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Home My WebLink About2016-08-30 Meeting Minutes Public Service Committee Meeting Commission Chamber - 8/30/2016 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; Davis, Chairman; D. Williams, Vice Chairman; M. Williams and Fennoy, members. PUBLIC SERVICES 1. New Ownership Application: A.N. 16-30: A request by Samratkumar J. Brahmbhatt for a retail package Beer & Wine License to be used in connection with Sewa Kendra LLC located at 3671 Peach Orchard Rd. District 6. Super District 10. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. D. Williams votes No. Motion Passes 3-1. Commissioner Marion Williams Commissioner William Fennoy Passes 2. New Location: A.N. 16-31: A request by David A. Przedecki for an on premise consumption Beer & Wine License and a retail package Beer & Wine License to be used in connection with Hampton Inn & Suites located at 3028-B Washington Rd. District 7. Super District 10. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. D. Williams votes No. Motion Passes 3-1. Commissioner Marion Williams Commissioner William Fennoy Passes 3. New Location: A.N. 16-32: A request by Mi Seon Choi for a retail package Item Beer & Wine License to be used in connection with E Z Grab Mart LLC located at 2228 Rosier Rd. District 6. Super District 10. Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Dennis Williams Commissioner William Fennoy Passes 4. Approve Amendment Number 1 to Memorandum of Understanding with Downtown Development Authority regarding reimbursements for SPLOST Projects. 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 Dennis Williams Passes 5. A motion to approve a contract with Apollo Video Technology for the purchase and installation of Cameras and Software on Transit Buses. 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 Dennis Williams Passes 6. A motion to approve the Section 5307 and Section 5339 Augusta Public Transit grant application between the Federal Transit Administration (FTA) and Augusta, Georgia. 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 Dennis Williams Passes 7. Motion to approve an award of Bid Item 16-174 with Sommers Construction in the amount of $159,340 for the construction of a new bath house facility as part of the Diamond Lakes Campground Project. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Delete Motion to delete this item from the agenda. Motion Passes 4-0. Commissioner Dennis Williams Commissioner William Fennoy Passes 8. Motion to approve the minutes of the Public Services Committee held on August 9, 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 9. Approve award of Bid Item 16-196 New Wind Cone, Segmented Circle and Signage at Daniel Field Airport to TCA Electrical. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. M. Williams abstains. Motion Passes 3-0 - 1. Commissioner Marion Williams Commissioner Dennis Williams Passes 10. Approve the award of Obstruction Clearing on the approach end of Runway 5. (Bid Item 16-197) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. M. Williams abstains. Motion Passes 3-0 - 1. Commissioner William Fennoy Commissioner Dennis Williams Passes 11. A motion to approve a Partnership agreement between the City of Augusta and the Greater Augusta Arts Council to introduce ART at Transit Bus Stops in Augusta. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve with the artist to maintain the art work for a specified period of time. Motion Passes 4-0. Commissioner Marion Williams Commissioner Dennis Williams Passes 12. Motion to approve the adoption of the Recreation and Parks Master Plan. Item Action: Rescheduled Motions Motion Type Motion Text Made By Seconded By Motion Result Defer Motion to refer this item to the next committee meeting for further information on implementation and funding sources. Motion Passes 4-0. Commissioner William Fennoy Commissioner Marion Williams Passes 13. A motion to approve a change order to increase the value of the Architectural and Engineering services contract with Wendel Companies dated March 25, 2013 for the Design of a Transit Operation and Maintenance Facility for Augusta, Georgia. Item Action: Approved www.augustaga.gov 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 14. Update from administration regarding the Public Defenders Building. (Requested by Commissioner Marion Williams) 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 Marion Williams Commissioner William Fennoy Passes Public Service Committee Meeting 8/30/2016 1:00 PM Attendance 8/30/16 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Public Service Committee Meeting 8/30/2016 1:00 PM Alcohol Application Department:Planning & Development Presenter:Robert H. Sherman II Caption:New Ownership Application: A.N. 16-30: A request by Samratkumar J. Brahmbhatt for a retail package Beer & Wine License to be used in connection with Sewa Kendra LLC located at 3671 Peach Orchard Rd. District 6. Super District 10. Background:This is a New Ownership Application formerly in the name of David Sanbach. Analysis:The applicant meets the requirements of the City of Augusta's Alcohol Ordinance. Financial Impact:The applicant will pay a pro-rated fee of $665.00. Alternatives: Recommendation:The Planning & Development Department recommends approval. The R.C.S.O. recommends approval. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Law Administrator Clerk of Commission Public Service Committee Meeting 8/30/2016 1:00 PM Alcohol Application Department:Planning & Development Presenter:Robert H. Sherman III Caption:New Location: A.N. 16-31: A request by David A. Przedecki for an on premise consumption Beer & Wine License and a retail package Beer & Wine License to be used in connection with Hampton Inn & Suites located at 3028-B Washington Rd. District 7. Super District 10. Background:This is New Location previously located at 3030 Washington Rd. Analysis:The applicant meets the requirements of the City of Augusta's Alcohol Ordinance. Financial Impact:The applicant will pay a pro-rated fee of $665.00. Alternatives: Recommendation:The Planning & Development Department recommends approval. The R.C.S.O. recommends approval. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Law Administrator Clerk of Commission Public Service Committee Meeting 8/30/2016 1:00 PM Alcohol Application Department:Planning & Development Presenter:Robert H. Sherman III Caption:New Location: A.N. 16-32: A request by Mi Seon Choi for a retail package Beer & Wine License to be used in connection with E Z Grab Mart LLC located at 2228 Rosier Rd. District 6. Super District 10. Background:This is a New Location. Analysis:The applicant meets the requirements of the City of Augusta's Alcohol Ordinance. Financial Impact:The applicant will pay a pro-rated fee of $665.00. Alternatives: Recommendation:The Planning & Development Department recommends approval. The R.C.S.O. recommends approval. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Law Administrator Clerk of Commission Public Service Committee Meeting 8/30/2016 1:00 PM Amendment 1 to MOU with DDA for SPLOST Projects Department:Administrator Presenter:Margaret Woodard, Executive Director, DDA Caption:Approve Amendment Number 1 to Memorandum of Understanding with Downtown Development Authority regarding reimbursements for SPLOST Projects. Background:On December 15, 2015, the Commission approved a Memorandum of Understanding with the DDA for implementation of the Downtown Projects funded in SPLOST VI for $1.2 million. Subsequent to the planning and public involvement process for these projects, the DDA presented to the Commission the concept plans for a set of proposed enhancements to the Riverwalk, which the Commission approved to proceed to the Design phase. Analysis:Now that the concept plans and preliminary budget have been set for the Downtown Projects in SPLOST VI, the DDA can proceed with a more precise schedule and financial plan for the projects. This Amendment Number 1 reflects that plan in terms of the cash flow from SPLOST VI necessary to proceed with design and implementation. Financial Impact:Funding was previously approved from SPLOST VI. No additional funding is needed for this Amendment. Alternatives:N/A Recommendation:Approve Amendment 1 to the Memorandum of Understanding Regarding Reimbursements for SPLOST Projects with the Downtown Development Authority. Funds are Available in the Following Accounts: SPLOST VI REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission SUBJECT: Contract with Apollo Video Technology CAPTION: A motion to approve a contract with Apollo Video Technology for the purchase and installation of Cameras and Software on Transit Buses. BACKGROUND: The Augusta Transit Department is requesting approval to execute a contract with Apollo Video Technology for the purchase and installation of cameras and software on its transit fleet. This contract is for a total expenditure not to exceed $228,166.00. This purchase would be made in accordance with the provisions of an approved GSA Contract # GS-07F-0776X. ANALYSIS: August Transit fleet is currently equipped with a camera system that has become outdated and in need of replacement. In some cases, the cameras are inoperative and not cost effective to replace. Installation of cameras on transit buses is a best practice with transit agencies across the United States. The benefits of a camera system include making customers feel safe, assisting in customer service investigations, providing legal evidence, and reducing fraudulent claims. The project aligns with Augusta Transit’s goals and objectives which include: · Provide high quality public transit services · Implement image improvement solutions · Establish a work environment that instills unity, teamwork, achievement, and trust · Maintain budget and pursue efficiencies · Pursue the latest transit technologies, including vehicles, and best practices 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: Funding Source Total Split Federal Local FTA Grant GA-90-X307 $ 80,000 80/20 $ 64,000 $16,000 FTA Grant GA -90-X343 $100,000 80/20 $ 80,000 $20,000 FTA Grant GA -90-X343 $ 7,000 80/20 $ 5,600 $ 1,400 GDOT 5311 Project T005888 $ 41,166 50/50 $ 20,583 $20,583 $228,166 $170,183 $57,983 ALTERNATIVES: Do not purchase a replacement camera system for the transit fleet. The added benefits of having the system would be lost. RECOMMENDATION: Approve the contract with Apollo Video Technology under the GSA Schedule pricing for the purchase and installation of the software and hardware for providing a comprehensive video camera system on Augusta’s transit fleet in the amount not to exceed $228,166.00. This agreement is made and entered into this day of , 2016 by Apollo Video Technology, hereinafter “Contractor” and Augusta, Georgia, hereinafter “Customer”. Contractor and Customer, agree as follows: Article 1 – Scope of Work / Order of Precedence The scope of work, terms and conditions for this Agreement are those described in the GSA Contract # GS-07F-0776X and Apollo Video Technology’s quotations (Exhibit A), all of which are hereby included, by reference, in this Agreement in following order of precedence: 1. This agreement 2. Attachment A 3. GSA Contract # GS-07F-0776X Change orders, Supplemental Agreements, and approved revisions to Plans and Specifications will take precedence over Items 1 through 3 above. Article 2 – Contract Price and Payments As full compensation for providing all of the material and equipment and documentation in accordance with the Agreement, and for the fulfillment of the Agreement requirements and completion of the total project, Customer shall pay a firm fixed price total contract amount of $226,642.00. All invoices will reference this contract number and Customer’s internal Purchase Order number (if applicable). Article 3 – Federal Transit Administration Required Contract Clauses This agreement incorporates by reference the following Federal Transit Administration required clauses with the same force and effect as set forth in full in the main text of the agreement. It is understood and agreed that the Contractor is obligated by and to Augusta, Georgia (hereinafter referred to as Augusta, Georgia) for any specifications or documentation required of Augusta, Georgia under these clauses. Master Grant Agreement FTA MA (22) dated October 1, 2015: http://www.fta.dot.gov Circular 4220.1F, dated November 1, 2008, Rev. 3/18/2013: http://www.fta.dot.gov/legislation_law/12349_8641.html FTA’s Best Practices Procurement Manual (BPPM), offers suggested procedures, methods, and examples on conducting third party procurements to assist in meeting the standards of FTA Circular 4220.1F. The BPPM is available at: https://www.transit.dot.gov/funding/procurement/best-practices- procurement-manual The Code of Federal Regulations (CFR) website is available at: http://www.ecfr.gov 1. No Government Obligation to Third Parties. The contractor agrees, absent express written consent of the Federal Government, that the Federal Government is not a party to the contract and shall not be subject to any obligations or liabilities to any third party contractor, or any sub recipient, or any other party pertaining to any matter resulting from this contract or purchase order. The contractor agrees to include a similar provision in each subcontract financed in whole or in part with federal assistance provided by the FTA. 2. Program Fraud and False or Fraudulent Statements. The contractor acknowledges that the provisions of the Program Fraud Civil Remedies Act of 1986, as amended, 31 USC §3801, et seq., and U.S. Department of Transportation regulations, “Program Fraud Civil Remedies,” 49 CFR Part 31, apply to its activities in connection with this contract or purchase order. Upon execution of the underlying contract, the contractor certifies and affirms the truthfulness and accuracy of any statement it has made, causes to be made, makes, or may make pertaining to the contract or the underlying FTA assisted project for which this contract or purchases order is being performed. In addition to other penalties that may apply, the contractor further acknowledges that if it makes a false, fictitious, or fraudulent claim, statement, submission, or certification, the Federal Government reserves the right to impose the penalties of the Program Fraud Civil Remedies Act of 1986 on the contractor to the extent the Federal Government may deem appropriate. The contractor also acknowledges that if it makes or causes to be made, a false, fictitious, or fraudulent claim, statement, submission, or certification to the Federal Government in connection with an urbanized area formula project financed with federal assistance authorized for 49 USC §5307, the Federal Government reserves the right to impose the penalties of 18 USC §1001 and 49 USC §5307(n) (1) on the contractor, to the extent the Federal Government deems appropriate. The contractor agrees to include the above stated provisions in each subcontract financed in whole or in part with federal assistance provided by the FTA. Contractor shall not modify the above stated provisions except to identify the subcontractor who will be subject to the provisions. 3. Access to Records. a. The contractor agrees to provide Augusta Georgia, the FTA Administrator, the Comptroller General of the United States, or any of their authorized representatives, access to any books, documents, papers, and records of the contractor which are directly pertinent to this contract for the purposes of making audits, inspections, examinations, excerpts, transcriptions, and reports. Contractor further agrees to provide Augusta Georgia, the FTA Administration or their authorized representatives or agents access to contractor’s records and construction sites pertaining to a major capital project as defined at 49 USC 5302(a)1 which is receiving federal financial assistance through any program described at 49 USC 5307, 5309 or 5311. The contractor shall require its subcontractors to provide access to their books, documents, papers and records to the representatives identified above for the purposes described herein. b. The contractor agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as may be reasonably requested. c. Contractor also agrees, pursuant to 49 CFR 633.17, to provide the FTA Administrator or authorized representative (including a Project Management Oversight (PMO contractor) access to contractor’s construction sites and records pertaining to a major capital project, defined at 49 USC §5302(a)(1), which is receiving federal financial assistance through the programs described at 49 USC §§5307, 5309, or 5311. d. The contractor further agrees to maintain all books, records, accounts, and reports required under this contract for a period of not less than three (3) years after the date of termination or expiration of this contract, except in the event of litigation or settlement of claims arising from the performance of this contract, in which case contractor agrees to maintain same until Augusta Georgia, the FTA Administrator, the Comptroller General, or any of their duly authorized representatives, have disposed of all such litigation, appeals, claims, or exceptions related thereto. See also 49 CFR 18.39(i) (11). 4. Federal Changes. The contractor shall at all times comply with all applicable FTA regulations, policies, procedures, and directives, including without limitation those listed directly or by reference in the Master Grant Agreement FTA MA (21) dated October 1, 2014 between Augusta Georgia and the FTA, as they may be promulgated or amended from time to time during the term of this contract. Contractor’s failure to so comply shall constitute a material breach of this contract. The contractor agrees to include the above stated provision in each subcontract financed in whole or in part with federal assistance provided by the FTA. 5. Termination for Convenience or Default. Augusta, Georgia may terminate this contract, in whole or in part, at any time by written notice to the contractor when it is in the Augusta, Georgia’s, as the recipient of FTA grant funds that support the Project, best interests. The contractor shall be paid its costs, including contract close-out costs, and profit on work performed up to the time of termination. The contractor shall not have a claim for and shall not be paid any lost profits or damages if terminated for cause (default) or convenience. Contractor hereby waives and releases Augusta, Georgia from any claims for damages or lost profits as a result of a termination for default or convenience of the government, and acknowledges and agrees that it shall have no such claims against Augusta, Georgia. The contractor shall promptly submit its termination claim to Augusta, Georgia. If the contractor has any property in its possession belonging to the Augusta, Georgia, the contractor will account for the same, and dispose of it in the manner Augusta, Georgia directs, with the concurrence of Augusta, Georgia. If the contractor fails to deliver supplies or to perform the services within the time specified in this contract or any extension, or if the contractor fails to comply with any other provisions of this contract, Augusta, Georgia may terminate this contract for default. e Augusta, Georgia may terminate this contract for default by delivering to the contractor a Notice of Termination specifying the nature of the default. The contractor will only be paid the contract price for supplies delivered and accepted, or services performed in accordance with the manner of performance set forth in this contract. If this contract is terminated while the contractor has possession of Augusta, Georgia owned goods, the contractor shall, upon direction of Augusta, Georgia’s contract administrator with the consent of the Augusta, Georgia if any of the goods are owned by or have been paid for by Augusta, Georgia, protect and preserve the goods until surrendered to Augusta, Georgia or its agent. The contractor and Augusta, Georgia shall agree on payment for the preservation and protection of goods. Failure to agree on an amount will be resolved in accordance with the contract or purchase order, applicable law and the Breaches and Disputes Resolution clause set forth below. If, after termination for failure to fulfill contract obligations, it is determined that the contractor was not in default, the rights and obligations of the parties shall be the same as if the termination had been issued for the convenience of Augusta, Georgia. Similar provisions apply to purchase orders and contracts for construction and architect/engineering services. 6. Civil Rights. The following requirements apply to this purchase order or contract: a. Nondiscrimination. In accordance with Title VI of the Civil Rights Act, as amended, 42 USC §2000d, section 303 of the Age Discrimination Act of 1975, as amended, 42 USC §6102, section 202 of the Americans with Disabilities Act of 1990, as amended, 42 USC §12132, and Federal transit law at 49 USC §5332, as each may be amended from time to time, the contractor agrees that it will not discriminate against any employee or applicant for employment because of race, color, creed, national origin, sex, age, or disability. In addition, the contractor agrees to comply with all applicable federal implementing regulations and any other implementing requirements FTA may issue. b. Equal Employment Opportunity. The following equal opportunity requirements apply to this purchase order or contract: (1) Race, Color, Creed, National Origin, Sex. In accordance with Title VII of the Civil Rights Act, as amended, 42 USC §2000e, and Federal transit laws at 49 USC §5332, the contractor agrees to comply with all applicable equal employment opportunity requirements of U.S. Department of Labor (U.S. DOL) regulations, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor,” 41 CFR Parts 60, et seq., (which implement Executive Order No. 11246, “Equal Employment Opportunity,” as amended by Executive Order No. 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” 42 USC §2000e note), and with any other applicable Federal statutes, executive orders, regulations, and Federal policies that may in the future affect construction activities undertaken in the course of the project. The contractor agrees to take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, national origin, sex, or age. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. In addition, the contractor agrees to comply with any implementing requirements FTA may issue. (2) Age. In accordance with Section 4 of the Age Discrimination in Employment Act of 1967, as amended, 29 USC §623 and federal transit law at 49 USC §5332, the contractor agrees to refrain from discrimination against present and prospective employees for reason of age. In addition, contractor agrees to comply with any implementing requirements FTA may issue. (3) Disabilities. In accordance with section 102 of the Americans with Disabilities Act, as amended, 42 USC §12112, the contractor agrees that it will comply with the requirements of U.S. Equal Employment Opportunity Commission, “Regulations to Implement the Equal Employment Provisions of the Americans with Disabilities Act,” 29 CFR Part 1630, pertaining to employment of persons with disabilities. In addition, the contractor agrees to comply with any implementing requirements FTA may issue. c. The contractor also agrees to include these requirements in each subcontract financed in whole or in part with Federal assistance provided by FTA, modified only to identify the affected parties. 7. Disadvantaged Business Enterprise. Contracts over $3,000 awarded on the basis of a bid or proposal offering to use DBEs This contract is subject to the requirements of Title 49, Code of Federal Regulations, Part 26, Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs. The national goal for participation of Disadvantaged Business Enterprises (DBE) is 10%. The recipient’s overall goal for DBE participation is listed elsewhere. If a separate contract goal for DBE participation has been established for this procurement, it is listed elsewhere. The contractor shall not discriminate on the basis of race, color, national origin or sex in the performance of this contract. The contractor shall carry out applicable requirements of 49 CFR Part 26 in the award and administration of this contract. Failure by the contractor to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy as the municipal corporation deems appropriate. Each subcontract the contractor signs with a subcontractor must include the assurance in this paragraph (see 49 CFR 26.13(b)). If a separate contract goal has been established, Bidders/offerors are required to document sufficient DBE participation to meet these goals or, alternatively, document adequate good faith efforts to do so, as provided for in 49 CFR 26.53. If no separate contract goal has been established, the successful bidder/offeror will be required to report its DBE participation obtained through race-neutral means throughout the period of performance. The contractor is required to pay its subcontractors performing work related to this contract for satisfactory performance of that work no later than 30 days after the contractor’s receipt of payment for that work from the recipient. In addition, the contractor may not hold retainage from its subcontractors or must return any retainage payments to those subcontractors within 30 days after the subcontractor's work related to this contract is satisfactorily completed or must return any retainage payments to those subcontractors within 30 days after incremental acceptance of the subcontractor’s work by the recipient and contractor’s receipt of the partial retainage payment related to the subcontractor’s work. The contractor must promptly notify the recipient whenever a DBE subcontractor performing work related to this contract is terminated or fails to complete its work, and must make good faith efforts to engage another DBE subcontractor to perform at least the same amount of work. The contractor may not terminate any DBE subcontractor and perform that work through its own forces or those of an affiliate without prior written consent of the recipient. Contract Assurance: 26.13b The contractor, sub-recipient, or subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the performance of this contract. The contractor shall carry out applicable requirements of 49 CFR Part 26 in the award and administration of DOT assisted contracts. Failure by the contractor to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy as the recipient deems appropriate. Prompt Payment: 26.29(a) The prime contractor agrees to pay each subcontractor under this prime contract for satisfactory performance of its contract no later than 30 days from the receipt of each payment the prime contract receives from Augusta, Georgia. Any delay or postponement of payment from the above referenced time frame may occur only for good cause following written approval of the Augusta, Georgia. This clause applies to both DBE and non-DBE subcontracts. Retainage: 26.29(b) (a) Augusta, Georgia will ensure prompt and full payment of retainage from the prime contractor to the subcontractor within thirty (30) days after the subcontractor’s work is satisfactorily completed by using one or more of the following methods: (1) Declining to hold retainage from prime contractors and prohibiting prime contractors from holding retainage from subcontractors. (2) Declining to hold retainage from prime contractors and requiring a contract clause obligating prime contractors to make prompt and full payment of any retainage kept by prime contractor to the subcontractor within thirty (30) days after the subcontractor's work is satisfactorily completed. (3) Holding retainage from prime contractors and providing for prompt and regular incremental acceptances of portions of the prime contract, pay retainage to prime contractors based on these acceptances, and require a contract clause obligating the prime contractor to pay all retainage owed to the subcontractor for satisfactory completion of the accepted work within thirty (30) days after Augusta, Georgia’s payment to the prime contractor. (4) Requiring a contract clause that requires prime contractors to include in their subcontracts language providing that prime contractors and subcontractors will use appropriate alternative dispute resolution mechanisms to resolve payment disputes. (5) Requiring a contract clause providing that the prime contractor will not be reimbursed for work performed by subcontractors unless and until the prime contractor ensures that the subcontractors are promptly paid for the work they have performed. (b) Augusta, Georgia shall have the power and authority to enforce all of the provisions of this subsection and may implement suspension and debarment for non-compliance as provided in Chapter 10 of the AUGUSTA, GEORGIA CODE. MONITORING AND ENFORCEMENT MECHANISMS 26.37 Augusta, Georgia will take the following monitoring and enforcement mechanisms to ensure compliance with 49 CFR Part 26. (a) Augusta, Georgia will bring to the attention of the Department of Transportation any false, fraudulent, or dishonest conduct in connection with the program, so that DOT can take the steps (e.g., referral to the Department of Justice for criminal prosecution, referral to the DOT Inspector General, action under suspension and debarment or Program Fraud and Civil Penalties rules) provided in 49 CFR Part 26. (b) Augusta, Georgia will consider similar action to the extent permitted by applicable law, including making responsibility determination in future contracts and solicitations. The DBE Liaison Officer and appropriate staff will make prompt compliance determinations regarding contractors. Documentation of non-compliance will include the specific areas in which the contractor failed to comply. In these instances, appropriate action, consistent with the DBE Program and contract provision will be taken. (c) Augusta, Georgia will also provide a monitoring and enforcement mechanism to verify that work committed to DBEs at contract award is actually performed by the DBEs. This will be accomplished by direct observation. Along with written certification in conjunction with monitoring of contract performance (i.e. DBE pay application and certification). (d) The DBE Liaison Officer shall, for every project subject to the DBE Program, keep and maintain a running tally of actual DBE attainments (i.e. payments actually made to subcontractors), including a means of comparing these attainments to commitments. ADMINISTRATIVE RECONSIDERATION 26.53(d) (a) Within five days of being informed by Augusta, Georgia that it is not responsive because it has not documented sufficient good faith efforts, a bidder/offeror may request administrative reconsideration. Bidder/offerors should make this request in writing to the following Reconsideration Official: Administrator of Augusta, Georgia 535 Telfair Street, Room 910 Augusta, Georgia 30901 (706) 821-2400 (b) The Reconsideration Official will not have played any role in the original determination that the bidder/offeror did not document sufficient good faith efforts. (c) As part of this reconsideration, the bidder/offeror will have the opportunity to provide written documentation or argument concerning the issue of whether it met the goal or made adequate good faith efforts to do so. The bidder/offeror will have the opportunity to meet in person with the Reconsideration Official to discuss the issue of whether it met the goal or made adequate good faith efforts to do so. The Reconsideration Official will send the bidder/offeror a written decision on the reconsideration, explaining the basis for the decision. The result of the reconsideration process is not administratively appealable to the Department of Transportation. ADDITIONAL TERMS AND CONDITIONS DBE GOAL: Notification shall be given annually; that the overall goal for firms owned and controlled by socially and economically disadvantaged individuals is a minimum 4.5% of the dollar value for federally funded contracts including alternates and change orders. Each individual AIP where contract goals may have been established shall include separate DBE goals based on the availability of DBEs; and shall incorporate all of the contract goal requirements of 49 CFR, Part 26. In the event that the bidder for this solicitation is certified and qualifies as a DBE, the contract goal shall be deemed to have been met in accordance with the Section on “COUNTING DBE PARTICIPATION TOWARD MEETING THE DBE GOALS”. Bidders/Proposers are strongly encouraged to utilize all certified DBEs. All bidders and proposers hereby assure that they will make sufficient reasonable good faith efforts to meet the above stated goals. Moreover, such bidders or proposers hereby assure that they will meet the DBE participation percentages submitted in their respective bids or proposals. Bidder/Proposers, also agree to provide any additional information requested by the DBELO to substantiate DBE participation, including but not limited to, the written subcontract agreement between prime bidder and each subcontractor for the work relative to this project. Good Faith Efforts when a DBE is Terminated/Replaced on a Contract with Contract Goals: 26.53(f) Augusta, Georgia requires that prime contractors not terminate a DBE subcontractor listed on a bid/contract with a DBE contract goal without Augusta, Georgia’s prior written consent. Prior written consent will only be provided where there is “good cause” for termination of the DBE firm, as established by Section 26.53(f)(3) of the DBE regulation. Before transmitting to Augusta, Georgia its request to terminate, the prime contractor must give notice in writing to the DBE of its intent to do so. A copy of this notice must be provided to Augusta, Georgia prior to consideration of the request to terminate. The DBE will then have five (5) days to respond and advise Augusta, Georgia of why it objects to the proposed termination. In those instances, where “good cause” exists to terminate a DBE’s contract, Augusta, Georgia will require the prime contractor to make good faith efforts to replace a DBE that is terminated or has otherwise failed to complete its work on a contract with another certified DBE, to the extent needed to meet the contract goal. We will require the prime contractor to notify the DBE Liaison officer immediately of the DBE’s inability or unwillingness to perform and provide reasonable documentation. In this situation, we will require the prime contractor to obtain our prior approval of the substitute DBE and to provide copies of new or amended subcontracts, or documentation of good faith efforts. If the contractor fails or refuses to comply in the time specified, our contracting office will issue an order stopping all or part of payment/work until satisfactory action has been taken. If the contractor still fails to comply, the contracting officer may issue a termination for default proceeding. The following language in Major Contracts over $50,000: The requirements of 49 CFR Part 26, Regulations of the U.S. Department of Transportation, apply to this contract. It is the policy of the Augusta, Georgia to practice nondiscrimination based on race, color, sex, or national origin in the award or performance of this contract. All firms qualifying under this solicitation are encouraged to submit bids/proposals. Award of this contract will be conditioned upon satisfying the requirements of this bid specification. These requirements apply to all bidders/offerors, including those who qualify as a DBE. A DBE contract goal of 4.5% percent has been established for this contract. The bidder/offeror shall make good faith efforts, as defined in Appendix A, 49 CFR Part 26 (Attachment 1), to meet the contract goal for DBE participation in the performance of this contract. The bidder/offeror will be required to submit the following information: (1) the names and addresses of DBE firms that will participate in the contract; (2) a description of the work that each DBE firm will perform; (3) the dollar amount of the participation of each DBE firm participating; (4) Written documentation of the bidder/offeror’ s commitment to use a DBE subcontractor whose participation it submits to meet the contract goal; (5) Written confirmation from the DBE that it is participating in the contract as provided in the commitment made under (4); and (5) if the contract goal is not met, evidence of good faith efforts. 8. Incorporation of Federal Transit Administration (FTA) Terms. This contract, agreement or purchase order shall be deemed to include and does hereby incorporate by reference all standard terms and conditions required by the U.S. DOT and FTA, regardless of whether expressly set forth in this attachment or in the contract and include, but are not limited to, all of the duties, obligations, terms and conditions applicable to the Project or contract as described in FTA Circular 4220.1F, dated November 1, 2008, Rev. 3/18/2013, and the FTA’s Master Grant Agreement FTA MA (21) dated October 1, 2014, as each may be amended from time to time. Anything to the contrary herein notwithstanding, all FTA mandated terms shall be deemed to control in the event of a conflict with any other provisions contained in the contract, agreement or purchase order. The contractor shall not perform any act, fail to perform any act, or refuse to comply with any requirement which would cause the Augusta, Georgia to be in violation of its Agreement with FTA, or Augusta, Georgia to be in violation of any FTA terms and conditions applicable to this Project of any grant the Augusta, Georgia may have with FTA. The contractor agrees to include the above stated provision in each subcontract financed in whole or in part with federal assistance provided by the FTA. 9. Government-Wide Debarment and Suspension. If this contract or purchase order has a value of $25,000 or more, this procurement is a covered transaction for purposes of 49 CFR Part 29. As such, the contractor is required to verify that neither the contractor or its principals, as defined at 49 CFR 29.995, or affiliates, as defined at 49 CFR 29.905, are excluded or disqualified as defined at 49 CFR 29.940 and 29.945. The contractor agrees to comply with and assures compliance of each third-party contractor and sub-recipient at any tier, with 49 CFR 29, Subpart C, while its proposal, offer or bid is pending and throughout the period that any contract arising out of such offer, proposal or bid is in effect. The contractor further agrees to include a provision requiring such compliance in its subcontracts or any lower tier covered transaction it enters into. 10. Buy America Requirements. (a) Except as provided in § 661.7 and § 661.11 of this part, no funds may be obligated by FTA for a grantee project unless all iron, steel, and manufactured products used in the project are produced in the United States. (b) All steel and iron manufacturing processes must take place in the United States, except metallurgical processes involving refinement of steel additives. (c) The steel and iron requirements apply to all construction materials made primarily of steel or iron and used in infrastructure projects such as transit or maintenance facilities, rail lines, and bridges. These items include, but are not limited to, structural steel or iron, steel or iron beams and columns, running rail and contact rail. These requirements do not apply to steel or iron used as components or subcomponents of other manufactured products or rolling stock, or to bimetallic power rail incorporating steel or iron components. (d) For a manufactured product to be considered produced in the United States: (1) All of the manufacturing processes for the product must take place in the United States; and (2) All of the components of the product must be of U.S. origin. A component is considered of U.S. origin if it is manufactured in the United States, regardless of the origin of its subcomponents. 11. A bidder must submit to Augusta, Georgia the appropriate Buy America certification located in the Attachments with all bids on FTA funded Contracts, except those subject to a general waiver. Bids or offers that are not accompanied by a completed Buy America certification must be rejected as non-responsive. This requirement does not apply to lower tier subcontractors. 12. Breaches and Dispute Resolution. FTA Circular 4220.1F imposes the requirements at 49 CFR part 18 upon all contracts in excess of $100,000, which contain provision of conditions that allow for administrative, contractual, or legal remedies where contractors violate or breach contract terms, and provide for such sanctions and penalties as may be appropriate. Accordingly, should the provisions of this contract not address a particular subject or issue involving disputes, performance during disputes, claims for damages, remedies, or rights and remedies, the contractor agrees to comply with the provisions contained at 49 CFR Part 18, and further agrees to include a similar provision in all subcontracts over $100,000. 13. Lobbying. Contractors who apply or bid for an award of $100,000 or more shall file the certification required by U.S. Department of Transportation regulation, “New Restrictions on Lobbying,” 49 CFR Part 20, modified as necessary for 31 USC §1352. Each tier certifies to the tier above that it will not and has not used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 USC §1352. Each tier shall also disclose the name of any registrant under the Lobbying Disclosure Act of 1995 who has made lobbying contacts on its behalf with non-federal funds with respect to that federal contract, grant, or award covered by 31 USC §1352. Such disclosures are forwarded from tier to tier up to the recipient. 14. Clean Air. The Clean Air requirements apply to all contracts exceeding $100,000, including indefinite quantities where the amount is expected to exceed $100,000 in any year. The contractor agrees to comply with all applicable standards, orders, or regulations issued pursuant to the Clean Air Act, as amended, 42 USC §7401, et seq. The contractor agrees to report each violation to Augusta, Georgia and agrees that Augusta, Georgia will, in turn, report each violation as required to assure notification to FTA and the appropriate EPA regional office. The contractor further agrees to include these requirements in each subcontract exceeding $100,000 financed in whole or in part with federal assistance provided by FTA. 15. Clean Water. If this purchase order or contract is valued at $100,000 or more, the contractor agrees to comply with all applicable standards, orders, or regulations issued pursuant to the Federal Water Pollution Control Act, as amended, 33 USC 1251 et seq. The contractor agrees to report each violation to Augusta Georgia and agrees that Augusta Georgia will, in turn, report each violation as required to assure notification to the FTA and the appropriate EPA regional office. The contractor also agrees to include these requirements in each subcontract exceeding $100,000 financed in whole or in part with federal assistance provided by FTA. 16. Cargo Preference Requirements. Use of United States-Flag Vessels. The Contractor agrees: a. to use privately owned United States-Flag commercial vessels to ship at least 50 percent of the gross tonnage (computed separately for dry bulk carriers, dry cargo liners, and tankers) involved, whenever shipping any equipment, material, or commodities pursuant to the underlying contract to the extent such vessels are available at fair and reasonable rates for United States-Flag commercial vessels. b. to furnish within 20 working days following the date of loading for shipments originating within the United States or within 30 days following the date of loading for shipments originating outside the United States, a legible copy of a rated, “on-board” commercial ocean bill-of-lading in English for each shipment of cargo described in the preceding paragraph to the Division of National Cargo, Office of Market Development, Maritime Administration, Washington D.C. 20590 and the FTA recipient (through the Contractor in the case of a subcontractor’s bill-of lading.) c. to include these requirements in all subcontracts issued pursuant to the contract when the subcontract may involve the transport of equipment, materials, or commodities by ocean vessel. 17. Fly America. The contractor agrees to comply with 49 USC 40118 (the “Fly America” Act) in accordance with the General Services Administration regulations at 41 CFR part 301-10, which provide that recipients and sub recipients of federal funds and their contractors are required to use U.S. Flag air carriers for U.S. Government-financed international air travel and transportation of their personal effects or property, to the extent such service is available, unless travel by foreign air carrier is a matter of necessity, as defined by the Fly America Act. The contractor shall submit, if a foreign air carrier is used, an appropriate certification or memorandum adequately explaining why service by a U.S. Flag air carrier was not available or why it was necessary to use a foreign air carrier and shall, in any event, provide a certification of compliance with the Fly America requirements. The contractor agrees to include this requirement in all subcontracts that may involve international air transportation. 18. Energy Conservation. The contractor agrees to comply with mandatory standards and policies related to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act. The contractor further agrees to include a similar provision in each subcontract financed in whole or in part with federal assistance provided by FTA. 19. RECYCLED PRODUCTS. The Contractor agrees to comply with all the requirements of Section 6002 of the Resource Conservation and Recovery Act (RCRA) as amended (42 U.S.C. 6962), including but not limited to the regulatory provisions of 40 CFR Part 247, and Executive Order 12873, as they apply to the procurement of the items designated in Subpart B of 40 CFR Part 247. 20. Conformance with ITS National Architecture. Contractor shall conform, to the extent applicable, to the National Intelligent Transportation Standards architecture as required by SAFETEA-LU Section 5307(c), 23 U.S.C. Section 512 note and follow the provisions of FTA Notice, “FTA National Architecture Policy on Transit Projects,” 66 Fed. Reg.1455 et seq., January 8, 2001, and any other implementing directives FTA may issue at a later date, except to the extent FTA determines otherwise in writing. 21. ADA Access. If this purchase order or contract pertains to the construction of new buildings or additions to existing buildings, the contractor agrees that any new building or addition to an existing building will be designed and constructed in accordance with 42 U.S.C. Sections 12101 et seq.; DOT regulations, “Transportation Services for Individuals with Disabilities (ADA),” 49 CFR Part 37; 36 CFR Part 1192 and 49 CFR Part 38. Notably, DOT incorporated by reference into Appendix A of its regulations at 49 CFR Part 37 the ATBCB’s “Americans with Disabilities Act Accessibility Guidelines” (ADAAG), which include accessibility guidelines for buildings and facilities. DOT also added specific provisions to Appendix A of 49 CFR Part 37 modifying the ADAAG, with the result that buildings and facilities must comply with both the ADAAG and the DOT amendments, and will certify compliance to the extent required by the regulations. ADA and ABA Accessibility Guidelines for Buildings and Facilities: http://www.access-board.gov/guidelines-and-standards EXHIBIT 1 BUY AMERICA CERTIFICATION FOR PROCUREMENTS OF STEEL, IRON, AND MANUFACTURED PRODUCTS (INCLUDING ROLLING STOCK ) OVER $100,000 If this contract or purchase order is valued in excess of $100,000 and involves the procurement of steel, iron, or manufactured products, the bidder or offeror hereby certifies that it: □ Will meet the requirements of 49 USC 5323(j)(1) and the applicable regulations in 49 CFR part 661.5. □ Cannot meet the requirements of 49 USC 5323(j)(1) and 49 CFR part 661.5, but it may qualify for an exception pursuant to 49 USC 5323(j)(2)(A), 5323(j)(2)(B), or 5323(j)(2)(D), and 49 CFR 661.7. If this contract or purchase order is valued in excess of $100,000 and involves the procurement of buses, other rolling stock, and associated equipment, the bidder or offeror certifies that it: □ Will comply with the requirements of 49 USC 5323(j)(2)(C) and the regulations at 49 CFR part 661.11. □ Cannot comply with the requirements of 49 USC 5323(j)(2)(C) and 49 CFR 661.11, but may qualify for an exception pursuant to 49 USC 5323(j)(2)(A), 5323(j) (2)(B), or 5323(j)(2)(D), and 49 CFR 661.7. __________________________________________________ (Date) (Signature) __________________________________________________ (Company) __________________________________________________ (Title) Note: This Buy America certification must be submitted to Augusta, Georgia with all bids or offers on FTA-funded contracts involving construction or the acquisition of goods or rolling stock, except those subject to a general waiver. General waivers are listed in 49 CFR 661.7, and include final assembly in the United States for 15 passenger vans and 15 passenger wagons produced by Chrysler Corporation, microcomputer equipment, software, and small purchases (currently less than $100,000) made with capital, operating, or planning funds. EXHIBIT 2 RESTRICTIONS ON LOBBYING CERTIFICATION FOR ALL PROCUREMENTS OVER $100,000 INVOLVING CONSTRUCTION/ARCHITECTURAL AND ENGINEERING/ACQUISITION OF ROLLING STOCK/PROFESSIONAL SERVICE CONTRACTS/OPERATIONAL SERVICE CONTRACTS/ TURNKEY CONTRACTS The undersigned certifies, to the best of his or her knowledge and belief, that: 1. 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 an agency, a member of Congress, an officer of employee of Congress, or an employee of a member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement. 2. If any funds other than federal appropriated funds have been paid or will be paid to any person for making lobbying contacts to 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 contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form—LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions [as amended by “Government-wide Guidance for New Restrictions on Lobbying,” 61 Fed. Reg. 1413 (1/19/96). Note: Language in paragraph 2 herein has been modified in accordance with Section 10 of the Lobbying Disclosure Act of 1995 (P.L. 104-65, to be codified at 2 USC 1601, et seq.)] 3. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all sub recipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31 USC §1352 (as amended by the Lobbying Disclosure Act of 1995). Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The undersigned certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the undersigned understands and agrees that the provisions of 31 USC A3801, et seq., apply to this certification and disclosure, if any. __________________________________________________ (Date) (Signature) __________________________________________________ (Company) __________________________________________________ (Title) Note: This certification must accompany each bid or offer exceeding $100,000. Pursuant to 31 USC §3801(c)(1)- (2)(A), any person who makes a prohibited expenditure or fails to file or amend a required certification or disclosure form shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such expenditure or failure. In witness whereof, the duly authorized representatives of the parties have executed this agreement. APOLLO VIDEO TECHNOLOGY 24000-35th Ave SE Bothell, Washington 98021 By:_____________________________ By: _______________________________ Name: Rodell Notbohm Name (Printed): Title: CEO Title: ATTACHMENT A Public Service Committee Meeting 8/30/2016 1:00 PM Apollo Video Technology Department:Augusta Public Transit Presenter:Chester Brazzell Caption:A motion to approve a contract with Apollo Video Technology for the purchase and installation of Cameras and Software on Transit Buses. Background:The Augusta Transit Department is requesting approval to execute a contract with Apollo Video Technology for the purchase and installation of cameras and software on its transit fleet. This contract is for a total expenditure not to exceed $228,166.00. This purchase would be made in accordance with the provisions of an approved GSA Contract # GS-07F-0776X. Analysis:August Transit fleet is currently equipped with a camera system that has become outdated and in need of replacement. In some cases, the cameras are inoperative and not cost effective to replace. Installation of cameras on transit buses is a best practice with transit agencies across the United States. The benefits of a camera system include making customers feel safe, assisting in customer service investigations, providing legal evidence, and reducing fraudulent claims. The project aligns with Augusta Transit’s goals and objectives which include: • Provide high quality public transit services • Implement image improvement solutions • Establish a work environment that instills unity, teamwork, achievement, and trust • Maintain budget and pursue efficiencies • Pursue the latest transit technologies, including vehicles, and best practices 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: Total Split Federal Local $ 80,000 80/20 $64,000 $16,000 $100,000 80/20 $80,000 $20,000 $ 7,000 80/20 $ 5,600 $ 1,400 $ 41,166 50/50 $ 20,583 $20,583 Total $228,166 $170,183 $57,983 Alternatives:Do not purchase a replacement camera system for the transit fleet. The added benefits of having the system would be lost. Recommendation:Approve the contract with Apollo Video Technology under the GSA Schedule pricing for the purchase and installation of the software and hardware for providing a comprehensive video camera system on Augusta’s transit fleet in the amount not to exceed $226,642.00. Funds are Available in the Following Accounts: 54709-1211-54-25310 Grant X307 54709-1215-52-22510 Grant X343 54709-1215-53-16210 Grant X343 GDOT 5311 Grant Project T005888 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission SUBJECT: Augusta Public Transit Federal Transit Administration Grant Application CAPTION: A motion to approve the Section 5307 and Section 5339 Augusta Public Transit grant application between the Federal Transit Administration (FTA) and Augusta, Georgia. BACKGROUND: APT has been allocated Federal Transit Administration Section 5307 and Section 5339 grants in the amount of $6,956,145.00 for Capital purchases and Operational funds. These grants will allow Augusta to acquire the necessary funds to complete the construction of the new Bus Operation/Maintenance Facility, repair or replace major transit bus components such as engines and transmissions, and provide for some operational funding for transit. The Operational portion of the funding will be used to assist with the operational cost of providing transit services. ANALYSIS: The approval of this grant application will allow Augusta Public Transit to use federal funding to assist with capital purchases and continue to provide transportation service to the Citizens of Augusta-Richmond County in a more efficient manner. FINANCIAL IMPACT: The allocated funding breakdown is: Split Federal Local FTA Section 5307 Capital $3,804,419 80/20 $3,043,535 $ 760,884 Operation $2,000,000 50/50 $1,000,000 $1,000,000 $5,804,419 $4,043,535 $1,760,884 FTA Section 5339 Capital $1,151,726 80/20 $ 921,381 $ 230,345 Total $6,956,145 $4,964,916 $1,991,229 ALTERNATIVES: None. If you do not approve this grant, we will lose the money. This money will be used to help fund Transit’s capital projects and Operating costs. RECOMMENDATION: Approve the submission of this grant application. AUGUSTA, GEORGIA New Grant ProposaUApplication Before a Department/agency may apply for the grrnUaward on behalf of Augusta Richmond County, they must first obtain approval signature from the Administrator and the Flnsnce Director. The Adminlstrator wlll obtain lnformation on the grent program and requirements from the funding agency and review these for feaslbillty to determlne lf this granUaward wlll benefit Augusta Ricbmond County. The Finance Director will review the funding requirement to determine if the grant will fit within our budget structure and financial goels. Proposal Project No. Project Title PROOOO4O TRANSIT 5307 CAPITAL AND OPERATING ASSISTANCE Requesting Capital grant from the Federal iransit Administration for the following: l. Lease - Replacement - Capital Bus - Scope: I I I -00; ALI: I 1.16.40 (Rebuild Spare Parts/Associated Capital Maintenance ltems. $20Q"000.00 2. Engineering& Design - Scope: ll3-00; ALI: ll.3l.1l (Terminal,lntermodal (Intercity Bus) 5256,15 I .00 3. Surveillance/Security Equipment - Scope: 113-00; ALI 11.32.07 (Acquisition of Security Equipment) 550,5,14.00 4. Constn"rction Bus Operations/Maintenance Facility - Scope: I l4-00: ALI: I 1.43.03 (Admin/Iv{aint Faciliry) $3,297,728.00 5. Operating Assistance up to 50% Federal Share - Scope: 300-00: ALI: 30.09.01 (Operating Assistance) $2,000,000.00 Cash Match: 20o/o Cush match funding source is from 54709-1216-391 I 101 - Op Tsfr from General Fund EEO required (YA.{): No EEO Department Notified: No w ADMINISTRATOR'S OFFICE fl,B 8a[ AUGUSTA.RICH MOND COUNTY Start Date: 0910112016 Submit Date: O7/28120t6 Total Budgeted Amount: 5,804,423.00 Sponsor: GM0005 Sponsor Type: p' Purpose: 20 End Date: 12/3112020 Depertment: 091 Total Funding Agency: Fed Transit Adm Federal Public Transit Contacts Transit Cssh Metch? Y 4,043,538.00 Total Cash Metch: 1,760,885.00 Flow Thru ID: Dept. Signat Type ID Name phoru GMIOI5 Dottery, Sharon (706)82r-18r8 TyPe FA Jy_ PAT STEPHENS Approvals Date 08t04/2016 GMl00O_PROPOSAL - GMl000: Grants Management: I Grant Coord Userl Report: SDI1404 - SHARON DOTTERY prse current l)rte: 08/05/20 I 6 Current Tlme: l2:08: l8 AUGUSTA, GEORGIA New Grant ProposaUApplication Before 8 Departmenurgency msy spply for the grant/awsrd on behqlfofAugusts Richmond Coutrty, they must Iirst obtrin approvrl slgnature from thc Administrstor and the Finstrc€ Dlrector. The Administrrtor will obtain information on the grant progrsm strd requirements from the funding sgency 8nd review these for ferslbility to determine ifthis granurwrrd will benelit Augusts Richmond County. The Financ€ Director will r€view the funding r€quirement to determine ifthe grsnt t{lll Iit Mtbin our budget structure rnd tinanchl goals. Proposal Project No. Project Title l.) I have reviewed the Grant application and enclosed materials and: //F^d th" gr*tlr*ard to be feasible to the needs of Augusta RichmoDd County o Deny the request 2.1 I hgre reviewed the Grant applicarion and enclosed materials and: /d{pprove the Deparunenr Agency to move forward with the application the request will also be used to th€ externrl auditors with information on all gnnts for compliance and certificrtion requirements as required by the State and Federal Governm€nt. user: SDI1404 - SHARON DOTTERY Prsc currtrr D.r.r 08/0s,20t6 Finance Director Date Report GM 1000_PROPOSAL - GM 1000: Grants Managemenl2 Curr€nr'lime: l2:08:18 R-P--tt- AUGUSTA, GEORGIA New Grant ProposaVApplication Before s Departm€nvsgency mry rpply for the grsnt/awrrd on behdf ofAugusts Richmond County, they must lirst obtrin spprovrl signrtur€ from the Administrator sDd the Finrnce Director. The Admlnlstntor wlll obtain informrtiol on tbe grrnl progrrm sod requirements from the funding rgency rnd review these for fe&slblllty to determine ifthis grrnUawsrd will benelit Augusta Richmond Coutrty. The Finance Director will reviely the funditrg requirement to d€termine If the grrnt will lit ryithin our budget structure and frnancial goals. Proposal Proiect No. Pmjccr Title DE^Et\/En Requestiug capital gmnt from the Federal rransil Administration for the ADMINISTRAIoRS oFFlcE building of APT's Bus Operations and Maintenance Facility 8U Cash Match: 20% Cash match tunding source is from 54709"1217-391 I l0l - Op Tsfr from Ceneral Fund EEO required (YN): No EEO Department Notified: No fl,o St8ra Dstc: 09/0l/20],6 Submit Date: 08/M/2016 Total Budgeted Amount: l.l5 1,728.00 Sporsor: GM0005 Sporsor Type: F Purpose:20 End Drt€: 1213112020 Department: 091 Totsl Funding Ag€ncy: Fed Transit Adm Federal Public Transit Contacts AUGUSTA.RICHMOND COUNIY Transit Crsh Mrtch? Y 921,382.00 Totrl Crsh Mrtcb: 230,346.@ Flow Tbru lD: TYPe I GMIOI5 Dottery, Sharon (706)821-1818 Type FA -EI-PAT STEPHENS Approvals Drt€ 08/04/2016 Dept. Grrnt l.) I have reviewed the Gmnt application and enclosed materials and: e,{ind the grant/award to be feasible to the needs ofAugusta Ricbmond County o Deny the request ,"...€3Lzle- 2.) I have reviewed the Grant application and enclosed materials and: ,, Approve rhe Department Agency to move forward with the application the requesl will also be used tdprovide the external auditors wiah information on all grants for compliance and requireme[ts as required by the State and Federal Goyertrment. Usen Report: 11404 - SHARONDOTTERY prse Curr€nt Drte: Currrtrt ThDG: 08/04D0t6 l8:l l:07GM 10o0_PROPOSAL - GMl000: Grants Management: I Signriure: K)r o -l.1 r,9-o a r,-rr z Finance Director Public Service Committee Meeting 8/30/2016 1:00 PM APT Section 5307 & Section 5339 Grant Application Department:Augusta Public Transit Presenter:Chester Brazzell Caption:A motion to approve the Section 5307 and Section 5339 Augusta Public Transit grant application between the Federal Transit Administration (FTA) and Augusta, Georgia. Background:APT has been allocated Federal Transit Administration Section 5307 grants in the amount of $6,956,145.00 for Capital purchases and Operational funds. These grants will allow Augusta to acquire the necessary funds to complete the construction of the new Bus Operation/Maintenance Facility, repair or replace major transit bus components such as engines and transmissions, and provide for some operational funding for transit. The Operational portion of the funding will be used to assist with the operational cost of providing transit services. Analysis:The approval of this grant application will allow Augusta Public Transit to use federal funding to assist with capital purchases and continue to provide transportation service to the Citizens of Augusta-Richmond County in a more efficient manner. Financial Impact:The allocated funding breakdown is: FTA Section 5307 Capital $3,804,419 Operation $2,000,000 Total $5,804,419 FTA Section 5339 $1,151,726 Alternatives:None. If you do not approve this grant, we will lose the money. This money will be used to help fund Transit’s capital projects and Operating costs. Recommendation:Approve the submission of this grant application. Funds are Available in the Following Accounts: FTA Section 5307 Split Federal Local 80/20 $3,043,535 $ 760,884 50/50 $1,000,000 $1,000,000 Total $4,043,535 $1,760,884 FTA Section 5339 Split Federal Local 80/20 $ 921,381 $ 230,345 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Invitation to Bid Sealed bids will be received at this office until Thursday, May 19, 2016 @ 3:00 p.m. for furnishing: Bid Item #16-174 Diamond Lake Camping Bath House for Augusta Recreation, Parks and Facilities Department Bids will be received by Augusta, GA 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 Bid documents may be examined at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Plans and specifications for the project shall be obtained by all prime, subcontractors and suppliers exclusively from Augusta Blue Print. The fees for the plans and specifications which are non-refundable is $40.00. It is the wish of the Owner that all businesses are given the opportunity to submit on this project. To facilitate this policy the Owner is providing the opportunity to view plans online (www.augustablue.com) at no charge through Augusta Blue Print (706 722- 6488) beginning Thursday, April 7, 2016. Bidders are cautioned that submitting a package without Procurement of a complete set are likely to overlook issues of construction phasing, delivery of goods or services, or coordination with other work that is material to the successful completion of the project. Bidders are cautioned that acquisition of documents through any other source is not advisable. Acquisition of documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. A Mandatory Pre Bid Conference will be held on Wednesday, May 4, 2016 @ 10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, May 6, 2016 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No proposal may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. A 10% Bid Bond is required to be submitted along with the bidders’ qualifications; a 100% performance bond and a 100% payment bond will be required for award. Invitation for bids and specifications. An invitation for bids 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 invitation to bid 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 waiveable 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 BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder 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 No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle April 7, 14, 21, 28, 2016 Metro Courier April 13, 2016 OFFICIAL VENDORS Attachment "B" E-Verify # Addendum #1 SAVE Form Bid Bond BASE BID TOTAL Add Alternate 1 Add Alternate 2 LARRY MCCORD, MILLSTONE CONSTRUCTION and LARRY PITTMAN did not submit bids. $159,340.00 $8,500.00 $8,000.00 YES 225306 YES YES YES 218563 YES Bid Opening Bid Item #16-174 Diamond Lakes Camping Bath House for Augusta, Georgia - Recreation, Parks & Facilities Department Bid Due:Thursday, May 19, 2016 @ 3:00 p.m. Total Number Specifications Mailed Out: 24 Total Number Specifications Download (Demandstar): Total Electronic Notifications (Demandstar): Mandatory Pre-Bid/Telephone Conference: 7 Total packages submitted: 2 Total Noncompliant: 0 YES $167,940.00 $4,730.00 $5,390.00 SOMMERS CONSTRUCTION P. O. BOX 950 EVANS, GA 30809 YES YES CONTRACT MANAGEMENT 1827 KILLINGSWORTH ROAD AUGUSTA, GA 30904 Page 1 of 1 Public Service Committee Meeting 8/30/2016 1:00 PM Diamond Lakes Campground Bath House Department:Recreation and Parks Presenter:Glenn Parker Caption:Motion to approve an award of Bid Item 16-174 with Sommers Construction in the amount of $159,340 for the construction of a new bath house facility as part of the Diamond Lakes Campground Project. Background:The Department has completed the site-work construction of the new Diamond Lakes Regional Park Campground. The campground will have 26 full-service paved sites to accommodate recreation vehicles. In addition, there will be areas designated for primitive/tent camping as part of the campground. In order to have the amenities campers expect, the Department is now in the process of entering the building portion of the campground with a new bath house facility. Analysis:A mandatory pre bid conference was attended by seven (7) vendors. Two (2) companies responded with bid submittals with the low responsive bidder being Sommers Construction of Evans, Georgia with a low base bid of $159,340. Financial Impact:Total bid amount is $159,340. Alternatives:1. To Approve Bid Item 16-174 in the amount of $159,340 2. Move No Action thus delaying the completion of this full service campground. Recommendation:1. Move to Approve. Funds are Available in the Following Accounts: 328061110-211066401 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Public Service Committee Meeting 8/30/2016 1:00 PM Minutes Department:Clerk of Commission Presenter: Caption:Motion to approve the minutes of the Public Services Committee held on August 9, 2016. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Invitation to Bid Sealed bids will be received at this office until Friday, June 24, 2016 @ 11:00 a.m. for furnishing: Bid Item #16-196 Wind Cone and Segmented Circle for Augusta Daniel Field Airport Bids will be received by Augusta, GA 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 Bid documents may be examined at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Plans and specifications for the project shall be obtained by all prime, subcontractors and suppliers exclusively from ARC. The fees for the plans and specifications which are non-refundable are $75.00. It is the wish of the Owner that all businesses are given the opportunity to submit on this project. To facilitate this policy the Owner is providing the opportunity to view plans online (www.e-arc.com) at no charge through ARC Southern (706 821-0405) beginning Thursday, May 19, 2016. Bidders are cautioned that submitting a package without Procurement of a complete set are likely to overlook issues of construction phasing, delivery of goods or services, or coordination with other work that is material to the successful completion of the project. Bidders are cautioned that acquisition of documents through any other source is not advisable. Acquisition of documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, June 10, 2016 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No proposal may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. A 5% Bid Bond is required to be submitted along with the bidders’ qualifications; a 100% performance bond and a 100% payment bond will be required for award. Invitation for bids and specifications. An invitation for bids 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 invitation to bid 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 waiveable 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 BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder 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 No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle May 19, 26, June 2, June 9, 2016 Metro Courier May 25, 2016 OFFICIAL Walker & Whiteside 10 Ramseur Court Greenville, SC 2607 TCA Electrical Contract 2209 Leslie Lock Rd Tifton, GA 31793 Precision Approach 874 Harmony Rd Eatonton, GA 31024 YES YES YES 460833 135396 56279 YES YES YES YES YES YES $65,225.00 $40,400.00 $66,170.50 Bid Item #16-196 Wind Cone and Segmented Circle for Augusta, Georgia - Augusta Regional Airport Bid Due: Friday, June 24, 2016 @ 11:00 a.m. Total Number Specifications Mailed Out: 8 Total Number Specifications Download (Demandstar): 6 Total Electronic Notifications (Demandstar): 136 Total packages submitted: 3 Total Noncompliant: 0 Bid Bond Bid Price Vendors Attachment B E-Verify Number SAVE Form Page 1 of 1 Public Service Committee Meeting 8/30/2016 1:00 PM New Wind Cone, Segmented Circle and Signage at Daniel Field Airport Department:Daniel Field Airport Presenter:Becky Shealy Caption:Approve award of Bid Item 16-196 New Wind Cone, Segmented Circle and Signage at Daniel Field Airport to TCA Electrical. Background:WIND CONE A wind cone, sometimes referred to as a wind sock, is a visual wind indicator which pilots use to determine the safest runway for take-offs and landings. Wind cones show the direction as well as the speed of winds. The current wind cone at Daniel Field was installed in the mid 1970's and is in need of replacing. The bearings are worn out and replacement parts are no longer available. The mechanism has a tendency to stick. SEGMENTED CIRCLE A segmented circle consists of landing strip indicators and traffic pattern indicators used as a visual aid from the air when a pilot is setting up for landing at an airport. The segmented circle is used in conjunction with the wind cone to provide an additional safety feature at airports. Daniel Field does not have a segmented circle presently on the field. This feature will enhance the safety for pilots landing at Daniel Field Airport. SIGNAGE Directional signs are a huge resource for pilots when taxiing to or from a runway. Currently there is no sign at the intersection of runway 23 and runway 29. A directional sign is needed to show pilots where to taxi for departure on runways 23 and 29. Daniel Field has received a tentative allocation letter from the FAA for a grant in the amount of $450,000, of which a portion will be used for the wind cone, segmented circle and signage at the airport. Daniel Field has completed the bid process through Procurement for the wind cone, segmented circle and signage at the airport. The award of the lowest bidder, TCA Electrical Contract, is all contingent on the federal grant being written and let. Analysis:The first priority of Daniel Field is safety for all pilots using this airport. Replacing the worn out wind cone and installing a segmented circle and signage on the field enhance the safety at Daniel Field. Financial Impact:The approval of TCA Electrical Contract installing the wind cone, segmented circle and signage at Daniel Field in the amount of $40,400 is all contingent on a federal grant being written and let. Alternatives:Deny the recommendation. Recommendation:The Daniel Field General Aviation Commission recommends approval of TCA Electrical Contract as the awarded vendor to complete this project in the amount of $40,400. Funds are Available in the Following Accounts: The cost of this project is $40,400. The FAA will fund 90% of this project. GDOT will fund 5% of this project. A local match of 5% will be funded from the Daniel Field enterprise fund. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Invitation to Bid Sealed bids will be received at this office until Friday, June 24, 2016 @ 11:00 a.m. for furnishing: Bid Item #16-197 Obstruction Clearing for Augusta Daniel Field Airport Bids will be received by Augusta, GA 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 Bid documents may be examined at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Plans and specifications for the project shall be obtained by all prime, subcontractors and suppliers exclusively from ARC. The fees for the plans and specifications which are non-refundable are $55.00. It is the wish of the Owner that all businesses are given the opportunity to submit on this project. To facilitate this policy the Owner is providing the opportunity to view plans online (www.e-arc.com) at no charge through ARC Southern (706 821-0405) beginning Thursday, May 19, 2016. Bidders are cautioned that submitting a package without Procurement of a complete set are likely to overlook issues of construction phasing, delivery of goods or services, or coordination with other work that is material to the successful completion of the project. Bidders are cautioned that acquisition of documents through any other source is not advisable. Acquisition of documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, June 10, 2016 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No proposal may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. A 5% Bid Bond is required to be submitted along with the bidders’ qualifications; a 100% performance bond and a 100% payment bond will be required for award. Invitation for bids and specifications. An invitation for bids 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 invitation to bid 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 waiveable 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 BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder 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 No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle May 19, 26, June 2, June 9, 2016 Metro Courier May 25, 2016 OFFICIAL Augusta Stump Masters 1884 McDade Rd Augusta, GA 30906 Graham County Land Co. 750 Tallulah Road, Robbinsville, NC 28771 YES YES 816807 709601 YES YES YES YES $99,500.00 $88,610.00 The following vendor did not respond: Big Dog Stump and Tree / P.O. Box 211063 / Martinez, GA 30917 SCHEDULE OF WORK OBSTRUCTION CLEARING Total Number Specifications Mailed Out: 23 Total Number Specifications Download (Demandstar): 4 Total Electronic Notifications (Demandstar): 132 Total packages submitted: 3 Total Noncompliant: 0 Bid Item #16-197 Obstruction Clearing for Augusta Daniel Field Airport Bid Due: Friday, June 24, 2016 @ 11:00 a.m. Bid Bond Total Vendors Attachment B E-Verify Number SAVE Form Page 1 of 1 Public Service Committee Meeting 8/30/2016 1:00 PM Obstruction Clearing at Daniel Field Airport Department:Daniel Field Airport Presenter:Becky Shealy Caption:Approve the award of Obstruction Clearing on the approach end of Runway 5. (Bid Item 16-197) Background:The Daniel Field Airport is an obstacle rich environment requiring clearing of anything that penetrates the airspace deeming the airport unsafe to aviation traffic. The FAA and GDOT are aware of the airport's situation and are working together with airport personnel to help facilitate the clearing of these obstacles. Daniel Field Airport has received a tentative allocation letter for a federal grant in the amount of $450,000, of which a portion will be used to clear the unsafe obstructions, mainly trees. Daniel Field Airport has completed the RFP process through Procurement for obstruction clearing on the approach end of Runway 5. The approval of the lowest bidder, Graham County Land Company, is all contingent on the federal grant being written and let. Analysis:The obstructions on the approach end of Runway 5 are all located on the Augusta Municipal Golf Course, "The Patch." Airport personnel met with the management of the golf course to discuss the necessity of removing trees. Both parties are in agreement to the removal. The airport will purchase ornamental shrubs to replace a number of the trees removed in order to retain the aesthetics of the golf course. Financial Impact:The approval of Graham County Land Company removing the trees on the golf course for $88,610 is all contingent on a federal grant being written and let. Alternatives:There are no alternatives. Recommendation: Daniel Field General Aviation Commission recommends approving Graham County Land Company as the awarded vendor to clear the obstructions on the approach end of Runway 5, which are located on the Augusta Municipal Golf Course. Funds are Available in the Following Accounts: The project will cost $88,610. The Federal Aviation Administration (FAA) will fund 90% of the project. GDOT will fund 5% of the project. A 5% local match will be provided by the Daniel Field Airport's enterprise fund. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Public Service Committee Meeting 8/30/2016 1:00 PM Partnership Opportunity with The Greater Augusta Arts Council Department:Augusta Public Transit Presenter:Chester Brazzell Caption:A motion to approve a Partnership agreement between the City of Augusta and the Greater Augusta Arts Council to introduce ART at Transit Bus Stops in Augusta. Background:The Greater Augusta Arts Council, the City of Augusta, and the CVB are collaborating to assess our city’s assets and plan how to link them and develop them to make Augusta one of the most desirable places to live and visit in the South. We can improve the quality of life in Augusta through well-planned and developed public art. One of the initiatives is to introduce ART on Transit bus shelters at selected bus stops in Augusta. This project titled “ART the Bus Stop” introduces an effort to transform and synergize the dynamic community of neighborhoods that are in Augusta. The Greater Augusta Arts Council has an opportunity to apply for a grant of up to Two Hundred Dollars ($200,000.00) from the National Endowment of Arts to fund this project. The project requires the city to provide funding or an in-kind match for them to be considered for approval. The voters approved Six Hundred Fifty Thousand Dollars ($650,000.00) in SPLOST VII for Transit Bus Shelters. The Transit Department plans to use these funds to purchase new and/or refurbish existing shelters to a like-new condition and extend their life by 8 to 10 years. SPLOST funding would not be used towards any costs related to the ART Project. It merely serves as an in-kind match that represents that the City of Augusta intention to provide equity in the project. The grant if awarded will provide 100% funding for the ART Project. Analysis:Augusta is the second largest city in Georgia, and is predicted to grow substantially as our local Fort Gordon launches the US Army Cyber Security Center of Excellence. We have a culture with a vibrant arts community and numerous public assets. All of these elements should help position us high as a destination city for arts and culture tourism, and serve as an opportunity for Fort Gordon, local businesses, and universities to attract individuals and other business to our community. SPLOST Funding would qualify as a local match for the purpose of this grant application. Financial Impact:There would be no financial impact for Augusta. Alternatives:The alternative would be to not approve the project. Recommendation:Approve a Partnership agreement between the City of Augusta and the Greater Augusta Arts Council to introduce ART at Transit Bus Stops in Augusta. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission City of Augusta, Georgia - Recreation and Parks Master Plan Chapter One - Executive Summary - 1 CHAPTER ONE - EXECUTIVE SUMMARY 1.1 INTRODUCTION Augusta Recreation and Parks Department (“Department”) operates public park and recreation facilities and programs, and maintains city-owned facilities throughout Augusta. Recently recognized as the Georgia Recreation and Parks Association District I Agency of the Year, it has a range of inter-related elements: park land, recreation and community facilities, recreation programs, and administrative/planning/development services. The Department maintains over 60 park sites and 1,500 acres of parkland that feature a wide variety of quality facilities with family oriented leisure activities for all ages and population groups. In early 2015, the City of Augusta engaged Cranston Engineering Group, P.C. to develop a master plan for the Recreation and Parks Department. Over an eighteen month period, Cranston Engineering Group, P.C., working with the multidisciplinary team of PROS Consulting, Wood + Partners, APD Urban Planning & Management, and ETC Leisure Vision, developed this master plan which will be used as a guiding document for park renovations, future new construction, and development for the Recreation and Parks Department. The plan also provides recommended operational guidelines for the agency in several areas, including programming, staffing, and marketing. The following core themes for the master plan were developed during the Visioning Session conducted with the Department and served as a guide for the planning team throughout the process. Core Themes: • Community health / wellness • Protecting the investment we have made in our park system (preserve, protect and enhance our facilities and properties) • Financial sustainability • Building community and relationships (creating community through people, parks and programs) • Youth engagement and senior mentoring • Organizational readiness 1.2 OUTCOMES The 10-year master plan is committed to regularly review resources and direction and to make sure that the local parks system continues to be a viable and effective community resource for all Augustans. This plan is expected to be the foundation for future funding requests and re-alignment of resources as needed. Over the course of the planning effort, Augusta residents have had an opportunity to participate in the development of a community-based recreation and parks master plan that will provide guidance and policy direction for the Department. There is a strong need for a master plan to determine the future of our leisure services and park system, and to ensure that these community assets are used wisely and efficiently. City of Augusta, Georgia - Recreation and Parks Master Plan Chapter One - Executive Summary - 2 PlanAugustaParks.com Website 1.3 RECOMMENDED VISION The planning team and Department staff recognizes that the City is working on its Vision Statement and the Department’s vision statement will be tied into that. “To make Augusta a nationally recognized leader in Parks and Recreation experiences” 1.4 RECOMMENDED MISSION “To offer exceptional customer service through a culture of continuous improvement, innovation, and sustainability” 1.5 GOALS & STRATEGIES The following are the goals and strategies determined at the outset that shaped the planning process undertaken for this 10 year Master Plan: • Engage the local community leadership and stakeholder groups in meaningful public input opportunities in order to identify the vision and needs of the Master Plan. • Research and analyze current parks and lands conditions in Augusta, Georgia, including a review of complementary sites and services in both the public and private sectors. • Identify reliable opportunities to enhance and leverage the financial resources of Augusta in providing park and recreation facilities and services. • Identify the opportunities to position the City as a leader in both financial and environmental sustainability in the provision of public services and facilities. • Coordinate the development of recommendations from multiple areas of research and analysis, community input and priorities, industry best practices, level of service standards, and sustainability principles. • Preserve and enhance the value of being a resident, business owner, and/or visitor to Augusta, Georgia. 1.6 PUBLIC OUTREACH / FORUMS / WORKSHOPS The planning process has included extensive public input and participation in formulating this comprehensive master plan. The consulting team conducted multiple meetings, eight (8) subject matter focus groups, three (3) forums with the public at large, and multiple interviews with key leaders and stakeholders. This interaction played an important part in establishing priorities for the future improvement and direction of the Department. In addition, the planning process included a specially designed crowd-sourcing website to maximize advocacy and community engagement and to provide a means for conveying consistent project updates to the citizenry (www.planaugustaparks.com). The site included the consulting team, key Department staff, the planning process, schedule, meeting dates and times, and opportunities for feedback gathering, including social media integration. The detailed input from the community input process is provided in Chapter 2. City of Augusta, Georgia - Recreation and Parks Master Plan Chapter One - Executive Summary - 3 STATISTICALLY VALID NEEDS ANALYSIS SURVEY 1.6.1 1.6.1.1 OVERVIEW AND METHODOLOGY ETC Institute conducted a Community Needs Analysis Survey for the City of Augusta during the summer of 2015 to help establish priorities for the future improvement of parks, recreation facilities, and programs within the community. The survey was mailed to a random sample of 4,000 households. A total of 606 households completed the survey. The results for the sample of 606 households have a 95% level of confidence with a precision rate of at least +/- 4%. This implies that if the survey process were repeated, there is a high degree of confidence (95%) that the results obtained will be in a margin of error of +/- 4% of the results obtained currently. That ensures the statistical validity of the process and distinguishes it from other subjective community input media. 1.6.1.2 MAJOR FINDINGS Given below is the summary of key findings from the survey results which are detailed in charts provided later in Section 2.3. PARKS AND FACILITIES Facility Types Households Have Used 55% Augusta River Walk 51% Walking, hiking & biking trails 36% Large regional parks 35% Indoor community centers 29% Indoor fitness centers Quality of Parks and Recreation Facilities 55% “Good” 33% “Fair” 10% “Excellent” 3% “Poor” Usage of Major Facilities 74% Augusta River Walk / Augusta Common 64% Lake Olmstead Park / Julian Smith Casino 47% Diamond Lakes Regional Park Most Important Major Facilities 48% Augusta River Walk / Augusta Common 34% Lake Olmstead Park / Julian Smith Casino 34% Diamond Lakes Regional Park City of Augusta, Georgia - Recreation and Parks Master Plan Chapter One - Executive Summary - 4 Facilities Households Have a Need For 72% Walking, hiking and biking trails 63% Small neighborhood parks 63% Picnic areas and shelters 60% Large community parks PROGRAMS AND ACTIVITIES Program Participation 36% Have participated in a program by Department over past 12 months 64% Have not participated in a program by Department over past 12 months Quality of City Programs Participated In, for Those That Have Participated 58% “Good” overall quality rating 22% “Excellent” overall quality rating 19% “Fair” overall quality rating 1% “Poor” overall quality rating Organizational Usage for Programs and Activities over Past 12 Months 43% Churches 40% Augusta Recreation and Parks Department 32% YMCA 28% Georgia State Parks Programs Households Have a Need For 55% Adult fitness and wellness programs 41% Senior adult programs 39% Water fitness programs 38% Special events 35% Nature events Most Participated in Programs 16% Adult fitness and wellness programs 14% Special events 12% Senior adult programs 9% Youth sports programs Most Important Facilities 43% Walking, hiking and biking trails 26% Small neighborhood parks 20% Large community parks 18% Boating and fishing areas Ways Households Learn about Program and Activities 60% Friends and neighbors 49% Newspaper articles 38% Radio Most Important Programs 31% Adult fitness and wellness programs 24% Senior adult programs 15% Water fitness programs 15% Special events Overall Satisfaction with Value Received from Augusta Recreation and Parks Dept. 34% Somewhat satisfied 34% Neutral 12% Very satisfied 12% Somewhat dissatisfied 9% Very dissatisfied City of Augusta, Georgia - Recreation and Parks Master Plan Chapter One - Executive Summary - 5 DEPARTMENT FUNDING AND DIRECTION Program Funding (Majority by Taxes)* 71% Special populations 56% Low income residents 41% Youth sports programs * Respondent households indicating that these programs should be funded by either 100% taxes/ 0% fees or 75% taxes / 25% fees Program Funding (Majority by Fees)* 51% Adult sports programs 50% Adult classes 42% Special events and festivals * Respondent households indicating that these programs should be funded by either 100% fees/ 0% taxes or 75% fees / 25% taxes Community Agreement about Augusta Recreation and Parks Department* 88% Makes Augusta a more desirable place to live 86% Improves physical health and fitness 83% Improves mental health and reduces stress 76% Helps attract new residents and businesses * Represents the number of respondent households that indicated “strongly agree” or “agree” to these statements. Deterrents from Using Recreation and Parks Facilities and Programs More Often 35% Not knowing what is being offered 33% Security is insufficient 32% Facilities are not well maintained 27% Too busy Allocation of Funds for Department (out of a hypothetical $100) $24 Maintain and improve existing parks $17 Maintain and develop walking and biking trails $16 Expand Augusta River Walk $11 Maintain and develop indoor community centers and facilities $9 Develop new or expand existing parks to regional parks Most Important Benefit of the Department to the Community 45% Makes Augusta a more desirable place to live 43% Helps reduce crime 37% Improves physical health and fitness 23% Helps attract new residents and businesses Additional Tax Revenue Willingness to Pay 30% Would pay nothing in additional tax revenue to improve and build facilities 29% Would pay $3 - $4 per month … 22% Would pay $5- $6 per month … 12% Would pay $9+ per month … 8% Would pay $7-8 per month … City of Augusta, Georgia - Recreation and Parks Master Plan Chapter One - Executive Summary - 6 1.7 COMMUNITY PROFILE DEMOGRAPHIC AND TRENDS ANALYSIS 1.7.1 The Demographic Analysis provides an understanding of the population within the City of Augusta, Georgia. This analysis is reflective of the total population, and its key characteristics such as age segments, income levels, race, and ethnicity. It is important to note that future projections are all based on historical patterns and unforeseen circumstances during or after the time of the projections could have a significant bearing on the validity of the final projections. DEMOGRAPHIC OVERVIEW 1.7.2 The total population of the target area had a minimal increase from 195,844 in 2010 to 198,287 in 2014. The current estimated population is projected to reach 200,945 in 2019, and total 206,650 by 2029. According to the U.S. Census reports, the total number of households in the service area has increased from 75,208 in 2010 to 76,257 in 2014. The total number of households is expected to grow to 78,221 by 2019 and reach 81,614 by 2029. The city’s median household income ($36,315) and per capita income ($19,899) are both well below state and national averages. Based on the 2010 Census, the population of the Augusta is younger (33.2 years) than the median age of the U.S. (37.2 years). Projections show that the target area will undergo a slight aging trend, with the 55+ group growing to represent over 31% of the total population by 2029. The population is skewed towards a majority Black Alone (54.73 %) and White Alone (39.10%), with no other race segment accounting for more than 4%. Future projections through 2029 expect the Black Alone to increase to 57.27%, while the White Alone slowly decreases to 34.26%. Detailed information on Demographics and Trends is provided in Chapter 3. City of Augusta, Georgia - Recreation and Parks Master Plan Chapter One - Executive Summary - 7 1.8 RECREATION AND PARKS ANALYSIS / ASSESSMENT PARKS & FACILITIES INVENTORY & ASSESSMENT 1.8.1 Site Inventory and Assessment In late spring of 2015, the site assessment team conducted a facility inventory and assessment, visiting all Augusta parks and facilities over a two day time period. The assessment included parks and recreation facilities under the purview of the Recreation Department and included in a park inventory list provided by the City of Augusta. Detailed building evaluations including interiors were not within the scope of the assessment. During these visits conducted with Staff, sites were inventoried, photographed, and categorized as good, fair or poor and as high use, moderate use or low use. Collectively, the team visited twelve (12) mini parks, eighteen (18) neighborhood parks, nine (9) community parks, three (3) regional parks, fifteen (15) special purpose facilities and three (3) natural resource/ linear park/greenways comprising 1,076.95 acres owned or operated by the Department. Of those facilities, twenty-six (26) were rated as good; twenty-five (25) were rated as fair and nine (9) were rated as poor. Overall, parks and facilities appeared to be maintained and in acceptable condition for public use. However, many parks and facilities appear to suffer from deferred maintenance. In addition, many parks/facilities warrant improved aesthetic treatment including the introduction of shade, improved signage, supplemental landscaping and new/improved irrigation. Real Estate Utilization Assessment The scope of the master plan has included a real estate utilization assessment, intended to identify possible park facility expansion sites and opportunities for accommodating additional service or functions, along with potential consolidations and repurposing. Expansion sites were considered based on proximity to service needs, size, capacity to accommodate the needed facilities, adjacency to existing parks, and availability for potential acquisition at strategic locations. For complete details and findings of both the Site Inventory and Assessment, and the Real Estate Utilization Assessment, see Section 4.1. RECREATION PROGRAM ASSESSMENT 1.8.2 As part of the planning process, the consulting team performed an assessment of the programs and services offered by the Department. The assessment offers an in-depth perspective of program and service offerings and helps identify strengths, weaknesses, and opportunities regarding programming for residents in parks and recreation facilities. The program assessment also assists in identifying what are considered core programs, program gaps within the community, key system-wide program issues, and areas for improvement and in determining future programs and services for residents. The Consulting Team based these program findings and comments from a review of information provided by the City including program descriptions, participation statistics, financial data, website content, focus groups, stakeholder interviews, and discussions with staff. The assessment identified key issues and presents recommendations for these issues, summarized in Chapter 4. City of Augusta, Georgia - Recreation and Parks Master Plan Chapter One - Executive Summary - 8 EXISTING CORE PROGRAM AREAS 1.8.3 The core program areas for the Department are listed in the Sections below. 1.8.3.1 AFTER SCHOOL After School Program (Loud Crowd) is for school children 4-12 years of age. Loud Crowd provides a safe and supervised setting for kids after school, with an emphasis on enhancing health and wellness. • Goal - To help enhance a child's social and educational skills, while improving overall health and wellness. 1.8.3.2 SUMMER DAY CAMP Summer Day Camps are provided for children ages 4-12 during the hours of 9:00 a.m. - 3:00 p.m. with morning and afternoon programs to supplement and provide assistance to parents. Day Camp can help fill the gap between the summer school break by helping children learn new skills, make friends, exercise, and have an adventure. • Goal - To help enhance a child's social and physical skills while providing them with a fun and safe atmosphere to grow. 1.8.3.3 YOUTH ATHLETICS Youth Athletics provides recreational leagues for youth to participate in a recreational setting to enhance exercising skills, basic understanding of fundamentals and competitiveness, as well as enhancing social skills. Youth athletic programs benefit kids by giving them the ability to gain exercise and develop skills in a safe environment, while also learning about competition. • Goal - To provide the best possible athletic leagues and settings for the citizens we serve, in terms of participation levels, customer satisfaction, and attainment of targeted goals; while continuing to reach as many youths as possible in the community for the benefits of exercise, skill development, competition, and enhancement of social skills. 1.8.3.4 ADULT ATHLETICS Adult Athletics provides recreational leagues for adults to participate in a recreational setting to enhance exercising skills and competitiveness, as well as enhancing social skills. Adult athletic programs benefit adults by giving them the ability to gain exercise in a safe environment while also engaging in competition. • Goal - To provide the best possible athletic leagues and settings for the citizens we serve, in terms of participation levels, customer satisfaction, and attainment of targeted goals; while continuing to reach as many adults as possible in the community for the benefits of exercise, competition, and enhancing social skills. 1.8.3.5 SENIOR SERVICES Senior Services (senior centers and nutrition sites) were established to provide nutritional services to senior adults (typically 55+ years of age) in our service area of Augusta/Richmond County. The mission of the program is to provide hot nutritionally balanced meals to eligible senior participants on a daily basis; five days a week (as long as they meet the state qualifications for the program). City of Augusta, Georgia - Recreation and Parks Master Plan Chapter One - Executive Summary - 9 • Goal - To maintain and/or exceed the state mandated number of attendees (21 individuals) for each program site. All of this, while also offering programming that attracts senior adults to our senior centers and provides them with programs and activities that offer health, recreation, nutrition, and wellness benefits. 1.8.3.6 AQUATICS Aquatics has a wide range of programs, all of which exists to service an array of different purposes such as learning how to swim, getting in shape, or swimming at a competitive level. • Goal – To make the Aquatic Center home to a wide range of aquatic programs as well as local, state, regional, and national competitions. 1.8.3.7 SPECIAL EVENTS Special Events provide a clean, safe, and friendly environment for all ages; while bringing the community together to enjoy the many benefits of parks and recreation. • Goal – To improve the quality of life, provide a place to go for fun/entertainment, and get citizens engaged in their community. 1.8.3.8 NEWMAN TENNIS Newman Tennis offers all ages of the public a clean and safe place to play tennis on a recreational, league, and tournament level. • Goal – To help grow tennis players from beginners to intermediate players by offering instructional programs, leagues, and other social tennis opportunities. 1.8.3.9 RENTAL FACILITIES Rental Facilities help provide safe and economically affordable venues for citizens to hold events. • Goal – To provide a source of revenue for the general fund, while providing facilities and recreational settings that contribute to overall community pride and sense of place. 1.8.3.10 INSTRUCTIONAL Instructional Programs provide physical activities that promote health and well-being in a safe environment. • Goal – To provide the best possible instructional programs for the community that we serve for the benefits of exercise and social skills. PARK CLASSIFICATIONS & LEVEL OF SERVICE STANDARDS 1.8.4 Upon completion of park/facility inventory and analysis site visits, a customized series of park categories were developed that are unique to Augusta. These categories were developed based on observations of existing parks and the types of uses that could be commonly found within them. 1.8.4.1 PARK CATEGORY GUIDELINES This park category system includes six park types, which are Mini Park, Neighborhood Park, Community Park, Regional Park, Linear Park/Greenway and Special Purpose Facility or Park. City of Augusta, Georgia - Recreation and Parks Master Plan Chapter One - Executive Summary - 10 Additional information by park types including their optimum size, potential locations and type of facilities most commonly found within them can be found in Section 4.3. This park category system should be considered a guideline for future park development. LEVEL OF SERVICE STANDARDS 1.8.5 Level of Service Standards are guidelines that define geographic service areas based on population that support investment decisions related to parks, facilities and amenities. Level of Service Standards can and will change over time as the program lifecycles change and demographics of a community change. Park facility standards were analyzed using a combination of resources. These resources included: National Recreation and Park Association (NRPA) guidelines, recreation activity participation rates reported by the Sports & Fitness Industry Association’s (SFIA) 2014 Study of Sports, Fitness, community and stakeholder input, findings from the prioritized needs assessment report and general observations. This information allowed standards to be customized to the Augusta Recreation and Parks system. Based on the levels of service and recommended guidelines herein, the following are the facility / amenity types that are underserved: ● Neighborhood Parks ● Community Parks ● Off leash Dog Parks ● Skate Parks ● Trails (Miles Paved) See Section 4.3 for the level of sevice matrix with future needs for the system. GEOGRAPHICAL ANALYSIS THROUGH MAPPING 1.8.6 Service area maps (equity maps) and standards assist staff and key leadership in assessing where services are offered, how equitable the service distribution and delivery is throughout the City and how effective the service is as it compares to the demographic densities. In addition, looking at guidelines with reference to population enables the Department to assess gaps in services, where there are gaps or overlaps with respect to a specific facility or amenity. This allows the Department to make appropriate capital improvement/development decisions based upon need for a system as a whole and the consequences that may have on a specific geographic area. Service area maps were developed for each of the following major assets: ● Ball Fields ● Basketball Courts ● Community Parks ● Off Leash Dog Parks ● Mini Parks ● Multipurpose Fields ● Neighborhood Parks ● Outdoor Pools ● Playgrounds ● Recreation / Aquatic Centers ● Regional Parks ● Shelters ● Tennis Courts ● Trails To view all the Equity Maps developed, see Section 4.4. City of Augusta, Georgia - Recreation and Parks Master Plan Chapter One - Executive Summary - 11 PRIORITIZATION OF DEMANDS & NEEDS 1.8.7 The purpose of the Facility and Program Priority Rankings is to provide a prioritized list of facility/ amenity needs and recreation program needs for the community served by the City of Augusta Recreation and Parks Department. This rankings model evaluated both quantitative and qualitative data. Quantitative data includes the statistically valid Community Survey, which asked residents to list unmet needs and rank their importance. Qualitative data includes resident feedback obtained in community input and demographics and trends. As seen below, Walking, hiking and biking trails, Small Neighborhood parks, Indoor running/walking track, Indoor swimming pools/leisure pool and Outdoor swimming pools/water parks are the top five highest facility/amenity priorities; while Adult fitness and wellness programs, Senior adult programs, Water fitness programs, Fishing programs and Special events are the top five highest program priorities. For the complete lists, see Section 4.5. 1.9 OPERATIONAL & FINANCIAL PLAN ORGANIZATIONAL CULTURE ASSESSMENT 1.9.1 This assessment was based on the Baldrige Criteria for Performance Excellence using the Sterling Model titled “Are We Making Progress?”. Organizations have utilized this tool for over 25 years to help accomplish their mission, improve results, and enhance competitiveness. The method employs a questionnaire which is conveniently organized into seven Criteria Categories to evaluate employee sentiment Department-wide. The seven Criteria Categories reviewed include: ● Leadership ● Strategic Planning ● Customer and Market Focus ● Measurement, Analysis & Knowledge Management ● Workforce Focus ● Process Management ● Cultural Results Evaluating the organizational culture allows for better understanding of how well an organization functions. By understanding the culture of the organization, it is easier to build, maintain, and/or implement change within the organization. A strong knowledge of employees’ needs and concerns will aid in the professional development of individual staff and improve the overall resiliency and agility of the organization. The results for each category above are provided in Section 5.1. Overall Ranking Walking, hiking & biking trails 1 Small neighborhood parks 2 Indoor running/walking track 3 Indoor swimming pools/leisure pool 4 Outdoor swimming pools/water parks 5 Facility/Amenity Priorities Overall Ranking Adult fitness & wellness programs 1 Senior adult programs 2 Water fitness programs 3 Fishing programs 4 Special events 5 Program Priorities City of Augusta, Georgia - Recreation and Parks Master Plan Chapter One - Executive Summary - 12 FUNDING AND REVENUE STRATEGIES 1.9.2 Park and Recreation systems across the United States today have learned to develop a clear understanding of how to manage revenue options to support parks and recreation services in a municipality based system on the limited availability of tax dollars. Park and Recreation systems no longer rely on taxes as their sole revenue option but have developed new sources of revenue options to help support capital and operational needs. A growing number of municipalities have developed policies on pricing of services, cost recovery rates and partnership agreements for programs and facilities provided to the community. They also have developed strong partnerships that are fair and equitable in the delivery of services based on whom receives the service, for what purpose, for what benefit and for what costs. In addition, agencies have learned to use parks and recreation facilities, amenities, programs and events to create economic development as it applies to keeping property values high around parks and along trails through increased maintenance, adding sports facilities and events to drive tournaments into the region that create hotel room nights and increase expenditures in restaurants and retail areas. They have learned to recognize that people will drive into their community for good recreation facilities such as sports complexes, pools, and for special events, if presented correctly and well managed. For a detailed listing of Financial Principles and Funding and Revenue Strategies, please see Chapter 5. 1.10 SYSTEM-WIDE RECOMMENDATIONS Based on team site visits, a set of common, system-wide observations/recommendations have been included. These recommendations can be applied to each park/facility, in varying degrees and are based on team assessment at the time of the site visit. Recommendations include budgeting for regular maintenance and park improvements, an accessibility audit, improved place-making, enhanced landscaping and irrigation, comprehensive sign upgrades and improved park linkages. Most of the recommendations provided herein involve improvements to already existing facilities. This is a particularly important opportunity for Augusta not only to better the existing quality of life features for the current citizens, but also to enhance the City’s recruiting of prospective businesses and citizens related to the Fort Gordon Cyber Command expansion currently underway. MAINTENANCE & PARK IMPROVEMENTS 1.10.1 Park appearance and ongoing maintenance play an important role in the public’s perception of a park system. These items were highlighted as areas of concern by citizens in public forums, in the community survey and in key leadership and focus group interviews. This assessment was also reinforced by the evaluation team’s observations during site visits and staff input throughout. Supporting these observations, when given the opportunity to allocate $100 to various spending categories in the public opinion survey, $24 (the largest amount indicated) was allocated to maintain and improve existing parks. ACCESSIBILITY AUDIT 1.10.2 Perform a comprehensive accessibility audit for all outdoor and indoor parks and facilities. The audit should focus on all aspects of the built environment, providing recommendations and estimated costs for improving access for those with disabilities. City of Augusta, Georgia - Recreation and Parks Master Plan Chapter One - Executive Summary - 13 IMPROVED PLACE-MAKING 1.10.3 Address aesthetics with emphasis on the creation of a safe and memorable park experience. This should include organization of outdoor spaces through improved walks and gathering spaces; introduction of additional shade; improved lighting and reinforcement of design elements that are unique to individual parks or neighborhoods. Overall, there should be a uniform quality of site work and site structures (i.e. shelters, restrooms, etc.) that is commensurate with the expected quality of all Augusta public spaces and buildings. ENHANCED LANDSCAPING AND IRRIGATION 1.10.4 Augusta parks should reflect a similar quality of design as found throughout the City. Known as “the Garden City of the South”, Augusta’s nickname was chosen because of the city’s many large private gardens. Accordingly, attention should be paid to strengthening the aesthetics of parks and facilities through enhanced landscaping and irrigation. COMPREHENSIVE SIGN UPGRADES 1.10.5 Improve Augusta’s park, facility and program recognition through consistent signage and branding. Utilize consistent materials and sign design themes including the Department’s logo at all parks, buildings and facilities. Continue this theming in park rules signs, wayfinding and other signage. IMPROVE PARK LINKAGES 1.10.6 Cooperate with other local and regional organizations to improve trail network linkages to heavily used parks and facilities. Utilize existing (and planned) greenways/trails, roadways with separate trails and trails which share the roadway (bike lanes or “shareways”), filling voids to provide continuous paths of travel. Initial efforts should focus on the priority areas highlighted in the Priority Trails Master Plan. See Appendix D for detailed maps and additional information. SITE SPECIFIC MASTER PLANS 1.10.7 The master plans of some of the individual parks should be reviewed in further detail, in the light of the overall recommendations of this plan. New and/or updated site-specific master plans should be developed for targeted sites, where applicable. Together, the Augusta River Walk/Augusta Common complex comprise the most important facilities for Augusta households, both those who would be willing to pay additional taxes to improve the system and those who would not. Lake Olmstead Park/Julian Smith Casino and Diamond Lakes Regional Park follows closely behind and round out the top three facilities in the City. Each of these complexes would benefit from an updating of their site specific master plans, as would several other targeted parks in the system. It is recommended that updated master plans be accomplished for several parks, beginning with Augusta Common and Augusta River Walk. For additional details and a complete listing of the recommended site specific master plans, see Section 6.1. City of Augusta, Georgia - Recreation and Parks Master Plan Chapter One - Executive Summary - 14 NEW OR ADDITIONAL PARKS 1.10.8 While the master plan has concentrated primarily on upgrading and taking care of the existing park properties, there are salient opportunities to add facilities to the Recreation and Parks system as listed below. For additional details on these opportunities, see Section 6.3. ● New Flowing Wells / Rae’s Creek Park ● Springfield Village Park ● Neighborhood Parks 1.11 CAPITAL IMPROVEMENT PLAN This capital improvement plan reflects community needs identified in the staff, stakeholder, and elected commission meetings, the public input process, household survey, demographics, prioritized facility and program needs analysis, and physical analysis. The capital improvements plan focuses on two specific types of capital costs: renovation or improvements to existing parks and facilities; and new parks and recreation facilities needed to satisfy recommended Levels of Service. A summary of the total capital costs is shown below in Table 1.1. Total Capital Costs Existing Parks/Facilities Improvements $58.7M Level of Service Improvements $16.3M Total $75.0M In addition to providing information associated with the budgetary capital costs, this plan also provides priorities based on the statistically valid community survey results and from consultant evaluation using demographics and trend data, community focus groups, and public meetings. This information is presented along with recommendations for current and future capital funds allocations. For detailed breakdown of the Capital Improvement Plan, please see Chapter 7. CAPITAL FUNDING PRIORITIZATIONS 1.11.1 • SPLOST VII: An initial prioritization / interim capital funding strategy was developed in conjunction with the Department in July of 2015. This strategy was used for establishing the basis for the Recreation and Parks Department portion of the Quality of Life category of the SPLOST VII sales tax program. SPLOST VII will provide capital funding for the Department over the period of 2016-2020. The approved list by category is shown in Section 7.3. Other Sources: The prioritization of other sources of future capital should be similar to that used for SPLOST VII. These priorities have been categorized and summarized in Table 1.3. Table 1.1 City of Augusta, Georgia - Recreation and Parks Master Plan Chapter One - Executive Summary - 15 Category % of Total Improvements to Existing Parks & Facilities - Maintain/Improve What You Have - Site Specific Master Plans - ADA Assessments and Improvements 62.5% Hiking/Biking Trails - Connectivity Improvements - Greenway Additions 25% System Expansions - River Walk/Augusta Common Expansion - Outdoor Amenity Additions - New Neighborhood and Community Parks 12.5% 100% 1.12 IMPLEMENTATION PLAN The implementation plan is meant to be a guideline for the key areas of operations: 1. Land and Facilities 2. Recreation Programs 3. Marketing and Communications 4. Financial and Operations Key strategies for each of those areas are summarized below while specific tactics to help achieve those strategies over time can be found in Chapter 8. These have all been developed in conjunction with the Department staff and must be undertaken on an on-going, short-term and mid to long- term basis to ensure accountabilty and adherence to the plan’s goals and outcomes. LAND AND FACILITIES 1.12.1 • Develop financial strategy for capital improvement plan • Upgrade what you have – Focus on efficiently maintaining and upgrading existing parks, facilities and amenities • Enhance connectivity and ADA accessibility in the system • Create a visually appealing parks system that encourages use and limits the perception of poor quality or unsafe spaces in Augusta • Update park offerings to eliminate overlaps and increase levels of service in underserved areas • Expand facilities based on new trends and multi-purpose uses RECREATION PROGRAMS 1.12.2 • Update program offerings to reflect community need and new trends • Continue to increase variety and diversity of program offerings • Enhance the quality of the recreation program experience Table 1.3 – Prioritization of Other Sources of Future Capital City of Augusta, Georgia - Recreation and Parks Master Plan Chapter One - Executive Summary - 16 MARKETING AND COMMUNICATIONS 1.12.3 • Develop a Department-wide Marketing and Branding Plan • Increase outreach and promotions to users and non-users • Build a stand-alone user friendly website and app • Utilize new age technology to market revenue generating offerings (facilities, rentals and programs) • Increase resource allocation and seek staff / community support for increased marketing FINANCIAL AND OPERATIONS 1.12.4 • Attain national accreditation / GRPA recognition • Create a culture focused on staff development • Create a functional organizational structure to ensure successful implementation • Develop new and dedicated funding and revenue strategies • Develop a financial sustainability plan • Develop a dedicated volunteer program PLAN UPDATES 1.12.5 • Update plan in five years (2021) 1.13 CONCLUSION The Augusta Recreation and Parks Master Plan is a community-values based document that serves as a roadmap for the Department’s future. It is reflective of the demographics of Augusta-Richmond County, local and national trends, and the vision and unmet needs of the community. This plan is meant to be a dynamic document that can and will change over time based on community values, market conditions and financial realities. In addition, as the Department strives to become a nationally accredited agency through the Council for Accreditation of Park and Recreation Agencies (CAPRA), this document will help fulfill a number of nationally required guidelines. By focusing on providing exceptional customer service and building a culture of innovation and continuous improvement, the Department will fulfill its vision of being a nationally recognized leader in parks and recreation experiences and serve the Augusta community in a financially sustainable way. Public Service Committee Meeting 8/30/2016 1:00 PM Recreation and Parks Master Plan Final Adoption Department:Recreation and Parks Presenter:Glenn Parker Caption:Motion to approve the adoption of the Recreation and Parks Master Plan. Background:In early 2015, the City of Augusta engaged Cranston Engineering to develop a Masterplan for the Recreation, Parks and Facilities Department. Over the past eighteen months, Cranston Engineering, working with Pros Consulting, Wood and Partners Inc., ADP Urban Planning Management, and ETC Institute has crafted the final document. On May 4, 2016 Cranston Engineering along with Recreation and Parks staff presented an overall summary of the Masterplan’s findings. Since that time, the public has been encouraged to provide comments regarding the Master Plan via a website dedicated to the Master Plan, www.planugustaparks.com/technical-reports.html. Following the comment period, the Masterplan was finalized and an Executive Summary of the Masterplan was developed by Cranston Engineering and is attached as part of this submittal. Analysis:The Masterplan will be used as a guiding document for park renovations, future new construction and development for the Recreation and Parks Department. The plan also provides recommended operational guidelines for the agency in several areas including programming, staffing and marketing. Financial Impact:If all recommendations for construction and improvements to parks within the Masterplan were adopted and eventually constructed the cost of development is estimated at seventy-five million dollars Alternatives:Adoption of the Master Plan. Recommendation: The Recreation and Parks Department recommends the adoption of the Master Plan. Funds are Available in the Following Accounts: No future cost should be associated with the cost of developing the Masterplan itself. There would be a recommended update to the plan in five years to evaluate progress and provide modification to the goals and objectives of the plan. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission CAPTION: A motion to approve an amendment to increase the value of the Architectural and Engineering services contract with Wendel Companies dated March 25, 2013 for the Design of a Transit Operation and Maintenance Facility for Augusta, Georgia. BACKGROUND: The Architectural and Engineering services contract with Wendel Companies was awarded on March 25, 2013 after conducting a competitive procurement process that was managed directly by Augusta’s Procurement Department and consistent with the Federal Transit Administration’s (FTA) competitive Architectural and Engineering (A&E) procurement process. The contract was for the basic services associated with the Architectural and Engineering Design of a new Augusta Public Transit Operations and Maintenance Facility on Mike Padgett Highway. The original contract was for an amount of Five Hundred Ninety Five Thousand Eight Hundred Ninety Dollars ($595,890.00). Wendel had completed approximately 60% of the design work on the project when a decision was made to suspend work on the project and reconsider the decision to build at that location. Wendell was paid a total of Two Hundred Nineteen Thousand Seven Hundred Sixty Two Dollars ($219,762.00) for the work they had completed on the project through that time. Augusta has made a decision to build the facility at a new location. Wendel has proposed a fee associated with Design and Engineering of the new facility of Eight Hundred Ninety Five Thousand and Ten Dollars ($895,010.00). They will be utilizing as much of the previously developed plans as possible from the previous site in the new project. However, codes have changed and any previous design work must be revised to bring them in compliance with new building codes. ANALYSIS: This amendment to the Wendel contract increases the originally approved amount of Five Hundred Ninety-Five Thousand Eight Hundred Ninety Dollars ($595,890.00) to an Amount not to exceed One Million One Hundred Fourteen Thousand Seven Hundred Seventy-Two Dollars ($1,114,772.00). The net increase of this contract is Five Hundred Eighteen Thousand Eight Hundred Eighty-Two Dollars ($518,882.00) because the full value of the original contract was not expended. This new contract amount was calculated by adding the fees for the design of the new facility ($895,010.00) plus the amount paid previously ($219,762.00) on the Mike Padgett project. FINANCIAL IMPACT The total cost of this contract with Wendel Companies is: $1,114,772.00 Amount previously paid to Wendel Companies is: -219,762.00 Balance to be funded for new project is: $ 895,010.00 FUNDING SOURCES This remaining contract amount of $895,010.00 will be funded with local and federal grant funds from the Transit Department’s 2016 Capital Budget. The allocated funding breakdown is: Funding Source Total Split Federal Local FTA Grant GA-90-X300 $271,329.00 80/20 $217,063.20 $ 54,265.80 FTA Grant GA-90-X320 $623,681.00 80/20 $498,944.80 $124,736.20 Total Expenditures $895,010.00 80/20 $716,007.80 $179,002.00 ALTERNATIVES: If not approved, it will delay the progress of the project. RECOMMENDATION Approve contract amendment with Wendel Companies. Public Service Committee Meeting 8/30/2016 1:00 PM Wendel Change Order Department:Augusta Public Transit Presenter:Patrick Stephens Caption:A motion to approve a change order to increase the value of the Architectural and Engineering services contract with Wendel Companies dated March 25, 2013 for the Design of a Transit Operation and Maintenance Facility for Augusta, Georgia. Background:The Architectural and Engineering services contract with Wendel Companies was awarded on March 25, 2013 after conducting a competitive procurement process that was managed directly by Augusta’s Procurement Department and consistent with the Federal Transit Administration’s (FTA) competitive Architectural and Engineering (A&E) procurement process. The contract was for the basic services associated with the Architectural and Engineering Design of a new Augusta Public Transit Operations and Maintenance Facility on Mike Padgett Highway. The original contract was for an amount of Five Hundred Ninety Five Thousand Eight Hundred Ninety Dollars ($595,890.00). Wendel had completed approximately 60% of the design work on the project when a decision was made to suspend work on the project and reconsider the decision to build at that location. Wendell was paid a total of Two Hundred Nineteen Thousand Seven Hundred Sixty Two Dollars ($219,762.00) for the work they had completed on the project through that time. Augusta has made a decision to build the facility at a new location. Wendel has proposed a fee associated with Design and Engineering of the new facility of Eight Hundred Ninety Five Thousand and Ten Dollars ($895,010.00). They will be utilizing as much of the previously developed plans as possible from the previous site in the new project. However, codes have changed and any previous design work must be revised to bring them in compliance with new building codes. Analysis:This change order to the Wendel contract increases the originally approved amount of Five Hundred Ninety Five Thousand Eight Hundred Ninety Dollars ($595,890.00) to an Amount not to exceed One Million One Hundred Fourteen Thousand Seven Hundred Seventy Two Dollars ($1,114,772.00). The net increase of this contract is Five Hundred Eighteen Thousand Eight Hundred Eighty-Two Dollars ($518,882.00) because the full value of the original contract was not expended. This new contract amount was calculated by adding the fees for the design of the new facility ($895,010.00) plus the amount paid previously ($219,762.00) on the Mike Padgett project. Financial Impact:The total cost of this contract with Wendel Companies is: $1,114,772.00 Amount previously paid to Wendel Companies is: - 219,762.00 Balance to be funded for new project is: $ 895,010.00 Alternatives:If not approved, it will delay the progress of the project. Recommendation:Approve contract change order with Wendel Companies. Funds are Available in the Following Accounts: FTA Grant GA-90-X300 Total Split Federal Local $271,329.00 80/20 $217,063.20 $ 54,267.80 FTA Grant GA-90-X320 Total Split Federal Local $623,681.00 80/20 $498,944.80 $124,736,20 Total Expenditures: Total Split Federal Local $895,010.00 80/20 $716,007.80 $179,002.00 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Public Service Committee Meeting 8/30/2016 1:00 PM Public Defender's Building Department: Presenter:Commissioner Marion Williams Caption:Update from administration regarding the Public Defenders Building. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: