HomeMy WebLinkAbout2016-07-12 Meeting Minutes Public Service Committee Meeting Commission Chamber - 7/12/2016
ATTENDANCE:
Present: Hons. Davis, Chairman; D. Williams, Vice Chairman; Fennoy
and M. Williams, members.
Absent: Hon. Hardie Davis, Jr., Mayor.
PUBLIC SERVICES
1. A motion to approve a Contract with NELSON/NYGAARD Consulting
Associates, Inc. to Conduct a Comprehensive Operational Analysis of Augusta’s
Public Transit System.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
4-0.
Commissioner
Marion Williams
Commissioner
William Fennoy Passes
2. Motion to approve allowing all items approved by the Augusta Aviation
Commission go directly to the regular Commission's consent agenda.
(Requested by Commissioner Sias)
Item
Action:
Rescheduled
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Defer
Motion to defer
this item for 30
days.
Motion Passes 4-
0.
Commissioner
Dennis Williams
Commissioner
William Fennoy Passes
3. Motion to approve the appointment of Mr. Mark Plunkett to the HVAC Item
contractor position on the Construction Advisory Board. Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
4-0.
Commissioner
William Fennoy
Commissioner
Dennis Williams Passes
4. A motion to approve the Renewal and Amendment of Augusta Public Transit
Management and Operation agreement dated July 25, 2013 with an effective
date of August 1, 2013 by and between Augusta, Georgia and McDonald Transit
Associates, Inc. for the renewal term of August 1, 2016 to July 31, 2018.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
4-0.
Commissioner
William Fennoy
Commissioner
Marion Williams Passes
5. Motion to approve the minutes of the Public Services Committee held on June
14, 2016.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
4-0.
Commissioner
William Fennoy
Commissioner
Marion Williams Passes
6. Approve R.W. Allen to install an energy saving photovoltaic system on the new
Public Defender’s Office in the amount of $45,666.00.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
www.augustaga.gov
Approve
Motion to approve.
Ms. Davis votes No.
Motion Passes 3-1.
Commissioner
William Fennoy
Commissioner
Dennis Williams Passes
7. Adopt a policy establishing procedures and guidelines for dedication plaques to
be installed in new and renovated Augusta facilities.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
4-0.
Commissioner
William Fennoy
Commissioner
Marion Williams Passes
Public Service Committee Meeting
7/12/2016 1:00 PM
Attendance 7/12/16
Department:
Presenter:
Caption:
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Request for Proposal
Request for Proposals will be received at this office until Friday, April 22, 2016 @ 11:00 a.m. for furnishing:
RFP Item #16-151 Consulting Services to Conduct a Comprehensive Operational Analysis of Augusta’s Public
Transit System for Augusta, Georgia – Transit Department
RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams, Director
Augusta Procurement Department
535 Telfair Street - Room 605
Augusta, Georgia 30901
RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP
documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605,
Augusta, GA 30901.
Pre Bid Conference will be held on Friday, April 1, 2016, @ 10:00 a.m. in the Procurement Department, 535 Telfair
Street, Room 605. A site visit will follow.
All questions must be submitted in writing by fax to 706 821-2811 or by email to
procbidandcontract@augustaga.gov to the office of the Procurement Department by Tuesday, April 5, 2016, @ 5:00
P.M. No RFP will be accepted by fax, all must be received by mail or hand delivered.
No RFP may be withdrawn for a period of 90 days after time has been called on the date of opening.
Request for proposals (RFP) and specifications. An RFP shall be issued by the Procurement Office and shall include
specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions,
applicable to the procurement. All specific requirements contained in the request for proposal including, but not
limited to, the number of copies needed, the timing of the submission, the required financial data, and any other
requirements designated by the Procurement Department are considered material conditions of the bid which are
not waivable or modifiable by the Procurement Director. All requests to waive or modify any such material condition
shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia
Commission for approval by the Augusta, Georgia Commission. Please mark RFP number on the outside of the
envelope.
Proponents are cautioned that acquisition of RFP documents through any source other than the office of the
Procurement Department is not advisable. Acquisition of RFP documents from unauthorized sources places the
proponent at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
Correspondence must be submitted via mail, fax or email as follows:
Augusta Procurement Department
Attn: Geri A. Sams, Director of Procurement
535 Telfair Street, Room 605
Augusta, GA 30901
Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle February 25, March 3, 10, 17, 24, 31, 2016
Metro Courier March 2, 2016
VENDORS Attachment
"B"
E-Verify
#
Addendum
#1
SAVE
Form Original 7
Copies
Fee
Proposal
Connectics
Transportation Group
570 Colonial Park Dr.,
Suite 302
Roswell, GA 30075
Yes 264899 Yes Yes Yes Yes Yes
Nelson Nygaard
77 Franklin St., 10th FL
Boston, MA 02110
Yes 375323 Yes Yes Yes Yes Yes
Proposal Opening
RFP Item #16-151 Consulting Services to Conduct a
Comprehensive Operational Analysis of Augusta's
Public Transit Sytem
for Augusta, Georgia - Transit Department
RFP Due: Friday, April 22, 2016 @ 11:00 a.m.
Total Number Specifications Mailed Out: 19
Total Number Specifications Download (Demandstar): 14
Total Electronic Notifications (Demandstar): 106
Pre-Proposal Conference Attendees: 1
Total packages submitted: 2
Total Noncompliant:
Page 1 of 1
Criteria Vendors
Connectics Transportation
Group
570 Colonial Park Dr.,
Suite 302
Roswell, GA 30075
Nelson Nygaard
77 Franklin St., 10th FL
Boston, MA 02110
RANKING SCORING
First Round Elimination Pass/Fail
Submittal and Quality of RFP (MUST PASS
FOR CONTINUED CONSIDERATION)
A. Package submitted by the deadline Pass/Fail
B. Package is complete (includes requested Pass/Fail
Second Round Elimination 50
Quality of RFP (MUST ACHIEVE 35 POINTS
FOR CONTINUED ONSIDERATION)
C.Overall Quality of RFP (concise and to-the-
point)38.3 48.3
Proposer’s ’s Overall Ability to Provide the
Services 480
D. Narrative
1. Technical Approach 100 80.0 91.7
2. Financial Responsibility 100 81.7 93.3
3. Project Management 95 81.7 93.3
4. Key Personnel & Staff 95 86.7 90.0
5. Organizational Qualifications 80 76.7 80.0
6. Optional Interview (Potential bonus
Points) 10
TOTAL 406.7 448.3
Scope of Services 200
E. Understanding the Scope of Services
1. Proposer demonstrates a thorough
understanding of the Scope of Work? 40 38.7 39.0
2. Proposer sufficiently address’s each Phase
of Work in their proposal? 40 37.7 39.7
3. Proposer describes their approach to
accomplishing the objectives? 40 40.0 40.0
4. Proposer submitted a timeline for
accomplishing the work? 40 40.0 40.0
5. Proposer adequately address their plan
for obtaining Community input and
presentation methods for the final report
and recommendations? 40 37.0 38.3
193.3 197.0
Cost/Fee Consideration 10
G. Cost/Fee Proposal (Enclose in a separate
sealed envelope)
Lowest Fee 10
Second 8
Third 6
Fourth 4
Fifth 2
Reference(s)10
H. References 7.3 7.3
Total 750 645.7 701.0
Cumulative Proposal Opening
RFP Item #16-151 Consulting Services to Conduct
a Comprehensive Operational Analysis of
Augusta's Public Transit Sytem
for Augusta, Georgia - Transit Department
RFP Due: Friday, April 22, 2016 @ 11:00 a.m.
AUGUSTA PUBLIC TRANSIT
PATRICKG STEPHENS
Director
May 19, 2015
GeriSams, Director
Augusta Procu rement Department
535 Telfair Street - Room 605
Augusta, GA 30901
Dear Ms. Sams,
The Transit Department has completed a review of the two (2) proposals submitted by Connetics
Transportation Group and Nelson/Nygaard for the conduct of a Comprehensive Operational Analysis of
our system.
The evaluation team has selected Nelson/Nygaard as their choice to conduct the study. We are
therefore recommending that we begin negotiations with Nelson/Nygaard's for the conduct of this
project.
Again the transit team appreciates all the help your staff has provided us in helping us to improve Transit
in Augusta.
Thanks,@aW*
Patrick Stephens
Augusta Public Transit
1535 Fenwick Street - August4 GA 30904
(706) 823-4400 - Fax (706) 821-1752
WWW.AUGUSTAGA.GOV
Public Service Committee Meeting
7/12/2016 1:00 PM
APT Comprehensive Operational Analysis
Department:Augusta Public Transit
Presenter:Patrick G. Stephens
Caption:A motion to approve a Contract with NELSON/NYGAARD
Consulting Associates, Inc. to Conduct a Comprehensive
Operational Analysis of Augusta’s Public Transit System.
Background:The Augusta Public Transit System (APT) operates fixed route,
ADA paratransit, and rural route services with Richmond County,
Georgia. The fixed route service consists of 9 routes with 12 peak
buses serving approximately 2600 unlinked trips per day. The
system also provides complementary ADA service using 8 Para-
transit vehicles (Cutaway vans). The rural service utilizes 6
cutaway vehicles to provide service in areas where fixed route
services are not available. While APT is interested in new ideas
and different ways of delivering service, we are not seeking
change simply for the sake of change. The appropriate consultant
product may recommend major changes, small adjustments to
existing service patterns, or anything in between. The
recommendations need to be at a level that will facilitate cost
estimating. The overall goal of the study will be to: -Increase
route and system efficiency -Better serve existing and emerging
transit markets -Reallocate resources to improve ridership and
productivity -Ensure services are equitable -Develop support
through public and stakeholder input
Analysis:The purpose of a Comprehensive Operational Analysis is to:
•Evaluate overall transit service efficiency and effectiveness,
system route structure and delivery methods. •The study will
result in a comprehensive review of all transit system service as a
system. •Ultimately it will culminate in a set of service
recommendations, for a period up to ten (10) years. Several key
questions regarding our service include: •Are any fundamental
changes in our overall route structure appropriate to meet the
changing needs of our region? •Are there service delivery methods
that would improve our service performance? •What downtown
route structure will support our growing service levels and
accommodate any major system changes? •What general service
parameters (i.e. span of service, frequency…) are appropriate for a
growing region of our size? •What technology investments are
appropriate for the long term, such as fare box upgrades, real-time
information, traffic signal priority, etc.? •What is the appropriate
revenue mix and fare structure for the system? •What Public
Transit Performance Measures should be developed or considered;
Performance-based planning and programming should include
using transportation performance measures, setting targets,
reporting performance, and programming transportation
investments directed towards the achievement of transportation
system performance outcomes? •What initiatives can Augusta
identify to address Ladders of Opportunity; identify transportation
connectivity gaps in accessing essential services such as
employment, healthcare, schools/education and recreation? The
plan will focus upon the service level that can be supported by the
current level of funding, and identify strategic actions and
investments that would be appropriate if additional funding
became available in the future. We anticipate a schedule of 5-7
months to complete the project. The project budget is $115,123.
Financial Impact:This purchase will be funded with local and federal grant funds
from the Transit Department’s 2016 Capital Budget. The allocated
funding breakdown is: FTA Grant GA-90-X-343: Split Federal
Local 80/20 $92,098.40 $23,024.60 Total $115,123.00 $92,098.40
$23,024.60
Alternatives:The alternative is to not engage the consultant in the study and
utilize City of Augusta Transit employees to gather the
information. Unfortunately, Augusta Transit has very little
technology in place to gather the needed statistics. Staffing at
transit consists of only 4 employees. The amount of time and
effort needed to collect and analyze data due to lack of resources
needed to do the study would not be effective.
Recommendation:Approve a Contract with NELSON/NYGAARD Consulting
Associates, Inc. to Conduct a Comprehensive Operational
Analysis of Augusta’s Public Transit System.
Funds are Available
in the Following
Accounts:
54709-1215-52-12999
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Public Service Committee Meeting
7/12/2016 1:00 PM
Augusta Aviation Commission Items
Department:Clerk of Commission
Presenter:
Caption:Motion to approve allowing all items approved by the Augusta
Aviation Commission go directly to the regular Commission's
consent agenda. (Requested by Commissioner Sias)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Jun,24. 2016 2:01PM
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Public Service Committee Meeting
7/12/2016 1:00 PM
Construction Advisory Board
Department:Planning and Development
Presenter:Melanie Wilson
Caption:Motion to approve the appointment of Mr. Mark Plunkett to the
HVAC contractor position on the Construction Advisory Board.
Background:Mr. Rick Pinnell recently resigned from the position on the
Construction Advisory Board reserved for a HVAC contractor. The
Construction Advisory Board solicited interest in the position from
HVAC contractors, and Mr. Plunkett submitted a Talent Bank
Information Questionnaire.
Analysis:Mr. Plunkett would fill the remainder of Mr. Pinnell's term on the
Construction Advisory Board
Financial Impact:Not Applicable
Alternatives:None recommended
Recommendation:Approve the appointment of Mr. Mark Plunkett to the position on
the Construction Advisory Board reserved for a HVAC contractor.
Funds are Available
in the Following
Accounts:
Not Applicable
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
SUBJECT: Contract Renewal and Amendment with McDonald Transit
CAPTION: A motion to approve the Renewal and Amendment of Augusta Public Transit Management
and Operation agreement dated July 25, 2013 with an effective date of August 1, 2013 by and between
Augusta, Georgia and McDonald Transit Associate Inc. for the first renewal term of August 1, 2016 to
July 31, 2018.
BACKGROUND: On July 25, 2013 the Commission approved a Contract for the Transportation
Management and Operation Services for Augusta Public Transit’s Fixed Route, Paratransit and Richmond
Transit (Rural) Transportation Services by McDonald Associates, Inc.
The contract term was for an initial period of three (3) years with Augusta having the option to renew for
three (3) additional two (2) year periods. The initial contract period commenced on August 1, 2013 and
ends on July 31, 2016.
The Transit Department is recommending approval of the first renewal term for the period beginning on
August 1, 2016 and ending on July 31, 2018.
ANALYSIS: In 2011 Augusta, Georgia contracted out the management and operation of Fixed Route,
Paratransit, and Rural Transit Service. Currently McDonald Transit Associates, Inc. manages the
functional responsibility for the operation and vehicle maintenance of the service.
Outsourcing has Advantages and Disadvantages
The outsourcing or privatization of transit services is a common practice across the United States
especially in small transit systems where there is limited resources or lack of expertise in transit
development and operations. Contracting can reduce costs because contractors’ workforces are more
flexible, with more employees working part time positions, and lower insurance costs, among other
things. For oversight, transit agencies most commonly use periodic reports or meetings, on-site
inspections, performance metrics, and real time monitoring.
In recent U.S. Government studies, transit agencies and contractors cited benefits, challenges, and
disadvantages to contracting. Some of the disadvantages include employee morale problems and frequent
turnover in cases where reduced wages and benefits are involved. Transit agencies often view contracting
as advantageous when starting new or expanding service in order to avoid startup costs. The report further
noted that transit agencies that do not contract, cited different reasons for not doing so. They included a
desire to maintain control over operations; no reason change from the agency providing service; or
contracting was determined to not be cost effective.
Key Ingredients for Success
The keys to successfully improving Augusta transit service include, establishing effective partnerships
with the contractor, defining a clear vision for the future, establishing objectives and developing Key
Performance Indicators (KPI’s) in order to measure overall performance and system improvement. In
other words become “Data driven” to ensure effective decision making for continuous improvement and
to maximize efficiency.
Unfortunately, Augusta has very little technology in place to effectively gather critical and reliable data.
This has made it extremely difficult for the contractor as well Augusta Transit employees to establish
goals and make critical decisions for improving the system and operational efficiency.
The Future of Transit in Augusta
During the past year Augusta’s elected officials, City Administrator, and various departments within the
City government have had the opportunity to begin to evaluate opportunities for improving transit and its
infrastructure and begin to identify initiatives to move transit forward. These actions have included,
rebranding efforts, replacing aging buses, planning for a new modern transit facility that will serve transit
for years to come, plans to improve security in facilities and on buses, and installing state of the art
technology for gathering data. Critically important is the initiation of a Comprehensive Operational
Analysis Study of which is important for improving the system and charting a path for future growth.
Transit Accomplishments and Opportunities for Improvement
Evaluation of Transit operations since August 2013 under McDonald Transit management reflect the
following:
· McDonald Transit had six (6) days to institute a plan and assume operations of the system from
the previous contractor.
· During the 2012 FTA Triennial Review a number of deficiencies in the operation of transit
service were found. Upon assuming the role of contractor, McDonald Transit began developing
and implementing new policies and procedures to correct the deficiencies. There were no FTA
findings for McDonald during the most recent 2015 Triennial Review.
· In the early stages of the contract, McDonald experienced challenges with personnel issues and
has taken action to correct the problems.
· Ridership has increased during the three year period and continues to grow.
· Significant improvements have been made in the vehicle maintenance area to increase reliability.
· Customer complaints for operator discourtesy and rudeness are declining.
· A collaborative relationship between McDonald and Augusta Transit personnel has evolved that
focuses on continuous improvement, improved system efficiency, and a vision for the future
· Jointly, new initiatives are underway to develop such programs as Travel Training that will teach
our citizens how to access and use transit as one of their mobility options.
Outsourcing Recommendations
Due to the limited budget for the operation of the transit system, it is critical that the department strives to
maintain maximum service effectiveness and increase operational efficiency within the allocated budget
especially as the demand for service increases. The next one to two-year period is extremely important for
transit. The department has developed Key Performance Indicators and will become “data driven” to
ensure continuous improvement. Aging infrastructures and amenities will be refurbished or replaced.
The Transit Department is recommending that Augusta continue to contract out the services to McDonald
Transit for managing and operating the delivery of transit services.
An evaluation of financial statements provided by McDonald Transit reflect losses in two of the past three
years. These losses are attributed to rising health care costs, maintenance repair costs associated with
engine rebuilds and replacements on vehicles that have reach their mid-life and other cost related to
wages and fringe benefits.
Additionally, there has been no rate increase for services during the contract period. Recent changes in the
Fair Labor Standards Act regarding salaried employees along with expected health care costs will further
exacerbate increased costs. Transit will need to rebuild or replace six or seven engines during the next one
to two years at a cost ranging from $19,000 to $35,000 each depending on repair or replacement. These
are costs that the contractor is responsible for.
Transit is recommending renewal and modifications to the contract as follows:
· Approval of the First Term Renewal beginning August 1, 2016 and ending July 31, 2018.
· Approval of a 1.8% increase in Service hour rates in each year of the renewal period.
· Reduce the Performance Bond from 100% of the estimated contract value to 50% of the
estimated contract value.
· Budget up to $100,000 of FTA Section 5307 to rebuild or replace engines when the repair
exceeds $5,000.00. The Contractor will be responsible for paying the 20% match required by the
grant.
· The Contractor will be responsible for 50% of the annual maintenance cost or any future
upgrade fees associated with the Trapeze Dispatch and Scheduling System.
FINANCIAL IMPACT: The estimated value of the two-year contract renewal is:
· $4,685,880.22 - (August 1, 2016 through July 31, 2017)
· $4,770,050.09 - (August 1, 2017 through July 31, 2018)
Funding will come from the following Transit accounts:
· 546091111 Transit-Vehicle Operations-MB
· 546091113 Transit-Vehicle Operations-DR
· 546091120 Transit-Non-Urban Transit Operations
ALTERNATIVES: The alternative would be to approve the contract for a one-year period.
RECOMMENDATION: Approve the Contract Renewal and Amendments for the Augusta Public
Transit Management and Operation agreement dated July 25, 2013 with an effective date of August 1,
2013 by and between Augusta, Georgia and McDonald Transit Associate Inc. for the first renewal term of
August 1, 2016 to July 31, 2018.
Public Service Committee Meeting
7/12/2016 1:00 PM
Contract Renewal and Amendment with McDonald Transit
Department:Augusta Public Transit
Presenter:Patrick Stephens
Caption:A motion to approve the Renewal and Amendment of Augusta
Public Transit Management and Operation agreement dated July
25, 2013 with an effective date of August 1, 2013 by and between
Augusta, Georgia and McDonald Transit Associates, Inc. for the
renewal term of August 1, 2016 to July 31, 2018.
Background:On July 25, 2013, the Commission approved a contract for the
Transportation Management and Operation Services for Augusta
Public Transit’s Fixed Route, Paratransit and Richmond Transit
(Rural) Transportation Services with McDonald Associates, Inc.
The contract term was for an initial period of three (3) years with
Augusta having the option to renew for three (3) additional two
(2) year periods. The initial contract period commenced on August
1, 2013 and will end on July 31, 2016. The Transit Department is
recommending approval of the first renewal term for the period
beginning August 1, 2016 and ending July 31, 2018.
Analysis:In 2011 Augusta, Georgia contracted out the management and
operation of Fixed Route, Paratransit, and Rural Transit Service to
another vendor whose contract was later terminated. Currently,
McDonald Transit Associates, Inc. manages the functional
responsibility for the operation and vehicle maintenance of the
service. Outsourcing has Advantages and Disadvantages The
outsourcing or privatization of transit services is a common
practice across the United States especially in small transit
systems where there are limited resources or a lack of expertise in
transit development and operations. Contracting can reduce costs
because contractors’ workforces are more flexible, with more
employees working flexible hours, and lower insurance costs,
among other things. For oversight, transit agencies most
commonly use periodic reports or meetings, on-site inspections,
performance metrics, and real time monitoring. In addition, transit
agencies often view contracting as advantageous when starting
new or expanding service in order to avoid startup costs.
Augusta's system remains in the early stages of development and
has benefited from the presence of a responsible and capable
maintenance and operations arm. Key Ingredients for Success The
keys to successfully improving Augusta transit service include,
establishing effective partnerships with the contractor, defining a
clear vision for the future, establishing objectives and developing
Key Performance Indicators (KPI’s) in order to measure overall
performance and system improvement. In other words, the goal is
to become “Data driven” to ensure effective decision making for
continuous improvement and to maximize efficiency.
Unfortunately, Augusta has very little technology in place to
effectively gather critical and reliable data. This has made it
extremely difficult for the contractor as well Augusta Transit
employees to establish goals and make critical decisions for
improving the system and operational efficiency. The Future of
Transit in Augusta During the past year, Augusta’s Elected
Officials, Administrator, and various departments within the
government have had the opportunity to begin to evaluate
opportunities for improving transit and its infrastructure and begin
to identify initiatives to move transit forward. These actions have
included, rebranding efforts, replacing aging buses, planning for a
new modern transit facility that will serve transit for years to
come, plans to improve security in facilities and on buses, and
installing state of the art technology for gathering data. Critically
important is the initiation of a Comprehensive Operational
Analysis Study of which is important for improving the system
and charting a path for future growth. Transit Accomplishments
and Corrective Actions under McDonald Transit Evaluation of
Transit operations since August 2013 under McDonald Transit
management reflect the following: • McDonald Transit had six (6)
days to institute a plan and assume operations of the system from
the previous contractor. This effort largely was successful under
difficult conditions. • During the 2012 FTA Triennial Review, a
number of deficiencies in the operation of transit service were
found that involved the prior Contractor. Upon assuming the role
of contractor, McDonald Transit began developing and
implementing new policies and procedures to correct the
deficiencies. There were no FTA findings for McDonald during
the most recent 2015 Triennial Review. • In the early stages of the
current contract, McDonald experienced challenges with
personnel issues, but took action to correct the problems. •
Ridership has increased during the three year period and continues
to grow. • Significant improvements have been made in the
vehicle maintenance area to improve equipment performance and
increase reliability. • Customer complaints for operator
discourtesy and rudeness are declining. • A collaborative
relationship between McDonald and Augusta Transit personnel
has evolved that focuses on continuous improvement, improved
system efficiency, and a vision for the future • Jointly, new
initiatives are underway to develop such programs as Travel
Training that will teach our citizens how to access and use transit
as one of their mobility options. Recommendations The Transit
Department is recommending that Augusta continue to contract
out the services to McDonald Transit for managing and operating
the delivery of transit services with the following contract
amendments: Transit is recommending renewal and modifications
to the contract as follows: • Approval of the First Term Renewal
beginning August 1, 2016 and ending July 31, 2018. • Approval of
a 1.8% increase in service hour rates in each year of the renewal
period. (An evaluation of financial statements provided by
McDonald Transit reflect losses in two of the past three years.
These losses are attributed to rising health care costs, maintenance
repair costs associated with engine rebuilds and replacements on
vehicles that have reach their mid-life and other cost related to
wages and fringe benefits. Additionally, there has been no rate
increase for services during the contract period. Recent changes in
the Fair Labor Standards Act regarding salaried employees along
with expected health care costs will further exacerbate
McDonald's losses. Transit will need to rebuild or replace six or
seven engines during the next one to two years at a cost ranging
from $19,000 to $35,000 each depending on repair or
replacement. The contractor assumed these costs during the past
three years, with no additional consideration, thus contributing to
their losses.) • Reduce the Performance Bond from 100% of the
estimated contract value to 50% of the estimated contract value. •
Budget up to $100,000 of FTA Section 5307 funds to rebuild or
replace engines when the repair exceeds $5,000.00. The
Contractor will be responsible for paying the 20% match required
by the grant. • The Contractor will be responsible for 50% of the
annual maintenance cost or any future upgrade fees associated
with the Trapeze Dispatch and Scheduling System during the
contract renewal period.
Financial Impact:The estimated value of the two-year contract renewal is: •
$4,685,880.22 - (August 1, 2016 through July 31, 2017) •
$4,770,050.09 - (August 1, 2017 through July 31, 2018)
Alternatives:The alternative would be to approve the contract for a one-year
period thereby allowing time to re-evaluate the options, to include
issuing an RFP for another vendor.
Recommendation:Approve the Contract Renewal and Amendments for the Augusta
Public Transit Management and Operation agreement dated July
25, 2013 with an effective date of August 1, 2013 by and between
Augusta, Georgia and McDonald Transit Associate Inc. for the
first renewal term of August 1, 2016 to July 31, 2018, and in
accordance with the amended terms and conditions stated herein.
Funds are Available
in the Following
Funding will come from the following Transit accounts: •
546091111 Transit-Vehicle Operations-MB • 546091113 Transit-
Accounts:Vehicle Operations-DR • 546091120 Transit-Non-Urban Transit
Operations
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Public Service Committee Meeting
7/12/2016 1:00 PM
Minutes
Department:Clerk of Commission
Presenter:
Caption:Motion to approve the minutes of the Public Services Committee
held on June 14, 2016.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Public Service Committee Meeting
7/12/2016 1:00 PM
Photovoltaic System for Augusta PDO
Department:Central Services
Presenter:Lonnie Wimberly
Caption:Approve R.W. Allen to install an energy saving photovoltaic
system on the new Public Defender’s Office in the amount of
$45,666.00.
Background:Earlier this year, the Augusta Commission has expressed a strong
interest in installing a photovoltaic array on the former public
library building currently being renovated to house the offices of
the Public Defender. Current year capital in the amount of
$50,000 was identified to fund this project.
Analysis:Renovations to the existing building are well under way. Staff
discussed the path forward with the Administrator’s office and
determined the most effective way to integrate this scope of work
into the existing project would be to have the R. W. Allen, LLC,
the design build contractor, coordinate with the design team,
subcontractors, and solar array suppliers to seamlessly integrate
the change into the current project. This should minimize delays,
avoid conflict of responsibilities and the minimize potential claims
that might arise if we add a third party into an ongoing
construction process. R. W. Allen’s team prepared design
documents for competitive bidding of the solar array consistent
with our desire to receive a minimum of three competitive bids.
This proposal includes the lowest bid submitted for the solar array
as well as the cost for design and integration of the system into the
existing and ongoing system construction. The array is just over
10 kW and meets Georgia Power’s requirements for installations
in buildings served by a network feed.
Financial Impact:The cost of the installation is $46,666.00.
Alternatives:1. Approve agreement with R.W. Allen to install an energy saving
photovoltaic system on the new Public Defender’s Office in the
amount of $45,666.00. 2. Do not approve the installation
Recommendation:Approve agreement with R.W. Allen to install an energy saving
photovoltaic system on the new Public Defender’s Office in the
amount of $45,666.00.
Funds are Available
in the Following
Accounts:
Funding has been set up under Capital Account 272-02-2510 /
5413120.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Richmond County Plaque Dedication Policy
SUBJECT: RECOMMENDATION FOR ESTABLISHING A POLICY CONCERNING
DEDICATING PLAQUES FOR COUNTY FACILITIES
SOURCE: Administrator
Position
The Augusta-Richmond County Commission has the authority to name, rename, or otherwise
designate any building under the control of the county regardless of whether it was previously
named by the commission. The Commission has the authority to provide suitably for
acknowledging within the County Government (whether by memorials, designations or other
suitable acknowledgements), (A) efforts of persons who have contributed substantially to the
goals of the county and (B) gifts for use in activities of the County related to the wellbeing of its
citizens. The primary purpose in designating an official name for an installation or building is to
identify the occupying activity for the public and official visitors. Following usual practices, it is
County policy not to name an installation or building for living persons or, other than in
exceptional cases, for deceased persons.
It is also the Commission policy to recognize the completion of a new installation, building, or
major renovation to an existing building as an event of importance to the community. Therefore,
it is the policy of the Commission to recognize the occasion by planning and conducting
appropriate dedication ceremonies. This provides citizens with an opportunity to see the physical
evidence of expenditures of their tax dollars.
New Facilities Construction
The names of the Mayor and Commission members seated on the date action was taken to fund
the construction of the facility and the names of the Mayor and Commission members in office at
the time of dedication, along with those of the Administrator, department director, construction
manager, the architect and general contractor shall be engraved on a permanent plaque affixed to
the facility.
Facilities Acquisitions
The names of the Mayor and Commission members seated on the date action was taken to
approve the funding of the acquisition and the names of the Mayor and Commission members in
office at the time of dedication, along with the Administrator are to be included on the plaque. If
renovation of said facility occurs prior to the County’s occupying the facility then, in addition to
the names of the Commission members taking action to approve the acquisition and the names of
the Administrator, the department director, construction manager, architect and general
contractor’s are also to be included on the plaque affixed to the facility.
Extensive Renovation of an Existing Facility
The names of the Mayor and Commission members seated on the date of action to fund the
renovation project and the names of the Mayor and Commission members in office at the time of
dedication, along with the names of the Administrator, the department director, construction
manager, the architect and general contractor are to be included on the plaque. The plaque will
identify the project as a renovation or remodel, and the plaque will be placed next to or close in
proximity to, the original dedication plaque.
Responsibilities
The Central Services Department is responsible for oversight of this policy to ensure it is
consistently applied.
Procedures
The final format and wording will be submitted to the Central Services Director before approval
by the Administrator and will normally include the following:
· City of Augusta logo
· Identification of Commission facility or event
· Date (month, day, year) of opening/dedication
· Mayor
· Mayor Pro Tem
· Commission Members (first name and last name in District order)
· Administrator
· Department Director
· Construction Manager
· Architect
· General Contractor
· Funding recognition (if applicable)
Public Service Committee Meeting
7/12/2016 1:00 PM
Policy for Building Dedication Plaques
Department:Recreation Parks and Facilities - Facilities
Presenter:
Caption:Adopt a policy establishing procedures and guidelines for
dedication plaques to be installed in new and renovated Augusta
facilities.
Background:In the last several years, there have been several major buildings
completed by Augusta. There is no consistent policy governing
the content or approval process for dedication plaques installed in
these buildings to commemorate the leaders and primary
participants in the project. The accompanying document was
prepared at the request of the Augusta Commission to establish a
consistent policy on dedication plaques.
Analysis:This proposed policy establishes consistent guidelines for
installation of dedication plaques in future projects. The Augusta
Commission would have final approval of the content prior to
fabrication of the plaque.
Financial Impact:There is no financial impact involved in adopting a policy.
Alternatives:1. Adopt a policy establishing procedures and guidelines for
dedication plaques to be installed in new and renovated Augusta
facilities. 2. Do not adopt the policy.
Recommendation:Adopt a policy establishing procedures and guidelines for
dedication plaques to be installed in new and renovated Augusta
facilities.
Funds are Available
in the Following
Accounts:
None required
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission