULTING, LLC, a Nevada limited liability company (“Service Provider”).
WHEREAS, Recipient desires to engage Service Provider to provide certain consulting services to
Recipient, and Service Provider desires to perform certain consulting services for Recipient, which services
will be more fully set forth in specific Statements of Work (as defined below)
NOW THEREFORE, for valuable consideration, the receipt and sufficiency of which are hereby
acknowledged, Recipient and Service Provider agree as follows:
1. Services.
a. Recipient engages Service Provider, and Service Provider hereby accepts this engagement,
to provide certain consulting services related to the business or products of Recipient (any service performed
by Service Provider for Recipient is hereinafter referred to as, the “Services”), which Services shall each
be described and performed as more specifically set forth in each Statement of Work entered into by the
parties and attached to this Agreement, substantially in the form of Exhibit A attached hereto (each, a
“Statement of Work”), pursuant to the terms and conditions specified in this Agreement.
b. Each Statement of Work shall include the following information, if applicable: (i) a detailed
description of the Services to be performed pursuant to the Statement of Work; (ii) the date upon which the
Services will commence and the term of such Statement of Work; (iii) the fees to be paid to Service Provider
under the Statement of Work; (iv) the implementation plan, including a timetable, milestones and payment
schedules; (v) any criteria for completion of the Services; and (vi) any other terms and conditions agreed
upon by the parties in connection with the Services to be performed pursuant to such Statement of Work.
c. If Recipient desires to change the scope or performance of the Services or any Statement
of Work, it shall submit details of the requested change to Service Provider in writing. Service Provider
shall, within ten (10) business days after such request, provide a written estimate to Recipient of: (i) the
likely time required to implement the change; (ii) any necessary variations to the fees and other charges for
the Services arising from the change; (iii) the likely effect of the change on the Services; and (iv) any other
impact the change might have on the performance of this Agreement. Promptly after receipt of such
information, the parties shall negotiate and agree in writing on the terms of such change (a “Change Order”).
Neither party shall be bound by any Change Order unless mutually agreed upon in writing in accordance
herewith.
2. Term; Termination. This Agreement shall commence as of the Effective Date and shall continue
thereafter until the expiration of the Term (as defined in the applicable Statement of Work), unless sooner
terminated pursuant to the terms hereof. In the event Recipient fails to remit payment for amounts of any
invoice within the thirty (30) days of receipt of Service Provider’s invoice, Service Provider may suspend
performance of the Services upon written notice to Recipient until payments due are received. If any amount
remains unpaid for five (5) business days after written notice by Service Provider to Recipient of Recipients’
failure to timely pay such amounts, Service Provider may terminate this Agreement upon written notice to
Recipient. Either party shall have the right to terminate this Agreement if the other party
commits a material breach of this Agreement and fails to cure such breach within thirty (30) days after
receiving written notice of such breach.
3. Obligations of Service Provider; Representations and Warranties.
a. Service Provider shall: (i) before the date on which the Services are to start, obtain, and at
all times during the Term of this Agreement maintain, all material licenses and consents and comply with
all relevant state, federal and local laws, rules or regulations of any governmental entity or body
(collectively, “Laws”), applicable to the provision of the Services; and (ii) comply with, and ensure that all
employees or subcontractors, if any (together, “Personnel”), comply with, all rules, regulations and policies
of Recipient that are communicated to Service Provider in writing, including security procedures
concerning systems and data and remote access thereto, and general health and safety practices and
procedures.
b. Service Provider is responsible for all Personnel and for the payment of their compensation,
including, if applicable, withholding of income taxes, and the payment and withholding of social security
and other payroll taxes, unemployment insurance, workers’ compensation insurance payments and
disability benefits.
c. Service Provider represents and warrants to Recipient that: (i) it has full power and
authority to execute and deliver this Agreement and to perform its obligations hereunder, and that the
execution, delivery and performance of this Agreement and all other agreements contemplated hereby have
been duly authorized; (ii) it shall perform the Services using Personnel of required skill, experience and
qualifications and in in accordance with industry standards for similar services; and (iii) it is in material
compliance with, and shall perform the Services in compliance with, all applicable Laws. Notwithstanding
anything contained herein to the contrary, Service Provider makes no representation or warranty with
respect to any Recipient data, information or materials, or any Recipient Intellectual Property Rights (as
defined herein) incorporated into or used in connection with the Services. As used in this Agreement,
“Intellectual Property Rights”) means all (a) patents, patent disclosures and inventions (whether patentable
or not), (b) trademarks, service marks, trade secrets, trade dress, trade names, logos, corporate names and
domain names, together with all of the goodwill associated therewith, (c) copyrights and copyrightable
works (including, without limitation, software and computer programs), mask works, and rights in data and
databases, (d) trade secrets, know-how and other confidential information, and (e) all other intellectual
property rights, in each case whether registered or unregistered and including all applications for, and
renewals or extensions of, such rights, and all similar or equivalent rights or forms of protection in any part
of the world.
d. EXCEPT AS OTHERWISE EXPRESSLY PROVIDED IN THIS AGREEMENT, TO
THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, SERVICE PROVIDER PROVIDES
THE SERVICES AS IS AND WITH ALL FAULTS, AND HEREBY DISCLAIMS ALL WARRANTIES
AND CONDITIONS, EITHER EXPRESS, IMPLIED OR STATUTORY, INCLUDING, BUT NOT
LIMITED TO, ANY (IF ANY) IMPLIED WARRANTIES OR CONDITIONS OF
MERCHANTABILITY, OF FITNESS FOR A PARTICULAR PURPOSE, OF ACCURACY OR
COMPLETENESS OF RESPONSES, OF RESULTS, OF LACK OF NEGLIGENCE OR LACK OF
WORKMANLIKE EFFORT, OF WARRANTY OR CONDITION OF TITLE, QUIET ENJOYMENT,
QUIET POSSESSION, CORRESPONDENCE TO DESCRIPTION OR NON-INFRINGEMENT;
EXCEPT AS OTHERWISE EXPRESSLY PROVIDED HEREIN, THE ENTIRE RISK AS TO THE
QUALITY OF OR ARISING OUT OF USE OR PERFORMANCE OF THE SERVICES REMAINS
WITH RECIPIENT.
4. Obligations of Recipient; Representations and Warranties
a. Recipient shall: (i) cooperate with Service Provider in all matters relating to the
Services; respond promptly, but in any event within five (5) business days, to any Service Provider request
to provide direction, information, approvals, authorizations or decisions that are necessary for Service
Provider to perform Services in accordance with the requirements of this Agreement; and, (iii) ensure that
information and materials provided to Service Provider are complete and accurate in all respects.
b. Recipient represents and warrants to Service Provider that: (i) it has full power and
authority to execute and deliver this Agreement and to perform its obligations hereunder, and that the
execution, delivery and performance of this Agreement and all other agreements contemplated hereby have
been duly authorized; (ii) it is in material compliance with all applicable Laws; (iii) Recipient’s is not
currently infringing and will not infringe on any Intellectual Property Right of any third party, and, as of
the date hereof, there are no pending or threatened claims, litigation or other proceedings against Recipient
by any third party based on an alleged violation of any Intellectual Property Rights.
5. Payment Terms.
a. In consideration of the provision of the Services by Service Provider and the rights granted
to Recipient under this Agreement, Recipient shall pay the fees set forth in the applicable Statement of
Work.
b. Where the Services are provided on a time basis: (i) the fees payable for the Services shall
be calculated in accordance with Service Provider ‘s hourly fee rate set forth in the applicable Statement of
Work, in minimum units of ¼ hours; and (ii) Service Provider shall issue invoices to Recipient weekly in
arrears for its fees for time for the immediately preceding week, together with a description of the work
performed for each time entry.
c. Where Services are provided for a fixed price, the total fees for the Services shall be the
amount set out in the applicable Statement of Work and shall be payable to Service Provider in installments
as set out in the Statement of Work.
d. Service Provider shall issue invoices to Recipient in accordance with the terms of this
Section or any applicable Statement of Work, and Recipient shall pay all invoiced amounts due to Service
Provider within thirty (30) days after Recipient’s receipt of such invoice. If fees are not paid promptly
(within 30 days of the date of invoice), a carrying charge of one and a ½ percent (1.5%) per month will be
assessed on the unpaid balance of the statement from the date of invoice. Payments will be accepted by
cash, check, money order, bank draft, wire transfer and ACH direct deposit into Service Provider’s account.
e. Recipient shall be responsible for all sales, use and excise taxes, and any other similar
taxes, duties and charges of any kind imposed by any federal, state or local governmental entity on any
amounts payable by Recipient hereunder; provided, that, in no event shall Recipient pay or be responsible
for any taxes imposed on, or with respect to, Contactor’s income, revenues, gross receipts, personnel or real
or personal property or other assets.
6. Independent Contractor. The relationship of Service Provider to Recipient is that of independent
contractor and not that of partner, member, joint venturer, employee or agent. Nothing contained in this
Agreement shall be construed as creating any agency, partnership, joint venture or other form of joint
enterprise, employment or fiduciary relationship between the parties. This Agreement shall not be construed
to make either party the agent or legal representative of the other party for any purpose whatsoever, and
neither party is granted any right or authority to assume or create any obligations for, on
behalf of, or in the name of the other party. Each party agrees that it will neither represent, nor allow
itself to be held out as an agent of, or partner or joint venturer with the other party.
7. Protection of Recipient’s Confidential Information.
a. Definition of Confidential Information. As used herein, “Confidential Information” means
and includes: (a) any non-public knowledge or information relating to the business, operations and affairs
of Recipient, disclosed by Recipient to Service Provider in the course of Service Provider’s engagement by
Recipient or the performance of the Services; and (b) any trade secrets of either party will be entitled to all
of the protections and benefits under the Nevada Trade Secrets Act, Nevada Revised Statutes §§ 600A.030
et seq. and any other applicable law. None of the foregoing obligations and restrictions applies to any part
of the Confidential Information that the receiving party demonstrates was or became generally available to
the public other than as a result of a disclosure by the receiving party.
b. Protection of Confidential Information. In connection with this Agreement, Service
Provider may have access to Confidential Information of Recipient. Service Provider agrees that at all times
during and after Service Provider’s engagement by Recipient, Service Provider will hold in trust, keep
confidential, and not disclose to any third party or make any use of the Confidential Information of
Recipient, except for the benefit of Recipient and in the course of Service Provider’s performance of any
Services for Recipient. Notwithstanding the foregoing, Service Provider may disclose Confidential
Information if and to the extent that such disclosure is required by law, court order, or order from a
regulatory body having jurisdiction over either of the parties hereto.
8. Return of Property. Upon termination of Service Provider’s engagement with Recipient, (a) Service
Provider shall, upon Recipient’s written request, either return or destroy, in its sole discretion, all of
Recipient’s Confidential Information, and (b) Service Provider shall return to Recipient any keys,
equipment or other personal property of Recipient, to Recipient.
9. Indemnification; Limitations on Liability.
a. Each party shall defend, indemnify and hold harmless the other party and its shareholders,
officers, directors, members, managers, employees, agents, successors and permitted assigns from and
against all claims, losses, damages, liabilities, deficiencies, actions, judgments, interest, awards, penalties,
fines, costs or expenses of whatever kind, including attorneys’ fees and costs and the cost of enforcing any
right to indemnification hereunder and the cost of pursuing any insurance providers arising out of or
resulting from any claim, suit, action or proceeding arising out of or resulting from (a) the willful, fraudulent
or grossly negligent acts or omissions of such party, or (b) a claim that such party infringes any Intellectual
Property Right of a third party.
b. IN NO EVENT SHALL EITHER PARTY BE LIABLE TO THE OTHER FOR ANY
SPECIAL, INCIDENTAL, INDIRECT, PUNITIVE OR CONSEQUENTIAL DAMAGES
WHATSOEVER (INCLUDING, BUT NOT LIMITED TO, DAMAGES FOR LOSS OF PROFIT OR
BUSINESS INTERRUPTION) ARISING OUT OF OR IN ANY WAY RELATED TO THE PROVISION
OF THE SERVICES, OR IN CONNECTION WITH ANY PROVISION OF THIS AGREEMENT, EVEN
IF SUCH PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
NOTWITHSTANDING ANY DAMAGES THAT EITHER PARTY MIGHT INCUR FOR ANY
REASON WHATSOEVER (INCLUDING, WITHOUT LIMITATION, ALL DAMAGES REFERENCED
ABOVE AND ALL DIRECT OR GENERAL DAMAGES), THE ENTIRE LIABILITY OF EACH
PARTY TO THE OTHER UNDER ANY PROVISION OF THIS AGREEMENT SHALL BE LIMITED
TO THE AMOUNT OF THE FEES PREVIOUSLY PAID BY RECIPIENT TO SERVICE PROVIDER
HEREUNDER. THE FOREGOING LIMITATIONS, EXCLUSIONS AND DISCLAIMERS SHALL
APPLY TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, EVEN IF ANY
REMEDY FAILS ITS ESSENTIAL PURPOSE.
10. Notices. All notices, requests, demands, claims, and other communications hereunder shall be in
writing. Any notice, request, demand, claim, or other communication hereunder shall be deemed duly given
(i) when delivered personally to the recipient, (ii) one (1) business day after being sent to the recipient by
reputable overnight courier service (charges prepaid), (iii) one (1) business day after being sent to the
recipient by facsimile transmission or electronic mail, or (iv) four (4) business days after being mailed to
the recipient by certified or registered mail, return receipt requested and postage prepaid, and addressed to
the intended recipient as set forth on the signature page. Any party may change the address to which notices,
requests, demands, claims, and other communications hereunder are to be delivered by giving the other
Parties notice in the manner herein set forth.
11. Attorneys’ Fees. Should either party employ an attorney or attorneys to enforce any of the terms
and conditions hereof, the prevailing party shall be entitled to all costs and expenses, including attorneys’
fees, expended or incurred by the such party.
12. Entire Agreement. This Agreement and any applicable Statement of Work are the entire
understanding of the parties, and supersedes any other agreement, whether written or oral. This Agreement
may not be amended except in writing signed by both parties.
13. Severability. If a court finds any provision of this Agreement to be invalid, illegal or unenforceable,
the remainder of this Agreement shall remain in full force and effect. Upon such determination that any
term or other provision is invalid, illegal or unenforceable, the parties hereto shall negotiate in good faith
to modify this Agreement so as to effect the original intent of the parties as closely as possible in order that
the transactions contemplated hereby be consummated as originally contemplated to the greatest extent
possible.
14. Governing Law, Jurisdiction and Venue. This Agreement shall be governed by and construed in
accordance with the internal laws of the State of Nevada without giving effect to any choice or conflict of
law provision or rule (whether of the State of Nevada or any other jurisdiction) that would cause the
application of the laws of any jurisdiction other than those of the State of Nevada. Any legal suit, action or
proceeding arising out of or related to this Agreement or the matters contemplated hereunder shall be
instituted exclusively in the federal or state courts located in Washoe County, Nevada. Each party
irrevocably submits to the exclusive jurisdiction of such courts in any such suit, action or proceeding and
waives any objection based on improper venue or forum non conveniens. Service of process, summons,
notice or other document by mail to such party’s address set forth herein shall be effective service of process
for any suit, action or other proceeding brought in any such court.
15. Counterparts. This Agreement may be executed in one or more counterparts each of which shall be
deemed an original, but all of which together shall be deemed to be one and the same agreement. A signed
copy of this Agreement delivered by facsimile, e-mail or other means of electronic transmission shall be
deemed to have the same legal effect as delivery of an original signed copy of this Agreement.
[signatures appear on following page]
Scope of Work
City of Augusta - Analyst On Demand - (August 2022 Renewal)
1 Introduction
This Statement of Work (“SOW”) between the City of Augusta, hereby known as “Customer”, and Koa Hills
Consulting, hereby known as “Koa Hills”, describes tasks and initiatives relating to the needs at the City of
Augusta.
This document outlines the following:
●The scope of services being contracted for from Koa Hills
●Period of performance
●Project assumptions
●Acceptance criteria
●Change control
●Project Costs
2 Scope of Services
Initiatives or tasks not described in this SOW are agreed to be out-of-scope and not included in the SOW.
Either party may communicate change requests to the other party through an agreed-upon Change Order
Process. The scope for this SOW is defined below.
2.1 Organizational Scope
The organizational scope includes all Customer departments, divisions, or other functional areas that
use the current ERP solution.
2.2 Geography and Language Scope
The geographical scope includes the United States and the City of Augusta. Koa Hills will schedule
team members either to be onsite or to be available remotely, as appropriate.
2.3 User Scope
The user scope includes all of the Customer’s active users of the current ERP solution.
2.4 Analyst On Demand Scope - 147 Hours
The Analyst on Demand service allows the Customer to request ad hoc services from Koa Hills
Consulting, including financials and HR/payroll consultation, report creation, security fixes, and
workflow configuration. Tasks are tracked in the Intervals tracking system.
3 Period of Performance
The estimated Period of Performance of this project will begin on 8/10/22 and end on
12/31/22.
SOW – Koa Hills Consulting – City of Augusta, GA - Analyst On Demand (August 2022 Renewal)
1
4 Project Assumptions
Assumptions are factors that are considered to be known as true by the Customer and Koa Hills when
planning for this project. The list of assumptions made for this project are as follows:
●The Customer has the will and the authority to enter into the project.
●Adequate funding will be available to complete the project.
●The Customer will provide required resources and fulfill Customer’s project responsibilities.
●The Customer will continue to provide strong, effective executive sponsorship for the project.
●The Customer will provide adequate, qualified staff resources to complete the project.
●The Customer will furnish and maintain the necessary infrastructure for the project to Koa Hills and to
the Customer’s users, including but not limited to:
○Remote and local network access
○Connectivity to all ERP servers and applications
5 Acceptance Criteria
Customer and Koa Hills will follow best practices throughout the project and mutually identify criteria
for completion of the project. The overall scope of work will be considered complete when one or more
of the following criteria are met:
●Koa Hills has delivered the agreed-upon hours
●Customer and Koa Hills agree that no further assistance is needed
6 Change Control
In the event that either Koa Hills or the Customer identifies an activity or objective that is beyond the
scope set forth in this SOW, the parties agree to take the following steps:
1.Notification should be provided to both parties which announces the change requested. The
following details should be provided as part of an official Change Request:
■Change requested - Description of the scope change needed, including details on how
the change relates to project objectives and the impact to the project if the change is
not applied.
■Estimated project impact - Estimated impact of the change to the project, including
work effort, deliverables, and impact to the overall project timeline.
■Estimated cost - Consolidated estimate which identifies additional costs to implement
the change, including labor, hardware, software, or other expenses.
2.If the Change Request is acceptable to all parties, it should be executed by representatives for
Koa Hills and the Customer. Once this is complete, work on the Change Request can be
started. Any additional costs will be billed according to rates established in the Contract.
SOW – Koa Hills Consulting – City of Augusta, GA - Analyst On Demand (August 2022 Renewal)
2
7 Project Costs
Task Description Hours Rate Cost
Analyst on Demand services 147 170 $24,990
Total Estimated Cost of Services $24,990
Quotation Notes:
●All work will be done remotely.
●Hours billed as incurred.
●This quote is valid for 90 Days.
Please confirm your acceptance of this quote by signing below:
Signature
Print Name
Date
SOW – Koa Hills Consulting – City of Augusta, GA - Analyst On Demand (August 2022 Renewal)
3
I N FORMATION TECHNOLOGY
Tameka Allen
Chief Information Offi cer
Reggie Horne
Deputy Chief Information Officer
To:Ms. Geri Sams, Director, Procurement
Ms. Takiyah A. Douse, Interim Administrator
From: Ms. Tameka Allen, CIO, Information T
Date: August 16,2022 RU* LT'22 ru *:tE
subject: sole Source Justilication for Koa Hills Consulting,LLC
Central Square is the integrated ERP system used by Augusta for payroll, accounting, procurement,
human resource -*ug"ri.nt, and all other finance-related processes. All Augusta departments and
offices use Central Square for procurement and budgetary functions. Augusta's needs for Central
Square configuration, reporting, and training have grown significantly over the past few years.
Due to this demand, as well as the complexity of the software, Information Technology has engaged a
consultant to help meet the specific needs arising from each department. Central Square is a
specialized application, and koa Hills Consulting, LLC is the only known external consulting firm that
specifically off.r. "Analyst on Demand" support for this software. Information Technology has
previously engaged Koa Hills to provide these services and found them to be a valuable resource.
Due to staff changes and additional reporting needs, Information Technology now requires additional
service hours from Koa Hills. The attached contract and scope of work would provide on-demand
services up to $24,990 for the remainder of 2022. Hours will be billed as incurred. These services will
be fundeilfrom the Information Technology operating budget (101015410-5239110).
I am requesting your approval to proceed with this endeavor and your signatures below. Thank you in
advance for your consideration and response.
|/Mtr,
Approve / Deny:Date:
Ms. Takiyah A. Douse, Interim Administrator
Information TechnologY
535 Telfair Street, Building 2000
Augusta, GA 30901
(7 06) Szt -2522 - FAX (7 06) 821-2530
www.AugustaGa.gov
Gary Hewett
Deputy Chief Information Officer
rector, Procurement
sole source Justification (Reference Article 6, Procurement source Selection Methods and
ContractAwards,sl.l0.s6SoLESoURcEPRoGUREMENT
Vendor: Koa Hills Consulting, LLC
Commodity: Software Support
E-Veriff Number: 1402992
Estimated annual expenditure for the above commodity or service:$ 24,990.00
Initial all entries below that apply to the proposed purchasg. Attach a memorandum containing complete
j"rtifl,*tir, "rd *ppo,t d*u*"ntution ur dir""t"a in initialed entry. (More than one entry will apply to most
sole source products/services requested).
SOLE SOURCE REQUEST IS FOR THE OzuGINAL MANUFACTURER OR PROVIDER'
THERE ARE NO REGIONAL DISTRIBUTORS. (Attach the manufacturer's written
certification that no regional distributors exist. Item no. 4 also must be completed')
SOLE SOURCE REQUEST IS FOR ONLY THE AUGUSTA GEORGIA AREA
DTSTRIBUTOR OF THE OzuGINAL MANUFACTURER OR PROVIDER. (Attach the
manufacturer,s - 16f the distributol's - written certification that identifies all regional
distributors. Item no. 4 also must be completed.)
THE PARTS/EQUIPMENT ARE NOT INTERCHANGEABLE WITH SIMILAR PARTS OF
ANOTHER MANUFACTURER. (Explain in separate memorandum')
THIS IS THE ONLY KNOWN ITEM OR SERVICE THAT WILL MEET THE SPECIALIZED
NEEDS oF THrS DEpARTMENT oR PERFoRM THE INTENDED FLrNCTION. (Attach
memorandum with details of specialized function or application')
THE PARTS/EQUIPMENT ARE REQUIRED FROM THIS SOURCE TO PERMIT
STANDARDIZATION. (Afiach memorandum describing basis for standardization request.)
NONE OF THE ABOVE APPLY. A DETAILED EXPLANATION AND JUSTIFICATION
FoRTHISSoLESOURCEREQUESTISCoNTAINEDINATTACHEDMEMORANDUM.
1.
2.
4.
5.
6.
X
The undersigned requests that competitive procurement be waived and that the vendor identified
of the service or material described ip this iole souice justification be authorized as a sole source
as the supplier
for the service
or material.
Name:
Department Head Si
Approval Authority:
Horne tion Technol Date:
Date:
8/16/22
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COMMENTS:
Rev.09/10/12
Date:
Public Safety Committee Meeting
9/13/2022 1:20 PM
Approve Contract with Koa Hills Consulting, LLC to provide On-Demand ERP Support and Configuration Services
Department:Information Technology
Presenter:Reggie Horne, Deputy CIO
Caption: Approve Contract with Koa Hills Consulting, LLC to provide On-Demand
ERP Support and Configuration Services
Background:Central Square is the integrated ERP system used by Augusta for payroll,
accounting, procurement, human resource management, and all other
finance-related processes. All Augusta departments and offices use Central
Square for procurement and budgetary functions. Augusta’s needs for
Central Square configuration, reporting, and training have grown
significantly over the past few years.
Analysis:Due to increased demands, staffing changes, additional reporting needs,
and the complexity of the software, Information Technology has engaged a
consultant to help meet the specific needs arising from each department.
Central Square is a specialized application, and Koa Hills Consulting, LLC
is the only known external consulting firm that specifically offers “Analyst
on Demand” support for this software.
Financial Impact:The attached contract and scope of work would provide on-demand
services up to $24,990 for the remainder of 2022. Hours will be billed as
incurred. These services will be funded from the Information Technology
operating budget (101015410-5239110).
Alternatives:There are no recommended alternatives.
Recommendation:Approve Contract with Koa Hills Consulting, LLC to provide On-Demand
ERP Support and Configuration Services
Funds are Available in
the Following
Accounts:
These services will be funded from the Information Technology operating
budget (101015410-5239110).
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Public Safety Committee Meeting
9/13/2022 1:20 PM
Public Safety Minutes
Department:Clerk of Commission
Presenter:Clerk of Commission
Caption:Motion to approve the minutes of the Public Safety Committee held
August 30, 2022
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY: