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Home My WebLink About2015-04-21-Meeting Minutes Commission Meeting Agenda Commission Chamber - 4/21/2015 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; Guilfoyle, Sias, Frantom, M. Williams, Fennoy, D. Williams, Hasan, Davis and Smith, members of Augusta Richmond County Commission. Absent: Hon. Lockett, member of Augusta Richmond County Commission. INVOCATION: Rev. Roger A. Schwartz, Pastor, Our Redeemer Lutheran Church PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA. RECOGNITION(S) Lucy C. Laney Women's Basketball Team A. Lucy C. Laney 2014-15 Women's Varsity Basketball Team RE: Congratulations! For capturing the Class AA Georgia State High School Women's Basketball State Championship. (Requested by Commissioner M. Williams) Item Action: None ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result The team was unable to attend the meeting and will be rescheduled for a future date. CONSENT AGENDA (Items 1-42) PLANNING 1. Z-15-09-SP – A request for concurrence with the Augusta Georgia Planning Commission to approve with the condition listed below a petition by Lionel Prather, on behalf of Walker Hill LLC, requesting a Special Exception in a R- 1C (One-family Residential) Zone to establish a residential subdivision in Item Action: Approved accordance with Section 13 and Section 11-2 (a) of the Comprehensive Zoning Ordinance for Augusta, Georgia affecting property located on the east right-of- way line of Inman Drive, 330 feet, more or less, northwest of McCoys Creek Road and known as McCoys Creek Section 2, Phase 2 containing 31 lots and approximately 8.74 acres . Part of Tax Map 078-0-021-00-0. DISTRICT 3 1. The elevations and building footprints of the proposed dwellings must be consistent with plans submitted by the applicant. Z-15-09.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 2. Z-15-12 – A request for concurrence with the Augusta Georgia Planning Commission to approve with the conditions listed below a petition by Solvay Advanced Polymers requesting a change of zoning from Zone A (Agriculture) to Zone HI (Heavy Industry) affecting property containing approximately 3.38 acres and is known as 3719, 3725, 3729, & 3731 Clanton Road. Tax Maps 456- 0-076-00-0, 156-0-085-00-0, 156-0-086-03-0 & 156-0-086-04-0. DISTRICT 6 1. The proposed rezoning shall exclude the area of the existing cemetery which comprises all of the tract addressed at 3725 Clanton Road, and approximately 14 feet north and 7 feet south of the tract. 2. The existing cemetery shall be properly maintained in good condition by the property owner(s). 3. Except fences and walls, all structures shall be set back at least twenty (20) feet from the boundaries of the cemetery, and fifty (50) feet from south property line, adjacent to the railroad right-of-way and nearby residential uses. A natural buffer of mature trees shall also provide a buffer between residential uses to the south. 4. Parking lot and security lighting must be directed away from the residential properties located to the south of the subject property. Item Action: Approved Z-15-12.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes PUBLIC SERVICES 3. Motion to approve the Concession Agreement between Augusta Regional Airport and Alamo National as approved by the Augusta Aviation Commission at their February 26, 2015 meeting. Bid 14-227. (Approved by Public Services Committee April 14, 2015) Item Action: Approved Alamo_Natl_2015_signed.pdf Invitation_to_Bid_sent_to_newspaper_correction_2.pdf Mail_List_and_Demandstar_Planholders.pdf Pre_Bid___Teleconference_sign_in_sheet.pdf 14-227_TAB.xls 14-227_Department_Recommendation_of_Award_Alamo-National.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 4. Motion to approve New Ownership Application: A. N. 15-18: request by Sona Limon for a retail package Liquor, Beer & Wine License to be used in connection with Weyandt's Package Shop located at 2803 Washington Rd. District 7. Super District 10. (Approved by Public Services Committee April 14, 2015) Item Action: Approved Weyandt_s_PackageShop.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Motion to approve. Commissioner Commissioner Approve Motion Passes 9- 0. Wayne Guilfoyle Mary Davis Passes 5. Motion to approve New Application: A. N. 15-19: request by Thomas Kenney for a consumption on premise Beer & Wine License to be used in connection with 3 Guys Pizza Pies located at 720 E. Robinson Ave. There will be Sunday Sales. District 3. Super District 10. (Approved by Public Services Committee April 14, 2015) Item Action: Approved 3_Guys_Pizza_Pies.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 6. Motion to approve New Ownership Application: A. N. 15-20: request by Alejandro Portilla for a retail package Liquor, Beer & Wine License to be used in connection with Portilla Enterprises dba Belair Package located at 3971 Wrightsboro Rd. District 3. Super District 10. (Approved by Public Services Committee April 14, 2015) Item Action: Approved Portilla_Enterprise.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 7. Motion to approve reverting back to the hours of operations that were in effect before September relative to restaurants meeting 50% food sales, at the request from Alter Ego'z Sports Bar and Grill regarding the Ordinance amending Augusta, Georgia Code Title 6, Chapter 2, Article 1, Alcoholic Beverages, Section 6-2-1 through 6-2-145. (Approved by Public Services Item Action: Disapproved Committee April 14, 2015) Ordinance_relating_to_alcoholic_beverages_and_days_and_times_sales_allowed.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Voting No: Commissioner Mary Davis, Commisioner Sean Frantom, Commissioner Wayne Guilfoyle, Commissioner Grady Smith. Motion Fails 5-4. Commissioner Ben Hasan Commissioner William Fennoy Fails Motions Motion Type Motion Text Made By Seconded By Motion Result Deny Substitute motion to deny. Voting No: Commissioner William Fennoy, Commissioner Ben Hasan, Commissioner Sammie Sias, Commissioner Dennis Williams, Commissioner Marion Williams. Motion Fails 4-5. Commissioner Wayne Guilfoyle Commissioner Mary Davis Fails Motions Motion Type Motion Text Made By Seconded By Motion Result Motion to approve reconsidering this item. Approve Voting No: Commissioner Mary Davis, Commisioner Sean Frantom, Commissioner Wayne Guilfoyle, Commissioner Grady Smith. Motion Fails 5-4. Commissioner Ben Hasan Commissioner Marion Williams Fails 8. Motion to approve renewing the Sec. 5311 Rural Transit grant application between the Georgia Department of Transportation (GDOT) and Augusta, Georgia from July 2015 to June 2016. (Approved by Public Services Committee April 14, 2015) Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 9. Motion to approve Avis/Payless Rent A Car Concession Agreement as approved by the Augusta Aviation Commission at their February 26, 2015 Meeting. Bid 14-227. (Approved by Public Services Committee April 14, 2015) Item Action: Approved AvisContract2015.pdf Invitation_to_Bid_sent_to_newspaper_correction_2.pdf 14-227_TAB.xls Pre_Bid___Teleconference_sign_in_sheet.pdf Mail_List_and_Demandstar_Planholders.pdf 14-227_Department_Recommendation_of_Award_Avis-Payless.pdf ItemApprovalSheet.html Motions Motion Motion Text Made By Seconded By Motion Type Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 10. Motion to approve the Budget/Zipcar Concession Agreement as approved by the Augusta Aviation Commission at their February 26, 2015 Meeting. Bid 14- 227. (Approved by Public Services Committee April 14, 2015) Item Action: Approved BudgetContract2015.pdf Invitation_to_Bid_sent_to_newspaper_correction_2.pdf 14-227_TAB.xls Pre_Bid___Teleconference_sign_in_sheet.pdf Mail_List_and_Demandstar_Planholders.pdf 14-227_Department_Recommendation_of_Award_Budget-Zipcar.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 11. Motion to approve Change Modification #2 with Beams Contracting Inc. for the Augusta Regional Airport's Southeast Development Area Access Project as approved by the Augusta Aviation Commission at their March 26, 2015 Meeting. (Approved by Public Services Committee April 14, 2015) Item Action: Approved Contract_modification_#_2_-_AGS_southeast_development_area_access_project.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 12. Motion to approve the Enterprise Concession Agreement as approved by the Augusta Aviation Commission at their February 26, 2015 Meeting. Bid 14- 227. (Approved by Public Services Committee April 14, 2015) Item Action: Approved enterprise_2015_signed.pdf Invitation_to_Bid_sent_to_newspaper_correction_2.pdf 14-227_TAB.xls 14-227_Department_Recommendation_of_Award_Enterprise.pdf Mail_List_and_Demandstar_Planholders.pdf Pre_Bid___Teleconference_sign_in_sheet.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 13. Motion to approve the Hertz Concession Agreement as approved by the Augusta Aviation Commission at their February 26, 2015 Meeting. Bid 14-227. (Approved by Public Services Committee April 14, 2015) Item Action: Approved HertzContract2015.pdf Invitation_to_Bid_sent_to_newspaper_correction_2.pdf 14-227_TAB.xls Pre_Bid___Teleconference_sign_in_sheet.pdf 14-227_Department_Recommendation_of_Award_Hertz.pdf Mail_List_and_Demandstar_Planholders.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 14. Motion to approve the selection of and contract with Dalzelling Design Item Landscaping, Inc. for miscellaneous landscaping projects at Augusta Regional Airport as approved by the Augusta Aviation Commission at their February 26, 2015 meeting. Bid 14-241. (Approved by Public Services Committee April 14, 2015) Action: Approved Contract-Misc_Landscaping-Dalzelling.pdf Invitation_to_Bid_sent_to_newspaper_correction.pdf 14-241_TAB.xls Mandatory_Sign-In_Sheet.pdf 14-241_Department_Recommendation_of_Award.pdf Mail_List_and_Demandstar_Planholders.pdf Attachment_-_DBE_-_Misc._Landscaping_Improvement_for_Augusta_Regional_Airport.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 15. Motion to approve the Thrifty Rent A Car Concession Agreement as approved by the Augusta Commission at their February 26, 2015 Meeting. Bid 14-227. (Approved by Public Services Committee April 14, 2015) Item Action: Approved Thrifty_Rent_A_Car__Dollar_Rent_A_Car.2.pdf Invitation_to_Bid_sent_to_newspaper_correction_2.pdf 14-227_TAB.xls 14-227_Department_Recommendation_of_Award_Thrifty_Dollar.pdf Mail_List_and_Demandstar_Planholders.pdf Pre_Bid___Teleconference_sign_in_sheet.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes ADMINISTRATIVE SERVICES 16. Motion to approve the resolution supporting the Augusta Housing Authority and Walton Communities, LLC’s application for low income housing tax credits to be named 15th Street Redevelopment – Phase 1. (Approved by Administrative Services Committee April 14, 2015) Item Action: Approved 15th_Street_Redevelopment_Phase_1_-_Senior_Narrative.pdf Augusta_Resolution_of_Support_-_15th_Street_Dev_-_Phase_1.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 17. Motion to approve the Housing and Community Development Department's Citizens Advisory Committee By-Laws, as presented. (Approved by Administrative Services Committee April 15, 2015) Item Action: Approved AHCDD_Citizens_Advisory_Committee_Bylaws2_-_2015_Version.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 18. Motion to approve the appointment of a sub-committee composed of Commissioners M. Williams, Guilfoyle, Davis, Hasan and Sias to discuss options for economic development in Augusta utilizing funding that may be currently available. (Approved by Administrative Services April 14, 2015) Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 19. Motion to approve amending the 2014 Action Plan to re-program $280,000.00, and the revision to the Scope of Work in Community Development Block Grant (CDBG) funds. (Approved by Administrative Services Committee February 23, 2015) Item Action: Approved CDBG_FUNDS_Amendment_Transfer_2014_FINAL_2_23_15.docx ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes PUBLIC SAFETY 20. Motion to approve directing the Fire Chief to complete a dialogue for determining a location in Richmond County for a tractor that will be provided by the Georgia Forestry Service. (Approved by Public Safety Committee April 14, 2015) Item Action: Approved Agenda_items_-_Com._Sias.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 21. Motion to approve tasking the Administrator to coordinate with Ms. Mason from the Public Defender's Office to find a location and develop a proposal for the relocation of this office. (Approved by Public Safety Committee April 14, 2015) Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 22. Motion to approve the replacement of obsolete technology equipment (desktops, laptops, servers, scanners and printers, etc.) that have reached their end of life cycle and purchase any required computer software upgrades. (Approved by Public Safety Committee April 14, 2015) Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 23. Motion to approve selection of CJT, Inc. for Richmond County Probate Court Software Solution. (Approved by Public Safety Committee April 14, 2015) Item Action: Approved Probate_Projected_Budget.pdf Revised_Augusta-CJT_Contract_FINAL_2.doc New_Software_for_R.C._Probate_Court.pdf Customer_Department_Permission.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes FINANCE 24. Motion to approve the purchase of one emergency response vehicle for the Richmond County Sheriff’s Office-Bomb Squad Division using a grant from Georgia Emergency Management Agency. (Approved by Finance Committee April 14, 2015) Item Action: Approved Att-F250_bomb_trk-sheriff.pdf Cost_from_Fairway_Ford.pdf Cost_from_Allan_Vigil_Ford_non_govermental_price.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 25. Motion to approve the lease of two sewer vacuum trucks for the Augusta Utilities Department – Construction and Maintenance Division. (Approved by Finance Committee April 14, 2015) Item Action: Approved Att-sewer_vac_lease-W_S-c_m.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 26. Motion to approve the refund of taxes in the amount of $2,934.66 to the Augusta Boxing Club. (Approved by Finance Committee April 14, 2015) Item Action: Approved Rayonta_Whitfield.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes ENGINEERING SERVICES 27. Motion to authorize condemnation to acquire title of a portion of the property for temporary easement (Parcel 053-0-004-01-0) 3769 Belair Road. (Approved by Engineering Services Committee April 14, 2015) Item Action: Approved Agenda_item_-_Bell__Marrow_3769_Belair_Rd.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 28. Motion to authorize condemnation to acquire title of the property for right of way (Parcel 059-3-408-00-0) 1569 Martin Luther King, Jr. Boulevard. (Approved by Engineering Services Committee April 14, 2015) Item Action: Approved Agenda_Item_-_Heard-.pdf ItemApprovalSheet.html Motions Motion Motion Type Motion Text Made By Seconded By Result Approve Motion to approve. Mr. Sias out. Motion Passes 8-0. Commissioner Marion Williams Commissioner Wayne Guilfoyle Passes 29. Motion to approve awarding Bid Item #15-136 Electrical Motor Control Center for Hwy 56 Booster Station. (Approved by Engineering Services Committee April 14, 2015) Item Action: Approved Memo,_Hwy_56_MCC_Award_Recommendation.pdf Mail_List_and_Demandstar_Planholders.pdf Invitation_to_Bid_sent_to_newspaper.pdf Copy_of_Tab_Sheet.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 30. Motion to approve and accept an Easement Exchange Deed from Eco-Energy Distribution - Augusta. (Approved by Engineering Services Committee April 14, 2015) Item Action: Approved Eco_Energy_Easement_Deed0000.pdf Eco_Energy_Plat0000.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 31. Motion to approve an amendment to Georgia Power Company Governmental Encroachment Agreement 31484. (Approved by Engineering Services Item Action: Committee April 14, 2015) Approved Georgia_Power_Company_GEA_#31484.pdf Georgia_Power_Company_GEA_#31484_amendment.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 32. Motion to approve Southern Natural Gas Pipeline Agreement. (Approved by Engineering Services Committee April 14, 2015) Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 33. Motion to approve receiving as information Emergency Purchase Order for BMS Enterprises. (Approved by Engineering Services Committee April 14, 2015) Item Action: Approved 2015.03.13_Emergency_PO_for_BMS_Ent_-_P258525.pdf 2015.03.09_Memo_to_Geri_Sams_re__Emergency_PO_for_BMS_Ent..pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Motion to approve. Commissioner Commissioner Approve Motion Passes 9- 0. Wayne Guilfoyle Mary Davis Passes 34. Motion to approve notification of award of emergency sanitary sewer connections. (Approved by Engineering Services Committee April 14, 2015) Item Action: Approved Pine_log__rd_sewer_connections.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Voting No: Commissioner Marion Williams. Motion Passes 8-1. Commissioner Dennis Williams Commissioner Mary Davis Passes 35. Motion to approve funding for final Design Consultant Services Supplemental Agreement One to Cranston Engineering in the amount of $31,810.00 for Scotts Way Over Rae’s Creek – Bridge Replacement as requested by the AED. (Approved by Engineering Services Committee April 14, 2015) Item Action: Approved Cranston_Proposal-SA1__3.10.2015.pdf CPB.Change_Number_One_SA#1__3.10.2015.xls SA1_Cranston_3.10.2015.docx ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 36. Motion to approve extension of utilities at Gordon Highway and Jimmy Dyess Parkway. (Approved by Engineering Services Committee April 14, 2015) Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes PETITIONS AND COMMUNICATIONS 37. Motion to approve the minutes of the regular meeting of the Commission held on March 25, 2015 and the special called meetings held on March 30 and April 14, 2015. Item Action: Approved Regular_Commission_Meeting_March_25_2015.pdf Called_Commission_Meeting_March_30_2015.pdf Called_Commission_Meeting_April_14_2015.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes APPOINTMENT(S) 38. Motion to approve the appointment of Mr. Nicholas W. Gladd to the Board of Zoning Appeals due to the resignation of Mr. Nick Dickinson representing District 3. (Requested by Commissioner Davis) Item Action: Approved Nicholas_Gladd_Talent_Bank.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Motion to approve. Commissioner Commissioner Approve Motion Passes 9- 0. Wayne Guilfoyle Mary Davis Passes 39. Motion to approve the appointment of Bishop L. A. Green, Sr. to a term on the Housing & Community Development Advisory Board representing District 5. (Requested by Commissioner Lockett) Item Action: Approved Bishop_L._A._Green_Sr._Talent_Bank.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 40. Motion to approve the reappointments of Mr. James W. Scott (District 10, Sen. D-23), Bernard Johnson (District 9, Sen. D-22), Robert H. O'Neal (Legislative) and Bryan Simkins (Legislative) to the Board of Assessors for four-year terms. (Requested by the Board of Assessors of Richmond County) Item Action: Approved Board_of_Assessors_Appointments_4-21.pdf Talent_Bank_Applictions.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Commissioner Wayne Guilfoyle Commissioner William Fennoy No action is taken on this motion at this time. Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve tabling this item. Commissioner Marion Williams Commissioner William Fennoy It was the consensus of the Commission that this item be tabled. Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve reconsidering the action on this item. Commissioner Wayne Guilfoyle Commissioner Mary Davis No action is taken on this item. Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve removing this item from the table and proceed forward. Motion Passes 9-0. Commissioner Wayne Guilfoyle Commissioner Grady Smith Passes Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Voting No: Commissioner Marion Williams. Motion Passes 8-1. Commissioner Wayne Guilfoyle Commissioner Grady Smith Passes 41. Motion to approve the appointment of Ms. Merian Robinson representing the Stoney Medical Society on the Richmond County Board of Health. Item Action: Approved Board_of_Health_Recommendation_and_Merian_Robinson_Talent_Bank.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes 42. Motion to approve the reappointments of the following to the Richmond Item County Board of Health for terms from January 1, 2015 to December 31, 2018: Rosa Clemons, Seat #11; Deborah Presnell, Seat #5 and Shirley LeValle-Evans, Seat #9. Action: Approved Board_of_Health_Reappointments_and_Talent_Bank_Applications.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes ****END CONSENT AGENDA**** AUGUSTA COMMISSION 4/21/2015 AUGUSTA COMMISSION REGULAR AGENDA 4/21/2015 (Items 43-51) PLANNING 43. Z-15-10-SP – A request for concurrence with the Augusta Georgia Planning Commission to approve with the conditions listed below a petition by Botanica Designs LLC, on behalf of Byrom PLC, requesting a Special Exception in an R-1 (One-family Residential) Zone to establish a residential subdivision with a density not to exceed 3.0 units per acre per Section 8-2 (a) of the Comprehensive Zoning Ordinance for Augusta, Georgia affecting property containing 2.5 acres and is known as 425 Berckman Road, 2703 Margate Drive, 2705 Margate Drive, 2707 Margate Drive and 2709 Margate Drive. Tax Map 018-4-062-00-0, 018-4-060-00-0, 018-4-059-00-0, 018-4-058-00-0, 018- 4-057-00-0 DISTRICT 7 1. Proposed development must conform to the site plan submitted with the application request. The Planning and Development Director has the authority to approve minor changes to the submitted plan. 2. The subdivision must conform to the landscaping provisions of Section 8-4- 11 (e) (5) of the Augusta Tree Ordinance along Berckmans Road as it pertains to major subdivisions, even though the subdivision contains seven lots. Item Action: Approved 3. Approval shall be subject to a Development Plan review, and comply with provisions in Augusta-Richmond Stormwater Management Ordinance without variances. Z-15-10.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve with the exclusion of condition #3. Voting No: Commissioner Ben Hasan, Commissioner Marion Williams. Motion Passes 7-2. Commissioner Dennis Williams Commissioner William Fennoy Passes (11 objectors are noted) ADMINISTRATIVE SERVICES 44. Reinstate the EEO Director. (Requested by Commissioner M. Williams) Item Action: None ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Commissioner Marion Williams Dies for lack of Second 45. Update on the Fleet Management Towing Bid. (Requested by Commissioner M. Williams) Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Voting No: Commissioner Marion Williams. Motion Passes 8-1. Commissioner Wayne Guilfoyle Commissioner Mary Davis Passes ENGINEERING SERVICES 46. Consider proposal from ZEL Engineering to provide professional services for various plant improvements at the Highland Avenue Water Treatment Plant and Glass Factory Low Pressure Sewer. Item Action: Approved Glass_Factory-Camille_Street-ZEL_Proposal.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Voting No: Commissioner Marion Williams. Motion Passes 8-1. Commissioner Ben Hasan Commissioner Grady Smith Passes 47. Consider proposal from W.K. Dickson to provide professional services for the 15th Street/Wrightsboro Road Sewer Project. Item Action: Approved 15th_Street-Director_memo-signed.pdf ARC_Approval_letter.pdf WK_Dickson_letter_scope_and_fee_proposal-old.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Voting No: Commissioner Marion Williams. Motion Passes 8-1. Commissioner Ben Hasan Commissioner Grady Smith Passes ADDENDUM 48. Item Action: None ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Presentation is made to Ms. Vicky Hayes as the April 2015 Employee of the Month. 49. Amend the Public Safety Ordinance to make it illegal to place a basketball goal in the streets/cul-de-sac(s) or on the right-of-way whereas the players are in the streets. (No action vote by Public Safety Committee April 14, 2015) Item Action: Approved Agenda_items_-_Com._Sias.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve tabling this item. Motion Passes 9-0. Commissioner Sammie Sias Commissioner Mary Davis Passes 50. Motion to approve the hiring of Patrick Stephens as Transit Director at an annual salary of $95,000, effective May 11, 2015. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Voting No: Commissioner Wayne Guilfoyle. Motion Passes 8-1. Commissioner Sammie Sias Commissioner Dennis Williams Passes Upcoming Meetings www.augustaga.gov 51. Motion to approve appointing Catherine Plaster as Interim 911 Director, effective immediately, and to authorize the Administrator to start the recruiting process for the 911 Director position. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner William Fennoy Commissioner Ben Hasan Passes LEGAL MEETING A. Pending and Potential Litigation. B. Real Estate. C. Personnel. 52. Motion to approve execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. Item Action: None Commission Meeting Agenda 4/21/2015 2:00 PM Invocation Department: Caption:Rev. Roger A. Schwartz, Pastor, Our Redeemer Lutheran Church Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 4/21/2015 2:00 PM Lucy C. Laney Women's Basketball Team Department: Caption:Lucy C. Laney 2014-15 Women's Varsity Basketball Team RE: Congratulations! For capturing the Class AA Georgia State High School Women's Basketball State Championship. (Requested by Commissioner M. Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: AUGUSTA.RICHMOND COUNTY PLAI\NING COMMISSION REZONING STAFF REPORT Case Numbert Ll5-09 Hearing Date: Monday, April 6r20ls Report Prepared By: Paul Decamp, Kevin Boyd and Bob Austin Applicant: Lionel Prather Property Owner: Walker Hill LLC Address of Property: 3041 Gordon Highway Tax Parcel: 078-0-021-00-0 Pres ent Zoning: R- 1 C (One-f,'amily Res idential) Subdivision: McCoy's Creek Commission District: 3 (Mary Davis) tr'ort Gordon Notification Required: Yes Request.' The applicant is requesting a Special Exception in a R-IC (One-family Residential) Zone to establish a residential subdivision in accordance with Section ll-2 (a\ and Section 13 of the Comprehensive ZoningOrdinance for Augusta, Georgia. Background: This case involves 8.74 acres of the McCoy's Creek Subdivision, Section II-2,located roughly 625 feet northwest of the intersection of McCoy's Creek Road and Gordon Highway. The subdivision is situated north of the Fort Gordon military base. Section II-2 of the residential Request Special Exception Develop Section l1- 2 of McCoy's Creek subdivision similar to other sections of the subdivision Section ll-2 (a) and Section 13 subdivision was approved in February, and consists of 3 1 lots ranging in size from 7,151 square feetto 10,754 square feet. The subdivision is zoned R-lC (One-Family Residential). All of the subdivision lots are vacant at this time. The area zoning and land use patterns reflect low-density residential development. Many of the previously approved sections of the McCoy's Creek subdivision are developed and contain detached, single-family residences. While some of the lots in the area contain established detached residences, recent development has resulted in the construction of new single-family residences in the R-lC (One-Family Residential) and A (Agriculture) zones. The subject area is situated immediately south of the Columbia County line. Project Analysis: The applicant is requesting a Special Exception in an R-lC (One-Family Residential) zone in order to construct residences in Sectionll-2 of McCoy's Creek subdivision that would have a side setback of five (5) feet. The side setback of five (5) feet would apply only to the 21 lots in the subdivision that are 60 feet wide. Without the Special Exception, the required side setback for these lots would be seven (7) feet. The request will allow for 2l of 31 lots in the subdivision to be developed with five-foot side setbacks. Twelve of the affected lots front Inman Drive, while nine lots front York Drive. The proposed single-family dwellings will measure 2,800 - 3,000 square feet and vary somewhat in style. o Land Use and Density of Development - The existing development in the area is reflective of single-family detached dwellings. Considering the reduced setbacks, the proposed development will have an increased density of 0.28 housing units per acre. The developed sections of McCoy's Creek subdivision, Sections I - III, has a density of 0.33 housing units per acre. o Traffic and Circulation - The streets in the McCoy's Creek subdivision are identified as local or residential, and somewhat curvilinear in nature. While neighboring streets - Derby Lane and McCoy's Creek Road - allow for through traffic, several cul-de-sacs have been constructed in the subdivision. The streets in the subdivision empty onto a section of Gordon Highway, an arterial street that has only two travel lanes. The street widens to 4 lanes roughly 1,600 feet north of the main entrance to the subdivision. o Utilities - There is sewer provided to the site. An 8-inch water line runs along Inman Drive and a 6-inch water line runs along York Drive. o Comprehensive Plan - The site is situated in the Suburban Development Area, identified on the Future Development Map in the current 2008 Comprehensive Plan. This request is consistent with aspects of the Plan as it relates to this subarea, which reflects land uses characteristic of low-density residential development. Findings: 1. Staff finds that the special exception to be compatible with aspects of the general area. A previous variance was granted that allows for previous sections of the subdivision to take advantage ofthe reduced side setbacks. 2. The proposed special exception for reduced setbacks will increase the development of the density to 0.28 housing units per acre, which is less than the average 0.33 housing units per acre of existing development. 3. Newly constructed residences, nearest the adjacent to the site, generally have a S-foot setback from the side property line. 4. Many of the tracts are vacant and lack any natural vegetation. Lots along the westem boundary, somewhat parallel to Dodge Lane, are mostly vacant but maintain an established line of mature trees. 5. This request will only apply to 21 of the 31 lots in the subdivision, Lots 7 - 12, Lots 19 - 24,29 -31,36 -39,41 and42 of McCoy's Creek II-2. Preliminary Staff Recommendation: The Staff recommends APPROVAL of this rezoning petition with the following conditions: 1. The elevations and building footprints of the proposed dwellings must be consistent with plans submitted by the applicant. Note: The information included in this staff report represents the best available information at the time it is written, which is generally two weeks prior to the Planning Commission hearing at which the zoning petition is to be heard. It represents an evaluation of the facts presented by the applicant, research done by the stafl and consideration of the relevant factors in the Comprehensive Zoning Ordinance of Augusta, Georgia. New facts may emerge after the staff report is written and staff reserves the right to make an oral recommendation at the hearing based on all the information available at that time. RWA & PTD/KB .so=6e {':iE EEEt>.5 Ig eEn: FO E(UEI >E N El.e ; E == .y,it o;B gE f; E{ it s g - (J x'E rEt8. 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Part of Tax Map 078-0-021-00-0. DISTRICT 3 1. The elevations and building footprints of the proposed dwellings must be consistent with plans submitted by the applicant. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission AUGUSTA.RICHMOND COUNTY PLANNING COMMISSION REZONING STAFF REPORT Case Number: Ll5-12 Hearing Date: Monday, April 612015 Report Prepared By: Paul DeCamp, Kevin Boyd and Bob Austin Applicant: Solvay Advanced Polymers Property Owner: Solvay Advanced Polymers Address of Propertyz 3719,372513729 & 3731 Clanton Road Tax parcel #: 456-0-076-00-0, 156-0-085-00-0, 156-0-086-03-0 & 156-0-086-04-0 Present Zoningt A (Agriculture) Subdivision: N/A Commission District: 6 (Ben Hasan) Fort Gordon Notification Required: N/A Request.. The applicant is requesting a change of zoning from A (Agriculture) Zone to HI (Heavy Industry) Zone to allow storage of raw materials and accessory parking. Rezone from A to HI Storage of raw materials and accessory parking Section 24-l(d\ Background: This case involves four parcels that total 3.37 acres, located on Clanton Road approximately 1,000 feet south of the intersection of Tobacco Road. Based on the illustration in the findings section, and for clarity purposes, the four tracts are identified as "Tract A, B, C and D". The largest of the tracts, "Tract A" covers 2.54 acres. The tracts remain undeveloped, a small cemetery is largely situated on only interior parcel, 'oTract D" and extends slightly into "Tract A". The four parcels are entirely surrounded by heavy industry zoning and situated across the street from the Solvay Advance Polymers plant operation, a heavy industrial use that specializes in producing plastic products. Other plant operations and warehousing are located to the south along Clanton Road and east of the site. Directly south of the nearby railroad line is a residential neighborhood comprised of single-family detached residences and manufactured homes, in the R-MH (Manufactured House Residential) Zone. Lower density residential development and open space are situated in an A (Agriculture) Zone located to the west and north along Tobacco Road. The appticant is requesting to rezone the property from A (Agriculture) to HI (Heavy Industry). Based on the submifted site plan, the owner seeks to store raw materials and provide excess parking of trailers belonging to the Solvay facility, located directly west of Clanton Road. The planned expansion of operations at the main plant will eliminate parking and material storage capabilities. The proposed rezoning will make it possible to relocate some vehicle parking and storage of materials to the subject parcels. o Land Use and Zoning - The four tracts are entirely surrounded by heavy industry zoning. Situated across the street from the Solvay Advance Polymers plant operation, heavy industry is located fuither east along Mike Padgett Highway (SR 56). o Utilities - According to Augusta Utilities, there is a l4-inch water line that runs parallel to the site, in the east right-of-way of Clanton Road. The nearest fire hydrant is situated on a tract immediately north of the site. There are no sewer lines near the site. o Environmental - Much of the site is relatively flat, with moderate changes in grade. Until recently, the area was mostly covered by mature trees and other vegetation. The area has largely been cleared in preparation for developing the parking area. A temporary construction silt fence encloses the property to control soil erosion. Nearly all of Tracts C and D and the southem portions of Tracts A and B are located in the 500-year floodplain. Improvements to the site, including impervious surfaces, will affect the stormwater flow, which will require proper mitigation during the site review process. o Traffic and Circulation - The four tracts abut Clanton Road, which has a pavement width of 24 feet and is classified as a local road. A credible source indicates that the proposed parking on the north adjacent lot will accommodate 250 - 300 construction workers. Additionally, the applicants noted that there will be minimum change in the traffic generated to the site and has hired a consulting firm to analyze changes in traffic flow and volume. An active railroad line that connects to the nearby industrial plants runs directly south of the site. Buffer and Landscaping - The surroundingarea is zoned HI and occupied by similar uses and open space. The residences to the south are buffered by natural vegetation (trees) and railroad tracks. The property owner proposes to utilize portions of the site for placement of concrete slabs and storage of raw materials and trailer parking. The submitted site plan identifies a natural buffer of trees around the existing cemetery and the southern boundary adjacent to the railroad right-of-way. o Comprehensive Plan - The site is situated roughly a mile to the west of areas envisioned for industry on the Future Development Map in the current 2008 Comprehensive Plan. The Plan states that Suburban Development Areas encourages industrial and warehousing uses in established industrial areas or parks, which provides suitable areas for new or expanding industry. Project Analysis: The applicant is requesting to rezone four vacant tracts from agriculture zoning to heavy industry. Based on the submitted site plan, the site will provide storage of raw materials and excess trailer parking, which has to be relocated due to expansion of the existing Solvay plant. Accessory parking is also planned for lots north of the site, already zoned for industrial use. The applicant indicated that the rezoning was requested because an expansion on the site of the Solvay main plant will displace existing parking and storage areas. In addition, Solvay will construct a new access road to the cemetery proposes to replace the existing access drive to the cemetery with an improved road, roughly 190 feet south of the existing street curb- cut along Clanton Road. Findings: Staff finds that the request to rezone the property to HI is compatible with land use and zoning in the general vicinity of the parcels. The proposed area is entirely surrounded by industrial zoning. This section of Tobacco Road is an established industrial corridor which extends further south along Clanton Road and to points east of the site. Recently, Solvay Specialty Polymers decided to build their high-performance polymer plant next its existing facility, thus displacing existing parking and storage operations on the main site. The proposed site will be the new location for such operations. The site is situated directly north of a railroad line, which allows for the efficient shipment of materials and goods by rail. The submitted site plan identifies a natural buffer of trees around the existing cemetery and the southem boundary adjacent to the railroad right-of-way. The applicant has indicated that the cemetery located 3725 Clanton Road will remain undisturbed and a proposed private driveway will provide access to the area. Staff recommends that the property owner creates an unstructured access easement for the driveway for the cemetery use. 1. 2. J. 4. 5. 6. Steven & Palmer Engineering, Inc., a traffrc consulting group, has reviewed the traffic flow and vehicle movement of the new parking area,located west of Clanton Road, and has indicated that proposed relocation of parking will result in little changes in flow and no street improvements are necessary for Clanton Road. Preliminary Staff Recommendation: The Staff recommends APPROVAL of this rezoning petition with the following conditions: l. The proposed rezoning shall exclude the area of the existing cemetery which comprises all of the tract addressed at 3725 Clanton Road, and approximately 14 feet north and 7 feet south of the tract. 2. The existing cemetery shall be properly maintained in good condition by the property owner(s). 3. Except fences and walls, all structures shall be set back at least twenty (20) feet from the boundaries of the cemetery, and fifty (50) feet from south property line, adjacent to the railroad right-of-way and nearby residential uses. A natural buffer of mature trees shall also provide a buffer between residential uses to the south. 4. Parking lot and security lighting must be directed away from the residential properties located to the south of the subject property. Note: The information included in this staff report represents the best available information at tfr. ti*" it is written, which is generally two weeks prior to the Planning Commission hearing at which the zoning petition is to be heard. It represents an evaluation of the facts presented by the applicant, research done by the staff, and consideration of the relevant factors in the Comprehensive Zoning Ordinance of Augusta, Georgia. New facts may emerge after the staff report is written and staff reserves the right to make an oral recommendation at the hearing based on all the information available at that time. 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E E E# Ts 3 EeEE=& <E io I + Fl lrgINII .EEO(EO-CD'= ott trE NE'= E= B fsfl * E+ E 3EE E ri -rr= &,r lr rI II .^. - SOLVAY February L3,2Ot5 Rezoning of Solvay Properties on Clanton Road To whom it maY concern: Solvay respectfully requests your consideration for the rezoning of the subject properties (15G-0-07G-00-0; 1s6-o-085-00-0; 156-0-086-03-0; L56-0-086-04-0) from Agricultural to Heavy lndustrial' It is our intent to utilize this land for the continued enhancement and expansion of our industrial activity' As we develop this area, we have acknowledged both our residential neighbors, along the south border of this property, and the old family cemetery within the property. The development will maintain a buffer of trees along the south border as well as maintain the integrity of the cemetery' During the modifications to this site, we will replace a worn access road to the cemetery with a new and improved roadway. ln the event any family members should wish to visit the cemetery, we will maintain their ability to access the area and prevent any encroachment on their family's history' As proud members of the Augusta Richmond County community' we continue to seek ways to expand our operations, employment and look forward to continued growth and participation in the area' Your approval of our request will assist us greatly in our efforts' Alain De Greef Site Manager Solvay SpecialtY PolYmers SOLVAY SPECIALTY POLYMERS USA' LLC 3702 Clanton Road, Augusta, GA 30906' USA www.solvaY.com - T: +706 790 31OO - P: +706 771 3336 r.\\l':r!';, ;'|zirfayS. c. Stevenson Palmer ErEineerirE, Inc. February 17,2015 Vincent J Muller Sol vay Specialty Polymers 3702 Ctanton Road Augusta" Georgia 30906 Re: Traffic at Clanton Roed / Tobscco Road Intersection Dear Mr. Muller: Stevenson & Palmer Engineering, [nc. has reviewed the traffrc flow and vehicle movements that will occur after the new parking area has been constructed on the west side of Clanton Road. The new parking area on the west side of Clanton Road will be a replacement for the parking area displaced by the ongoing development of the main plant. Since construction of the new parking area will be a relocation of existing parking and other vehicular activities into a better configured more streamlined area and there will be no parking for new traffic using the Clanton Road intenection; there is not a need for traffrc improvements at the Clanton Road intersection at this time. Sincerely, STEVENSON & PALMER ENGINEERING, INC. Albany Atlanta Augusta -ouglas Munnell, P.E. lJ.i() I Icrrdian \\ar. Strirc l0l / Srlvrnrr. (ieorsia .3(X)ti0 / 77()-9.i1-Z+Sl / l;rr 770-().i.i-ltx:.1 Commission Meeting Agenda 4/21/2015 2:00 PM Z-15-12 Department:Planning Commission Caption: Z-15-12 – A request for concurrence with the Augusta Georgia Planning Commission to approve with the conditions listed below a petition by Solvay Advanced Polymers requesting a change of zoning from Zone A (Agriculture) to Zone HI (Heavy Industry) affecting property containing approximately 3.38 acres and is known as 3719, 3725, 3729, & 3731 Clanton Road. Tax Maps 456-0-076-00-0, 156-0-085-00-0, 156-0-086-03-0 & 156-0- 086-04-0. DISTRICT 6 1. The proposed rezoning shall exclude the area of the existing cemetery which comprises all of the tract addressed at 3725 Clanton Road, and approximately 14 feet north and 7 feet south of the tract. 2. The existing cemetery shall be properly maintained in good condition by the property owner(s). 3. Except fences and walls, all structures shall be set back at least twenty (20) feet from the boundaries of the cemetery, and fifty (50) feet from south property line, adjacent to the railroad right-of- way and nearby residential uses. A natural buffer of mature trees shall also provide a buffer between residential uses to the south. 4. Parking lot and security lighting must be directed away from the residential properties located to the south of the subject property. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission AUGUSTA.RICHMOND COUNTY PLANNING COMMISSION REZONING STAF'F REPORT Case Number: 2-15-10 Hearing Date: Monday, April 612015 Report Prepared By: Paul DeCamp, Kevin Boyd and Bob Austin Applicant: Botanica Designs LLC Property Owner: Byrom PLC Address of Propertyz 270312705,2707 &2709Margate Drive & 425 Berckmans Road Tax Parcel #: 018-4-060-00-0,018-4-059-00-0,018-4-058-00-0,018-4-057-00-0 & 018-4-062- 00-0 Present Zoningz R-l (One-Family Residential) Subdivision: Jamestown Commission District: 7 (Louis Harris) Fort Gordon Notification Required: N/A Request: The applicant is requesting a Special Exception in an R-l (One-family Residential) Zone to establish a residential subdivision with a density not to exceed 3.0 housing units per acre, per Section 8-2 (a) of the Comprehensive Zoning Ordinance for Augusta, Georgia. Background: This case involves five adjoining land parcels in the Jamestown Subdivision, located at the northeast corner of Margate Drive and Wicklow Drive. The site covers roughly 2.38 acres. With R-Qicst :i.;lj:.r l'ir.'':::=Pl pose'd"tJ.,S'C7 ivity.[liaaule Otdinance sectioh(s) Special Exception Develop residential subdivision with a density not to exceed 3.0 housing units per acre Section 8-2 (a) the increased density of this special exception request, the applicant seeks to create two additional lots. Six of the seven lots will have frontage along two streets. The tract identified as "Lot 1" on the plan has frontage on three streets. All five single-family detached dwellings that once occupied the site were recently torn down and the land is being cleared for future development. Berckmans Road runs adjacent to site, and a proposed realignment of the street will slightly encroach into the site. The applicant is requesting a special exception to increase the overall density of the site to 2.5 housing units per acre in the R-l (One-family Residential) Zone. The area zoning pattern reflects low-to-medium density residential land uses. The Jamestown subdivision is zoned R-l (One-family Residential) and contains detached single-family on the lots of similar sizes. An apartment complex and separate townhouse development located in an R-3B (Multiple-family Residential) zone on the opposite side of Berckmans Road, identified as an arterial street. Running north to south, Berckmans Road serves as a primary thoroughfare in the area. Jamestown subdivision reflects a defining characteristic of this part of the city, namely low- density residential development represented by detached, single-family residences on lots of similar size. These subdivisions developed at various times over the last 40-50 years and have become an established, integral part of the city. These subdivisions have been developed at an average density of 2-3 units per acre, and they tend to be separated physically from other land uses. Project Analysis: The applicant is requesting a Special Exception in an R-l (One-family Residential) Zone in order to construct seven (7) detached, single-family dwellings on a site containing seven lots. The seven lots will range from 9,300 to 25,800 square feet in area. Five of the lots will contain a minimum of 3 off-street parking spaces. The two remaining lots, situated on the northernmost section of the site, will contain an internal drive, garage and one additional off-street parking space. The owner plans to transform the site into a gated community and install fencing around the property. A four-foot tall decorative, metal fence will be erected along the property lines along Margate Drive, Wicklow Drive and Berckmans Road. In addition a four-foot retaining wall will extend for approximately 230 feet along the northern portion of Margate Drive, and a six-foot tall, wooden privacy fence will be erected along the property lines that abut two occupied residential lots. A gate will be incorporated along both entrances and conform to ordinance provisions. o Land Use and Density of Development - Planned construction of seven (7) new single- family detached dwellings at2.5 units per acre in an R-l (One-family Residential) Zone. Each newly created lot will contain a two-story single-family residence that has roughly 3,500 square feet of gross floor area. The residences will be similar to one another in style and layout. Utitities - A 50-foot wide water right-of-way, maintained by the city of Augusta, runs across Lots 1 & 2 and partially through Lot 3, based on the submiued plan. A sewer line and 6-inch water line runs adjacent to the property in the Margate Drive right-of-way. Environmental - The site contains a high degree slope from north to south. Given the degree of land topography, stormwater run-offs will likely occur without proper mitigation. Traffic and Circulation - Five existing curb cuts wil be reduced to two. The owner is proposing to transform the site into a gated community. The submitted plan includes the construction of a new twenty-foot wide intemal drive that will be approximately 740 feet in length and provide vehicular access for all of the dwellings on the site. The curve along the driveway will have a minimum radius of 28 feet to allow for proper access for emergency vehicles. The Wicklow Drive curb-cut for the internal driveway will have a radius of 30 feet to avoid the need to install a deceleration lane along the street. Comprehensive Plan - The Augusta-Richmond County Comprehensive Plan includes a policy to preserve the integrity of low-density residential areas and neighborhoods by protecting them from encroachment of conflicting land uses, including higher-density residential development. o Other Factors - Berckmans Road is slated to be widened and realigned between Highland Avenue and Washington Road. The realignment of Berckmans Road will encroach into the site by approximately 50 feet, at its widest and northernmost point. The city's eminent domain acquisition of the land for street widening will affect four of the proposed lots. Findings: 1. Staff finds the proposed special exception to be compatible with aspects of the general area. Although much of the land uses west of the site are reflective of single-family residences in the R-l (One-family Residential) Zone, apartments are situated east of Berckmans Road in the R-3B (Multiple-family Residential) Zone. The proposed zoning provides a more appropriate transition between the existing uses than the current R-l configuration. The proposed plan follows suggestions made by the Traffic Engineering and Fire Departments. The applicant has provided staff with the proposed private driveway right-of-way and maintenance agreement. A 50 foot water right-of-way contains an 18-inch water line and runs through several lots of the affected property. Utility Department suggests that the proposed internal driveway may be allowed to cross over the existing right-of-way at a single point, as long as the applicant understands that future improvements to the water line may be necessary and will done at the property owner's expense. The proposal development does not include or interfere with the adjacent tract addressed at 423 Berckmans Road. This 0.08-acre tract is owned by the city of Augusta. Preliminary Staff Recommendation: The Staff recommends APPROVAL of this rezoning petition with the following conditions: 1. Proposed development must conform to the site plan submitted with the application request. The Planning and Development Director has the authority to approve minor changes to the submitted plan. 2. The subdivision must conform to the landscaping provisions of Section 8-4-11 (e) (5) of the Augusta Tree Ordinance along Berckmans Road as it pertains to major subdivisions, even though the subdivision contains seven lots. 3. Approval shall be subject to a Development Plan review, and comply with provisions in Augusta-Richmond Stormwater Management Ordinance without variances. Note: The information included in this staff report represents the best available information at the time it is wriuen, which is generally two weeks prior to the Planning Commission hearing at which the zoning petition is to be heard. It represents an evaluation of the facts presented by the applicant, research done by the staff, and consideration of the relevant factors in the Comprehensive Zoning Ordinance of Augusta, Georgia. New facts may emerge after the staff report is written and staff reserves the right to make an oral recommendation at the hearing based on all the information available at that time. RWA & PTD/KB J. 4. IEEEEEI, $ ,iEiEEii; iisiBiEii '{F' Ei!EfEtE iiig!!i,. tc FrAE!6:Et;o :FgE EHE$ !,qf o o >.D tr 5:E -.9.= 6,l7 auE s* 9€ ESE L = .,6 b Eor.E ,^ ENN oo= .= *,g ,EIs i gH oE $Fp i il tr _9o .a E EoOo- Og?Eo -!FLItrro(U- o.N 0)oITooAt E?rB;Eg ,iEIEiliE l;eiEii;i = giigiiE, soz sErsE oE;6it BSid<o i c P6'oF E P E:HEsEEI .EcdOGGO.*EEEX i50,(,G,xEEEBEciOOO2.czEc,t E>>>> E EEEET6GOO-!gELLlLCLeeeeE6000= .o(o E, I &. &. *. ntr oEE E-otlNL] @p f63 o EDEO .]D GxoIJJ E os!t a!cg,(o6 E>EQpho.ao; rat c,NN\fN gL.9oE E.gE E- 'o EE$ eBA i? Ee,i Z.=E ; EF- ED FI E t*g fi e < TIT UJ llt iftEEri, H iE;ilg:E : EEIETEEI ', iitieitti =@'.IiiEiTII ' rfEE{ii;giifiEE'. do= :FraeoE;oi,a3:i* GooE"-.^a., - -g ;j e3HinEEd 6 Eo Eot.> E6l!o =a:, =diIE oo ccoo =pooooE, T,E}EE66IL I.Looccoo ai ui ocoBooG,5Eo1rocot &. gcogtlo'dO,9uE . tEE E €60 = FE= g E*H ; P -lza\ o Ofi;. .E €$Hf; P EotrleloIN trL.9oE EgE Er E t=r s FI a $Hg H e G.E fiil uutll t6 bro FI o t a9 /o( PS 6o6P6 =rflE0.6E oEB E i €*[E E ;9sE i\ E9,oE 6 +o- N.E - .6xt6 E 5 f;s5fia FEE$s** g+,i#FH !f € Elg:i EEgEEE$ EEEE*g* tiE B*E EEo 6GE 20- c.e.9.:3fat 3cop Efr!F8eo,.qgoo ILD SIDING AS SPECIFIED FRONT ELEVATION Commission Meeting Agenda 4/21/2015 2:00 PM Z-15-10 Department:Planning Commission Caption: Z-15-10-SP – A request for concurrence with the Augusta Georgia Planning Commission to approve with the conditions listed below a petition by Botanica Designs LLC, on behalf of Byrom PLC, requesting a Special Exception in an R-1 (One- family Residential) Zone to establish a residential subdivision with a density not to exceed 3.0 units per acre per Section 8-2 (a) of the Comprehensive Zoning Ordinance for Augusta, Georgia affecting property containing 2.5 acres and is known as 425 Berckman Road, 2703 Margate Drive, 2705 Margate Drive, 2707 Margate Drive and 2709 Margate Drive. Tax Map 018-4-062-00- 0, 018-4-060-00-0, 018-4-059-00-0, 018-4-058-00-0, 018-4-057- 00-0 DISTRICT 7 1. Proposed development must conform to the site plan submitted with the application request. The Planning and Development Director has the authority to approve minor changes to the submitted plan. 2. The subdivision must conform to the landscaping provisions of Section 8-4-11 (e) (5) of the Augusta Tree Ordinance along Berckmans Road as it pertains to major subdivisions, even though the subdivision contains seven lots. 3. Approval shall be subject to a Development Plan review, and comply with provisions in Augusta-Richmond Stormwater Management Ordinance without variances. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission INVITATION TO BID Sealed bids will be received at this office on Friday, December 12, 2014 @ 11:00 a.m. for furnishing: Bid Item 14-227 Rental Car Concession and Lease Agreements Augusta Regional Airport at Bush Field Augusta, Georgia (the City), on behalf of the Augusta Aviation Commission (AAC), which operates Augusta Regional Airport at Bush Field (Airport), is currently seeking bids from experienced car rental concessionaires who meet the minimum qualifications set forth in this ITB. Bids shall be submitted at the offices of: Geri A. Sams Procurement Department 530 Greene Street - Room 600A Augusta, Georgia 30901 706-821-2422 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 530 Greene Street – Room 600A, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. A Pre Bid/Telephone Conference will be held on Wednesday, November 19, 2014 @ 3:00 p.m. in the Procurement Department, 530 Greene Street, Room 600A. The call-in telephone number for teleconferencing is 1-888-567-1602 (U.S. & Canada) and 862-255-5346 (International). Call one of the dial-in numbers at least five (5) minutes prior to the call. 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, November 21, 2014 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. Augusta-Richmond County, Georgia does not operate a DBE, MBE or WBE Program for City funded projects, as a Federal Court has entered an Order enjoining the Race-Based portion of Augusta’s DBE Program. Instead the City operates a Local Small Business Opportunity Program. However, for various projects utilizing the expenditure of State or Federal funds, or concessions, Augusta enforces DBE requirements and/or DBE goals set by the Federal and/or State Agencies in accordance with State and Federal laws. No Bid may be withdrawn for a period of ninety (90) days after time has been called on the date of opening. 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 the 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 places the bidder at the risk of receiving incomplete or inaccurate information upon which to base its qualifications. GERI A. SAMS, Procurement Director Augusta Chronicle October 30, November 6, 13, 2014 Metro Courier November 5, 2014 UNOFFICIAL VENDORS THE HERTZ CORPORATION (HERTZ) 3181 NORTH BAY VILLAGE BONIA SPRING, FL 34135 GSP TRANSPORTATION INC. (DOLLAR & THRIFTY) 2429 SOUTH HIGHWAY 14 GREER, SC 29650 AVIS BUDGET CAR RENTAL, LLC (BUDGET AND ZIPCAR) 6 SYLVAN WAY PARSIPPANY, NJ 07054 AVIS BUDGET CAR RENTAL, LLC (AVIS AND PAYLESS) 6 SYLVAN WAY PARSIPPANY, NJ 07054 ENTERPRISE LEASING COMPANY- SOUTHEAST LLC (ENTERPRISE RENT-A- CAR) 101 BUSINESS PARK BLVD. STE 1100 COLUMBIA, SC 29203 ENTERPRISE LEASING COMPANY- SOUTHEAST LLC (ALMO RENT A CAR AND NATIONAL CAR RENTAL) 101 BUSINESS PARK BLVD., STE 1100, COLUMBIA, SC 29203 Attachment B YES YES YES YES YES YES E-Verify #274550 610946 32855 32855 46068 46068 Addendums 1-5 YES YES YES YES YES YES SAVE Form YES YES YES YES YES YES Bid Bond YES YES YES YES YES YES Bid Price $1,235,000.00 $618,000.00 $951,459.00 $1,471,000.00 $751,000.00 $1,120,000.00 Total Number Specifications Mailed Out: 10 Total Number Specifications Download (Demandstar): 10 Total Electronic Notifications (Demandstar): 82 Mandatory Pre-proposal / Telephone Conference: 8 Total packages submitted: 6 Total Noncompliant: 0 Bid Opening Bid Item #14-227 Rental Car Concession and Lease Agreements Augusta Regional for Augusta, Georgia - Augusta Regional Airport Bush Field Bid Due: Tuesday, December 30, 2014 @ 11:00 a.m. ANNUAL MINIMUM GUARANTEE FOR THE 5-YEAR TERM: Page 1 of 1 qD Regional Airport (706) 798-3236 ' (706) 798- 1551 . 1501 Aviation Way . Augusta, Ceorgia 30906 . www.AugustaRegionalAirport.com March 5,2015 Ms. Geri Sams Director of Procurement Augusta Richmond County 530 Greene Street Augusta, GA 30901 RE: Letter of Recommendation - Alamo/1.{ational ITB Item #14-227 - Rental Car Concession & Lease Agreements Dear Ms. Sams: We received six (6) compliant responses to the invitation to bid on the six available Airport Rental Car Concessions (ITB #14-227). After reviewing the Minimum Annual Guarantees, Augusta Regional Airport recommends awarding one of the concessions to Enterprise Leasing Company dlbla Alamo National. Thank you for your assistance in this process. The Augusta Aviation Commission approves this Concession Agreement. If you have any questions or require any additional information, please do not hesitate to contact me. Sincerely, Augusta Aviation Commission Augusta Regional Airport Roy A. Williams Executive Director C: Phyllis Mills, Quality Assurance Analyst Nancy Williams, Procurement Bid Management Specialist Risa Bingham, CPA, Airport Finance Director ' j"5 ittiH S ru 4:*S Commission Meeting Agenda 4/21/2015 2:00 PM ALAMO NATIONAL CONCESSION AGREEMENT Department:Augusta Regional Airport Caption:Motion to approve the Concession Agreement between Augusta Regional Airport and Alamo National as approved by the Augusta Aviation Commission at their February 26, 2015 meeting. Bid 14- 227. (Approved by Public Services Committee April 14, 2015) Background:Historically, the airport has negotiated separate agreements with each rental car company. In 2014, Airport staff went out for bid on the car rental concessions to all companies at the same time. This is the first time that the Airport has ever put the rental car concessions out for bid. The Airport received six (6) bids in response to the Invitation to Bid. Bidders were required to provide a minimum annual guarantee for each year of the five (5) year contract with the high bidder having the opportunity to make the first selection as to terminal counter space and rental car ready return lot which is now being leased as blocks rather than individual spaces. Each of the remaining bidders was able to select their spaces according to their bids. The bid process will impact the Airport budget positively by increasing revenues by $118,515. Analysis:Alamo National provided a bid with a minimum annual guarantee (MAG) of $194,000 for the first year, $209,000 for the second year, $224,000 for year three, $239,000 for year four and $254,000 for year five. They elected to keep the current Alamo National counter and selected Block D in the rental car lot, with 42 ready return spaces. Financial Impact:The agreement with Alamo National will generate the following revenue streams for the airport: 1. MAG – $194,000 or 10% of gross revenues, whichever is greater 2. Counter Space Terminal Area – $782.00/month based on $39.10/sq. ft. on 240 sq. ft. 3. Ready Return Area – $2,520/month for 42 spaces or $60/space per month. Alternatives:Deny Request Recommendation:Approve request Funds are Available in the Following Accounts: 551000000-3492503 551000000-3492504 551000000-3492508 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Commission Meeting Agenda 4/21/2015 2:00 PM Alcohol Application Department:Planning & Development Caption:Motion to approve New Ownership Application: A. N. 15- 18: request by Sona Limon for a retail package Liquor, Beer & Wine License to be used in connection with Weyandt's Package Shop located at 2803 Washington Rd. District 7. Super District 10. (Approved by Public Services Committee April 14, 2015) Background:This is a New Ownership Application. Formerly in the name of Lee Opel Pokcha. Analysis:This applicant meets the requirements of The City of Augusta's Alcohol Ordinance. Financial Impact:The applicant will pay a fee of $4,660.00. Alternatives: Recommendation:Planning & Development recommends Approval. The R.C.S.O.recommends Approval. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda 4/21/2015 2:00 PM Alcohol Application Department:Planning & Development Caption:Motion to approve New Application: A. N. 15-19: request by Thomas Kenney for a consumption on premise Beer & Wine License to be used in connection with 3 Guys Pizza Pies located at 720 E. Robinson Ave. There will be Sunday Sales. District 3. Super District 10. (Approved by Public Services Committee April 14, 2015) Background:This is a New Application. Analysis:The applicant meets all of the requirements of The City of Augusta's Alcohol Ordinance. Financial Impact:The applicant will pay a fee of $2,575.00. Alternatives: Recommendation:The Planning & Development recommends Approval. The R.C.S.O recommends Approval. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda 4/21/2015 2:00 PM Alcohol Application Department:Planning & Development Caption:Motion to approve New Ownership Application: A. N. 15- 20: request by Alejandro Portilla for a retail package Liquor, Beer & Wine License to be used in connection with Portilla Enterprises dba Belair Package located at 3971 Wrightsboro Rd. District 3. Super District 10. (Approved by Public Services Committee April 14, 2015) Background:This is a New Ownership Application. Formerly in the name of Jonathan M. Nicholson. Analysis:This applicant meets all of the requirements of the City of Augusta's Ordinance. Financial Impact:The applicant will pay a fee of $4,660.00. Alternatives: Recommendation:The Planning & Developmemt recommends Approval. The R.C.S.O. recommends Approval. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda 4/21/2015 2:00 PM Alter Ego'z Sports Bar and Grill Department:Clerk of Commission Caption:Motion to approve reverting back to the hours of operations that were in effect before September relative to restaurants meeting 50% food sales, at the request from Alter Ego'z Sports Bar and Grill regarding the Ordinance amending Augusta, Georgia Code Title 6, Chapter 2, Article 1, Alcoholic Beverages, Section 6-2-1 through 6-2-145. 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EXHIBIT 6 (Page I of2) AUTHORIZING RESOLUTION RESOLUTION AUTHORIZING THE FILING OF AN APPLICATION WITH THE GEORGIA DEPARTMENT OF TRANSPORTATION AND THE UNITED STATES DEPARTMENT OF TRANSPORTATION, FOR A GRANT FOR PUBLIC TRANSPORTATION ASSISTANCE UNDER SECTION 5311 OF THE FEDERAL TRANSIT LAWS UNDER CHAPTER 53 OF TITLE 49 OF THE UNITED STATES CODE. WHEREAS, the Federal Transit Administration and the Georgia Department of Transportation are authorized to make grant to non- urbanized areas for mass transportation projects; and WHEREAS, the contract for financial assistance will impose certain obligations upon applicant, including the provision by it of the local share ofproject costs; and WHEREAS, it is required by the United States Department of Transportation and the Georgia Department of Transportation in accord with the provisions of Title VI of the Civil Rights Act of 1964, that in connection with the filing of an application for assistance under the Federal Transit Act, the applicant gives an assurance that it will comply with Title VI of the Civil Rights Act of 1964 and under the United States Department of Transportation requirements thereunder; and NOW THEREFORE, BE IT RESOLVED BY Auqusta-Richmond Countv (Auqusta. Georqia - A political subdivision of the State of Georqia. AKA Richmond Countv) hereinafter referred to as the "APPLICANT", 1. That the Mavor Hardie Davis .) hereinafter referred to as the "Official is authorized to execute and file an application on the behalf of the Applicant, a City/County government, with the Georgia Department of Transportation to aid in the financing of public transportation assistance pursuant to Section 531 I ofthe Federal Transit Act." 2. That the Official is authorized to execute and file such application and assurances or any other document required by the U.S. Department of Transportation and the Georgia Department of Transportation effectuating the purpose of Title VI of the Civil Rights Act of 1964. 3. That the Official is authorized to execute and file all other standard assurances or any other document required by the Georgia Department of Transportation or the U.S. Department of Transportation in connection with the application for public transportation assistance. 4. That the Official is authorized to furnish such additional information as the U.S. Department of Transportation or the Georgia Department of Transportation may require in connection with the application of the project. 5. That the Official is authorized to execute grant contract agreements on behalf of the Applicant with the Georgia Department of Transportation in connection with the application for public transportation assistance. 6. That the applicant while making application to or receiving grants from the Federal Transit Administration will comply with FTA Circular 9040.lG, FTA Certifications and Assurances for Federal Assistance 2015 as listed in Appendix A of this application and General Operating Guidelines as illustrated in Georgia State Management Plan and Administrative Guide for Rural Public Transportation Programs. 7. That the Applicant has or will have available in the General Fund the required non-federal funds to meet local share requirements. EX. 6 (Page 2 of 2) APPROVED AND ADOPTED this _day of ,2015. Authorized Official (Mayor Signature) Hardie Davis. Jr. Mayor Type Name and Title Signed, sealed and delivered this day of 2015 in the presence of Witness Notary Public/I.{otary Seal CERTIFICATE The undersigned duly qualiflred and acting (-lQlerk o:f reommission ) of (AUSU!@. Georyi$ certifies that the (Title of Certifuing/Attesting Official)(Applicant's Legal Name) foregoing is a true and correct copy ofa resolution adopted at a legally convened meeting held on 2015. Name of Certifying/Attesting Officer County Seal Title of Certifying/Attesting Offi cer il Commission Meeting Agenda 4/21/2015 2:00 PM APT Rural 5311 Grant Application Department:Augusta Public Transit Caption:Motion to approve renewing the Sec. 5311 Rural Transit grant application between the Georgia Department of Transportation (GDOT) and Augusta, Georgia from July 2015 to June 2016. (Approved by Public Services Committee April 14, 2015) Background:The Augusta-Richmond County Commission annually approves Augusta Public Transit’s Sec. 5311 Rural Transit grant application to provide rural transportation service to the citizens of Augusta- Richmond County. Analysis:The renewal of this contract will allow Augusta Public Transit to continue providing rural transportation service to the citizens of rural Augusta-Richmond County. Financial Impact:The Augusta-Richmond County's share of the budget for 2015 and ½ of 2016 should be approximately $142,934 (50% Capital) and $18,888 (10% Operations) Total: $161,822. Alternatives:By not approving this application, citizens of rural Augusta- Richmond County will lose the only public transportation available to them. Recommendation:Approve the submission of the grant. Funds are Available in the Following Accounts: funds are available in 546-09-1120 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission INVITATION TO BID Sealed bids will be received at this office on Friday, December 12, 2014 @ 11:00 a.m. for furnishing: Bid Item 14-227 Rental Car Concession and Lease Agreements Augusta Regional Airport at Bush Field Augusta, Georgia (the City), on behalf of the Augusta Aviation Commission (AAC), which operates Augusta Regional Airport at Bush Field (Airport), is currently seeking bids from experienced car rental concessionaires who meet the minimum qualifications set forth in this ITB. Bids shall be submitted at the offices of: Geri A. Sams Procurement Department 530 Greene Street - Room 600A Augusta, Georgia 30901 706-821-2422 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 530 Greene Street – Room 600A, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. A Pre Bid/Telephone Conference will be held on Wednesday, November 19, 2014 @ 3:00 p.m. in the Procurement Department, 530 Greene Street, Room 600A. The call-in telephone number for teleconferencing is 1-888-567-1602 (U.S. & Canada) and 862-255-5346 (International). Call one of the dial-in numbers at least five (5) minutes prior to the call. 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, November 21, 2014 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. Augusta-Richmond County, Georgia does not operate a DBE, MBE or WBE Program for City funded projects, as a Federal Court has entered an Order enjoining the Race-Based portion of Augusta’s DBE Program. Instead the City operates a Local Small Business Opportunity Program. However, for various projects utilizing the expenditure of State or Federal funds, or concessions, Augusta enforces DBE requirements and/or DBE goals set by the Federal and/or State Agencies in accordance with State and Federal laws. No Bid may be withdrawn for a period of ninety (90) days after time has been called on the date of opening. 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 the 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 places the bidder at the risk of receiving incomplete or inaccurate information upon which to base its qualifications. GERI A. SAMS, Procurement Director Augusta Chronicle October 30, November 6, 13, 2014 Metro Courier November 5, 2014 UNOFFICIAL VENDORS THE HERTZ CORPORATION (HERTZ) 3181 NORTH BAY VILLAGE BONIA SPRING, FL 34135 GSP TRANSPORTATION INC. (DOLLAR & THRIFTY) 2429 SOUTH HIGHWAY 14 GREER, SC 29650 AVIS BUDGET CAR RENTAL, LLC (BUDGET AND ZIPCAR) 6 SYLVAN WAY PARSIPPANY, NJ 07054 AVIS BUDGET CAR RENTAL, LLC (AVIS AND PAYLESS) 6 SYLVAN WAY PARSIPPANY, NJ 07054 ENTERPRISE LEASING COMPANY- SOUTHEAST LLC (ENTERPRISE RENT-A- CAR) 101 BUSINESS PARK BLVD. STE 1100 COLUMBIA, SC 29203 ENTERPRISE LEASING COMPANY- SOUTHEAST LLC (ALMO RENT A CAR AND NATIONAL CAR RENTAL) 101 BUSINESS PARK BLVD., STE 1100, COLUMBIA, SC 29203 Attachment B YES YES YES YES YES YES E-Verify #274550 610946 32855 32855 46068 46068 Addendums 1-5 YES YES YES YES YES YES SAVE Form YES YES YES YES YES YES Bid Bond YES YES YES YES YES YES Bid Price $1,235,000.00 $618,000.00 $951,459.00 $1,471,000.00 $751,000.00 $1,120,000.00 Total Number Specifications Mailed Out: 10 Total Number Specifications Download (Demandstar): 10 Total Electronic Notifications (Demandstar): 82 Mandatory Pre-proposal / Telephone Conference: 8 Total packages submitted: 6 Total Noncompliant: 0 Bid Opening Bid Item #14-227 Rental Car Concession and Lease Agreements Augusta Regional for Augusta, Georgia - Augusta Regional Airport Bush Field Bid Due: Tuesday, December 30, 2014 @ 11:00 a.m. ANNUAL MINIMUM GUARANTEE FOR THE 5-YEAR TERM: Page 1 of 1 @ I Airportiona,l (706) 798-3236 . (706) 798_155 I Aviation Way . Augusta, Georgia 30906 www.AugustaRegionalAi rport. com March 5,2015 Ms. Geri Sams Director of Procurement Augusta Richmond County 530 Greene Street Augusta, GA 30901 RE: Letter of Recommendation - Avis/payless ITB rtem #14-227 - Rental Car concession & Lease Agreements Dear Ms. We received six (6) compliant responses to the invitation to bid on the six availableAirport Rental Car Concessions (lTB #14-227). After reviewing the Minimum AnnualGuarantees, Augusta Regional Airport recommends awarding onle of the concessions toAvis Budget Group d/b/a Avis payless. Thank you for your assistance in this process. The Augusta Aviation Commissionapproves this Concession Agreement. If you have any questtns or require any additionalinformation, please do not hesitate to contact me. Sincerely, Augusta Aviation Commission Augusta Regional Airport 'L$ idf;f; E ru 4:35 Phyllis Mills, Quality Assurance Analyst Nancy Williams, Procurement Bid Management Specialist Risa Bingham, CPA, Airport Finance Director Roy A. Williams Executive Director C: Commission Meeting Agenda 4/21/2015 2:00 PM AVIS/PAYLESS RENT A CAR CONCESSION AGREEMENT Department:Augusta Regional Airport Caption:Motion to approve Avis/Payless Rent A Car Concession Agreement as approved by the Augusta Aviation Commission at their February 26, 2015 Meeting. Bid 14-227. (Approved by Public Services Committee April 14, 2015) Background:Historically, the airport has negotiated separate agreements with each rental car company. In 2014, Airport staff went out for bid on the car rental concessions to all companies at the same time. This is the first time that the Airport has ever put the rental car concessions out for bid. The Airport received six (6) bids in response to the Invitation to Bid. Bidders were required to provide a minimum annual guarantee for each year of the five (5) year contract with the high bidder having the opportunity to make the first selection as to terminal counter space and rental car ready return lot which is now being leased as blocks rather than individual spaces. Each of the remaining bidders was able to select their spaces according to their bids. The bid process will impact the Airport budget positively by increasing revenues by $118,515. Analysis:Avis Payless was the high bidder with a minimum annual guarantee (MAG) of $294,200 for each of the five (5) years. As high bidder they elected to keep their current Avis/Budget counter and selected Block B in the rental car lot, with 63 ready return spaces. Financial Impact:The agreement with Avis Payless will generate the following revenue streams for the airport: 1. MAG – $294,200 or 10% of gross revenues, whichever is greater 2. Counter Space Terminal Area – $918.85/month based on $39.10/sq. ft. on 282 sq. ft. 3. Ready Return Area – $3,780/month for 63 spaces or $60/space per month. Alternatives:Deny request. Recommendation:Approve request Funds are Available in the Following Accounts: 551000000-3492503 551000000-3492504 551000000-3492508 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission INVITATION TO BID Sealed bids will be received at this office on Friday, December 12, 2014 @ 11:00 a.m. for furnishing: Bid Item 14-227 Rental Car Concession and Lease Agreements Augusta Regional Airport at Bush Field Augusta, Georgia (the City), on behalf of the Augusta Aviation Commission (AAC), which operates Augusta Regional Airport at Bush Field (Airport), is currently seeking bids from experienced car rental concessionaires who meet the minimum qualifications set forth in this ITB. Bids shall be submitted at the offices of: Geri A. Sams Procurement Department 530 Greene Street - Room 600A Augusta, Georgia 30901 706-821-2422 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 530 Greene Street – Room 600A, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. A Pre Bid/Telephone Conference will be held on Wednesday, November 19, 2014 @ 3:00 p.m. in the Procurement Department, 530 Greene Street, Room 600A. The call-in telephone number for teleconferencing is 1-888-567-1602 (U.S. & Canada) and 862-255-5346 (International). Call one of the dial-in numbers at least five (5) minutes prior to the call. 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, November 21, 2014 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. Augusta-Richmond County, Georgia does not operate a DBE, MBE or WBE Program for City funded projects, as a Federal Court has entered an Order enjoining the Race-Based portion of Augusta’s DBE Program. Instead the City operates a Local Small Business Opportunity Program. However, for various projects utilizing the expenditure of State or Federal funds, or concessions, Augusta enforces DBE requirements and/or DBE goals set by the Federal and/or State Agencies in accordance with State and Federal laws. No Bid may be withdrawn for a period of ninety (90) days after time has been called on the date of opening. 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 the 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 places the bidder at the risk of receiving incomplete or inaccurate information upon which to base its qualifications. GERI A. SAMS, Procurement Director Augusta Chronicle October 30, November 6, 13, 2014 Metro Courier November 5, 2014 UNOFFICIAL VENDORS THE HERTZ CORPORATION (HERTZ) 3181 NORTH BAY VILLAGE BONIA SPRING, FL 34135 GSP TRANSPORTATION INC. (DOLLAR & THRIFTY) 2429 SOUTH HIGHWAY 14 GREER, SC 29650 AVIS BUDGET CAR RENTAL, LLC (BUDGET AND ZIPCAR) 6 SYLVAN WAY PARSIPPANY, NJ 07054 AVIS BUDGET CAR RENTAL, LLC (AVIS AND PAYLESS) 6 SYLVAN WAY PARSIPPANY, NJ 07054 ENTERPRISE LEASING COMPANY- SOUTHEAST LLC (ENTERPRISE RENT-A- CAR) 101 BUSINESS PARK BLVD. STE 1100 COLUMBIA, SC 29203 ENTERPRISE LEASING COMPANY- SOUTHEAST LLC (ALMO RENT A CAR AND NATIONAL CAR RENTAL) 101 BUSINESS PARK BLVD., STE 1100, COLUMBIA, SC 29203 Attachment B YES YES YES YES YES YES E-Verify #274550 610946 32855 32855 46068 46068 Addendums 1-5 YES YES YES YES YES YES SAVE Form YES YES YES YES YES YES Bid Bond YES YES YES YES YES YES Bid Price $1,235,000.00 $618,000.00 $951,459.00 $1,471,000.00 $751,000.00 $1,120,000.00 Total Number Specifications Mailed Out: 10 Total Number Specifications Download (Demandstar): 10 Total Electronic Notifications (Demandstar): 82 Mandatory Pre-proposal / Telephone Conference: 8 Total packages submitted: 6 Total Noncompliant: 0 Bid Opening Bid Item #14-227 Rental Car Concession and Lease Agreements Augusta Regional for Augusta, Georgia - Augusta Regional Airport Bush Field Bid Due: Tuesday, December 30, 2014 @ 11:00 a.m. ANNUAL MINIMUM GUARANTEE FOR THE 5-YEAR TERM: Page 1 of 1 (706) 798-3236 . (706) 798-15s I . 1501 Aviation way . Augusta, Georgia 30906 ' www.AugustaRegionalAirport com March 5,2015 Ms. Geri Sams Director of Procurement Augusta Richmond CountY 530 Greene Street Augusta, GA 30901 RE: Letter of Recommendation -BudgetlZipcar ITB Item #14-227 - Rental car concession & Lease Agreements Dear Ms. Sams: We received six (6) compliant responses to the invitation to bid on the six available Airport Rental ca, boncessions (ITB #14-227). After reviewing the Minimum Annual Guarantees, Augusta Regional Airport recommends awarding one of the concessions to Avis Budget Group d/b/a BudgetlZipcar. Thank you for your assistance in this process. The Augusta Aviation Commission upprou., this Concession Agreement. If you have any questions or require any additional information, please do not hesitate to contact me' Sincerely, Augusta Aviation Commission Augusta Regional AirPort" % Roy A. Williams Executive Director 'i5 itftft 6 r'ir 4:.3*I C: Phyllis Mills, Quality Assurance Analyst Nancy williams, Procurement Bid Management Specialist Risa Bingham, CPA, Airport Finance Director Commission Meeting Agenda 4/21/2015 2:00 PM BUDGET/ZIPCAR CONCESSION AGREEMENT Department:Augusta Regional Airport Caption:Motion to approve the Budget/Zipcar Concession Agreement as approved by the Augusta Aviation Commission at their February 26, 2015 Meeting. Bid 14-227. (Approved by Public Services Committee April 14, 2015) Background:Historically, the airport has negotiated separate agreements with each rental car company. In 2014, Airport staff went out for bid on the car rental concessions to all companies at the same time. This is the first time that the Airport has ever put the rental car concessions out for bid. The Airport received six (6) bids in response to the Invitation to Bid. Bidders were required to provide a minimum annual guarantee for each year of the five (5) year contract with the high bidder having the opportunity to make the first selection as to terminal counter space and rental car ready return lot which is now being leased as blocks rather than individual spaces. Each of the remaining bidders was able to select their spaces according to their bids. The bid process will impact the Airport budget positively by increasing revenues by $118,515. Analysis:Budget Zipcar provided a bid with a minimum annual guarantee (MAG) of $178,381 for the first year, $184,146 for the second year, $190,098 for year three, $196,244 for year four and $202,590 for year five. They chose the former Ace/Payless counter and selected Block C in the rental car lot, with 21 ready return spaces. Financial Impact:The agreement with Budget Zipcar will generate the following revenue streams for the airport: 1. MAG – $178,381 or 10% of gross revenues, whichever is greater 2. Counter Space Terminal Area – $775.48/month based on $39.10/sq. ft. on 238 sq. ft. 3. Ready Return Area – $1,260/month for 21 spaces or $60/space per month. Alternatives:Deny request. Recommendation:Approve request. Funds are Available in the Following Accounts: 551000000-3492503 551000000-3492504 551000000-3492508 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Augusta Regional Airport Contract Modification # 2 Southeast Development Access Project 18 March 2015 _____________________________________________________________________________________________ Page Page 1 of 4 Augusta Regional Airport Southeast Development Area Access Project Contract Modification # 2 Owner: Augusta Regional Airport Date Initiated: 18 March 2015 Contractor: Beam’s Contracting Project #: 0733‐26 You are requested to perform the following described work upon receipt of an approved copy of this document or as directed by the engineer: Item # Item Description Unit Previous Quantity Previous Price Previous Total Cost Revised Quantity Revised Price Revised Total Cost 2 Performace Bonds and Labor & Materials Payment Bonds LS 1 $45,220.00 $45,220.00 1 $63,460.11 $63,460.11 4 Engineer and Contractor Offices and Staging Area LS 1 $68,227.00 $68,227.00 1 $68,909.00 $68,909.00 14 Clear/Grubb AC 30 $3,728.00 $111,840.00 30 $3,840.00 $115,200.00 15 Clear Existing Drainage Ditch AC 1 $3,728.00 $3,728.00 1 $3,840.00 $3,840.00 16 Unclassified Excavation CY 94,250 $4.41 $415,642.50 94,250 $4.50 $424,125.00 17 Subgrade Preparation SY 29,661 $1.03 $30,550.83 29,661 $1.06 $31,440.66 18 Cement Treated Base ‐ 8" depth SY 18,491 $12.71 $235,020.61 18,491 $13.32 $246,300.12 19 Cement Treated Base ‐ 6" depth SY 4,978 $14.26 $70,986.28 4,978 $14.72 $73,276.16 20 Portland Cement for Cement Treated Base TON 884 $129.78 $114,725.52 884 $135.00 $119,340.00 21 Asph Conc 12.5mm SuperPave, GP 2 Only, Incl. Polymer‐Modified Bitum Material & H Lime TON 6,504 $88.29 $574,238.16 6,504 $90.41 $588,026.64 22 Asph Conc 19mm SuperPave, GP 2 Only, Incl. Bitum Material & H Lime TON 6,941 $80.78 $560,693.98 6,941 $83.22 $577,630.02 23 Bituminous Tack Coat GAL 4,438 $3.79 $16,820.02 4,438 $3.88 $17,219.44 24 6" Depth Graded Aggregate ‐ incl material SY 1,802 $6.57 $11,839.14 1,802 $7.03 $12,668.06 25 18" Reinforced Concrete Pipe, Class III LF 1,051 $36.77 $38,645.27 1,051 $37.80 $39,727.80 26 30" Reinforced Concrete Pipe, Class III LF 50 $61.15 $3,057.50 50 $62.75 $3,137.50 27 36" Reinforced Concrete Pipe, Class III LF 2,710 $70.17 $190,160.70 2,710 $71.87 $194,767.70 28 42" Reinforced Concrete Pipe, Class III LF 108 $90.82 $9,808.56 108 $91.96 $9,931.68 30 84" Reinfoced Concrete Pipe, Class IV LF 146 $273.32 $39,904.72 146 $296.85 $43,340.10 31 Type I Trapezoidal Concrete Paved Ditch LF 1,581 $100.26 $158,511.06 1,581 $109.90 $173,751.90 32 Concrete Paved Low‐flow Channel LF 260 $31.25 $8,125.00 260 $34.00 $8,840.00 32A 24" Reinforced Concrete Pipe, Class III LF 29 $41.60 $1,206.40 29 $42.35 $1,228.15 33 Precast Storm Sewer Manhole Structure ‐ STD 1011A VF 18 $392.34 $7,062.12 18 $398.75 $7,177.50 Augusta Regional Airport Contract Modification # 2 Southeast Development Access Project 18 March 2015 _____________________________________________________________________________________________ Page Page 2 of 4 34 Ditch Drop Inlet Structure VF 105 $378.23 $39,714.15 105 $391.47 $41,104.35 35 Curb Inlet VF 10 $545.65 $5,456.50 10 $562.02 $5,620.20 37 Tapered Headwall ‐ 18" dia. EA 2 $849.41 $1,698.82 2 $883.40 $1,766.80 38 Tapered Headwall ‐ 18" dia. ‐ Modified with Trash Rack EA 1 $2,135.00 $2,135.00 1 $2,199.05 $2,199.05 39 Tapered Headwall ‐ 36" dia. EA 5 $2,148.90 $10,744.50 5 $2,213.40 $11,067.00 40 Tapered Outlet Headwall ‐ 42" dia. EA 1 $2,488.00 $2,488.00 1 $2,637.28 $2,637.28 42 Tapered Headwall ‐ 84" dia. EA 2 $12,175.00 $24,350.00 2 $13,127.80 $26,255.60 43 Pond Outlet Control Structure EA 1 $5,328.00 $5,328.00 1 $5,490.60 $5,490.60 44 Standard Frame and Cover EA 2 $283.70 $567.40 2 $297.90 $595.80 45 Fabricated Safety Grate for Ditch Drop Inlets EA 18 $2,497.00 $44,946.00 18 $2,660.00 $47,880.00 45A Safety End Section ‐ Concrete ‐ 24" Dia. EA 2 $930.75 $1,861.50 2 $980.30 $1,960.60 46 7' High Security Fence w/ Barbed Wire and Mow Guard LF 1,830 $50.74 $92,854.20 1,830 $52.80 $96,624.00 47 12' Manual Swing Gate EA 1 $1,200.00 $1,200.00 1 $1,260.00 $1,260.00 48 24' Manual Swing Gate EA 1 $2,293.00 $2,293.00 1 $2,400.00 $2,400.00 49A Guardrail, type W LF 250 $28.00 $7,000.00 250 $31.60 $7,900.00 49B Guardrail anchorage, type 1 EA 1 $950.00 $950.00 1 $1,140.00 $1,140.00 49C Guardrail anchorage, type 12 EA 1 $2,100.00 $2,100.00 1 $2,373.00 $2,373.00 50 30" Type 7 Curb and Gutter LF 2,530 $17.62 $44,578.60 2,530 $18.25 $46,172.50 51 Type 7 Integral Reinforced Concrete Median Islands SY 49 $66.85 $3,275.65 49 $68.45 $3,354.05 52 4" Concrete Pavement, incl. base SY 130 $52.80 $6,864.00 130 $53.75 $6,987.50 53 5" Reinforced Concrete Apron for Headwalls, incl. base SY 31 $61.62 $1,910.22 31 $63.70 $1,974.70 54 Reinforced Concrete Pipe Collar EA 2 $2,478.00 $4,956.00 2 $2,520.00 $5,040.00 55 4W‐6" Concrete Encased Conduit LF 470 $21.00 $9,870.00 470 $21.75 $10,222.50 56 1W‐4" Concrete Encased Conduit LF 1,105 $16.00 $17,680.00 1,105 $16.75 $18,508.75 57 Encasement Pipe ‐ 12" LF 0 $109.83 $0.00 0 $112.35 $0.00 57A Encasement pipe ‐ 16" diameter LF 0 $114.00 $0.00 0 $118.30 $0.00 58B Wet tap new 12" line to existing 16" diameter main ‐ including tapping valve and sleeve EA 1 $14,538.00 $14,538.00 0 $14,538.00 $0.00 59A 6" Water line ‐ DIP LF 20 $33.00 $660.00 0 $33.00 $0.00 59B 12" water line ‐ DIP LF 80 $68.00 $5,440.00 0 $68.00 $0.00 60 Fire Hydrant Assembly EA 1 $3,625.00 $3,625.00 0 $3,625.00 $0.00 61C 6" Gate valve EA 1 $934.00 $934.00 0 $934.00 $0.00 Augusta Regional Airport Contract Modification # 2 Southeast Development Access Project 18 March 2015 _____________________________________________________________________________________________ Page Page 3 of 4 61F 12" gate valve EA 1 $2,200.00 $2,200.00 0 $2,200.00 $0.00 75A Water Quality Inspections EA 0 $0.00 $0.00 6 $830.00 $4,980.00 75B Water Quality Monitoring and Sampling EA 0 $0.00 $0.00 90 $365.00 $32,850.00 76 Silt Fence LF 10,000 $2.84 $28,400.00 10000 $2.94 $29,400.00 76A Silt fence (Sd1‐1C) LF 3,000 $4.20 $12,600.00 4100 $4.29 $17,589.00 77 Construction Entrance EA 1 $1,460.00 $1,460.00 1 $1,584.00 $1,584.00 79 Outlet Protection SY 616 $37.40 $23,038.40 616 $39.15 $24,116.40 79D Slotted board retrofit (Rt‐B) EA 1 $2,491.00 $2,491.00 0 $2,491.00 $0.00 79F Erosion control matting and blankets SY 10,000 $4.05 $40,500.00 10000 $4.16 $41,600.00 79G Floating Surface Skimmer EA 0 $0.00 $0.00 1 $6,380.00 $6,380.00 Total: $3,186,721.31 $3,332,371.22 *NOTE: Quantity adjustments for existing contract pay items will be made at contract unit prices. All other costs are considered incidental to this contact modification and will not be measured. Total Contract Amount Original contract total: $4,035,194.91 Contract modification # 1 total: ‐$387,172.56 This contract modification total: $145,649.91 Revised contract total: $3,793,672.26 Total Contract Time Original contract time: 160 calendar days Changes to contract time from contract modification # 1: 0 calendar days Changes to contract time from this contract modification: 0 calendar days Revised contract time total: 160 calendar days This document shall become an amendment to the contract and all provisions of the contract will apply. JUSTIFICATION FOR CHANGE 1. Brief description and reasons for the proposed contract changes: Augusta Regional Airport Contract Modification # 2 Southeast Development Access Project 18 March 2015 _____________________________________________________________________________________________ Page Page 4 of 4 Items 2, 4, 14, 15, 16, 17, 18, 19, 20, 21, 22, 23, 24, 25, 26, 27, 28, 30, 31, 32, 32A, 33, 34, 35, 37, 38, 39, 40, 42, 43, 44, 45, 45A, 46, 47, 48, 49A, 49B, 49C, 50, 51, 52, 53, 54, 55, 56, 57, 57A, 76, 76A, 77, 79, and 79F are adjusted due to appreciation in materials, labor, overhead, and / or taxes between the bid date and NTP. Items 58B, 59A, 59B, 60, 61C, and 61F are deleted due to changes in the utility plan. Augusta Regional Airport Southeast Development Area Access Project Contract Modification # 2 Recommended by: Campbell & Paris Engineers Date Accepted by: Beam’s Contracting Date Approved by: Augusta Regional Airport Date Approved by: City of Augusta Date Commission Meeting Agenda 4/21/2015 2:00 PM CONTRACT MODIFICATION #2 – BEAMS CONTRACTING INC - SOUTHEAST DEVELOPMENT AREA ACCESS PROJECT Department:Augusta Regional Airport Caption:Motion to approve Change Modification #2 with Beams Contracting Inc. for the Augusta Regional Airport's Southeast Development Area Access Project as approved by the Augusta Aviation Commission at their March 26, 2015 Meeting. (Approved by Public Services Committee April 14, 2015) Background:The project consists of constructing a new roadway and utility corridor to the Airport’s midfield in order to facilitate aviation related development. A portion of this roadway includes the General Perry Smith Parkway. On September 24, 2012, a construction contract with Beam’s Contracting, Inc. was executed in the amount of $4,035,194.91. The contract was modified after incorporating considerable comments from County, State and Federal regulatory agencies. The resulting deductive contract modification included a scope reduction and cost adjustments due to appreciation in materials, labor, overhead and taxes. The project had been further delayed due to environmental concerns about the impact of a major industrial development in the area. All required investigations and mitigations are underway and the Airport has been cleared to construct the road. Analysis:This contract modification compensates the contractor for cost escalations and additional water quality inspections. The escalation costs are approximately a three percent (3%) increase. The costs have been reviewed by the Airport’s engineering consultant and found to be reasonable. The project is funded by SPLOST and is within budget. Original Contract $4,035,194.91 Contract Modification #1 -$387,172.56 Contract Modification #2 $145,649.91 Revised Contract Total $3,793,672.26 The contract time of 160 calendar days is unchanged. Financial Impact:Original Contract $4,035,194.91 Contract Modification #1 - $387,172.56 Contract Modification #2 $145,649.91 Revised Contract Total $3,793,672.26 Alternatives:Deny request. Recommendation:Approve Contract Modification #2 to the Beams Contracting Inc - Southeast Development Area Access Project. Funds are Available in the Following Accounts: 328081130-5412110/210351001-5412110 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission INVITATION TO BID Sealed bids will be received at this office on Friday, December 12, 2014 @ 11:00 a.m. for furnishing: Bid Item 14-227 Rental Car Concession and Lease Agreements Augusta Regional Airport at Bush Field Augusta, Georgia (the City), on behalf of the Augusta Aviation Commission (AAC), which operates Augusta Regional Airport at Bush Field (Airport), is currently seeking bids from experienced car rental concessionaires who meet the minimum qualifications set forth in this ITB. Bids shall be submitted at the offices of: Geri A. Sams Procurement Department 530 Greene Street - Room 600A Augusta, Georgia 30901 706-821-2422 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 530 Greene Street – Room 600A, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. A Pre Bid/Telephone Conference will be held on Wednesday, November 19, 2014 @ 3:00 p.m. in the Procurement Department, 530 Greene Street, Room 600A. The call-in telephone number for teleconferencing is 1-888-567-1602 (U.S. & Canada) and 862-255-5346 (International). Call one of the dial-in numbers at least five (5) minutes prior to the call. 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, November 21, 2014 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. Augusta-Richmond County, Georgia does not operate a DBE, MBE or WBE Program for City funded projects, as a Federal Court has entered an Order enjoining the Race-Based portion of Augusta’s DBE Program. Instead the City operates a Local Small Business Opportunity Program. However, for various projects utilizing the expenditure of State or Federal funds, or concessions, Augusta enforces DBE requirements and/or DBE goals set by the Federal and/or State Agencies in accordance with State and Federal laws. No Bid may be withdrawn for a period of ninety (90) days after time has been called on the date of opening. 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 the 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 places the bidder at the risk of receiving incomplete or inaccurate information upon which to base its qualifications. GERI A. SAMS, Procurement Director Augusta Chronicle October 30, November 6, 13, 2014 Metro Courier November 5, 2014 UNOFFICIAL VENDORS THE HERTZ CORPORATION (HERTZ) 3181 NORTH BAY VILLAGE BONIA SPRING, FL 34135 GSP TRANSPORTATION INC. (DOLLAR & THRIFTY) 2429 SOUTH HIGHWAY 14 GREER, SC 29650 AVIS BUDGET CAR RENTAL, LLC (BUDGET AND ZIPCAR) 6 SYLVAN WAY PARSIPPANY, NJ 07054 AVIS BUDGET CAR RENTAL, LLC (AVIS AND PAYLESS) 6 SYLVAN WAY PARSIPPANY, NJ 07054 ENTERPRISE LEASING COMPANY- SOUTHEAST LLC (ENTERPRISE RENT-A- CAR) 101 BUSINESS PARK BLVD. STE 1100 COLUMBIA, SC 29203 ENTERPRISE LEASING COMPANY- SOUTHEAST LLC (ALMO RENT A CAR AND NATIONAL CAR RENTAL) 101 BUSINESS PARK BLVD., STE 1100, COLUMBIA, SC 29203 Attachment B YES YES YES YES YES YES E-Verify #274550 610946 32855 32855 46068 46068 Addendums 1-5 YES YES YES YES YES YES SAVE Form YES YES YES YES YES YES Bid Bond YES YES YES YES YES YES Bid Price $1,235,000.00 $618,000.00 $951,459.00 $1,471,000.00 $751,000.00 $1,120,000.00 Total Number Specifications Mailed Out: 10 Total Number Specifications Download (Demandstar): 10 Total Electronic Notifications (Demandstar): 82 Mandatory Pre-proposal / Telephone Conference: 8 Total packages submitted: 6 Total Noncompliant: 0 Bid Opening Bid Item #14-227 Rental Car Concession and Lease Agreements Augusta Regional for Augusta, Georgia - Augusta Regional Airport Bush Field Bid Due: Tuesday, December 30, 2014 @ 11:00 a.m. ANNUAL MINIMUM GUARANTEE FOR THE 5-YEAR TERM: Page 1 of 1 ra{40 Regional Airport (106)798-3236 . (706) 798-1551 . 1501 Aviation way . Augusta, Georgia 30906 . March 5,2015 Ms. Geri Sams Director of Procurement Augusta fuchmond County 530 Greene Street Augusta, GA 30901 www.AugustaRegi onalAirport.com RE: Letter of Recommendation - Enterprise ITB Item #14-227 - Rental car concession & Lease Agreements Dear Ms. Sams: We received six (6) compliant responses to the invitation to bid on the six availableAirport Rental Car Concessions (ITB #14-227). After reviewing the Minimum Annual Guarantees, Augusta Regional Airport recommends awarding o; of the concessions toEnterprise Leasing Company d/b/a Enterprise. Thank you for your assistance in this process. The Augusta Aviation Commissionapproves this Concession Agreement. If you have any questi,ons or require any additionalinformation, please do not hesitate to contact me. Sincerely, Augusta Aviation Commission Augusta Regional Airport ':.5 $!*H E r,i,i4:3"* Phyllis Mills, Quality Assurance Analyst Nancy Williams, Procurement Bid Management Specialist Risa Bingham, CPA, Airport Finance Director Roy A. Will-rams Executive Director C: Commission Meeting Agenda 4/21/2015 2:00 PM ENTERPRISE CONCESSION AGREEMENT Department:Augusta Regional Airport Caption:Motion to approve the Enterprise Concession Agreement as approved by the Augusta Aviation Commission at their February 26, 2015 Meeting. Bid 14-227. (Approved by Public Services Committee April 14, 2015) Background:Historically, the airport has negotiated separate agreements with each rental car company. In 2014, Airport staff went out for bid on the car rental concessions to all companies at the same time. This is the first time that the Airport has ever put the rental car concessions out for bid. The Airport received six (6) bids in response to the Invitation to Bid. Bidders were required to provide a minimum annual guarantee for each year of the five (5) year contract with the high bidder having the opportunity to make the first selection as to terminal counter space and rental car ready return lot which is now being leased as blocks rather than individual spaces. Each of the remaining bidders was able to select their spaces according to their bids. The bid process will impact the Airport budget positively by increasing revenues by $118,515. Analysis:Enterprise provided a bid with a minimum annual guarantee (MAG) of $130,000 for the first year, $140,100 for the second year, $150,200 for year three, $160,300 for year four and $170,400 for year five. They elected to keep the current Enterprise counter and selected Block E in the rental car lot, with 21 ready return spaces. Financial Impact:The agreement with Enterprise will generate the following revenue streams for the airport: 1. MAG – $130,000 or 10% of gross revenues, whichever is greater 2. Counter Space Terminal Area – $775.48/month based on $39.10/sq. ft. on 238 sq. ft. 3. Ready Return Area – $1,260/month for 21 spaces or $60/space per month. Alternatives:Deny request. Recommendation:Approve request. Funds are Available in the Following Accounts: 551000000-3492503 551000000-3492504 551000000-3492508 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission INVITATION TO BID Sealed bids will be received at this office on Friday, December 12, 2014 @ 11:00 a.m. for furnishing: Bid Item 14-227 Rental Car Concession and Lease Agreements Augusta Regional Airport at Bush Field Augusta, Georgia (the City), on behalf of the Augusta Aviation Commission (AAC), which operates Augusta Regional Airport at Bush Field (Airport), is currently seeking bids from experienced car rental concessionaires who meet the minimum qualifications set forth in this ITB. Bids shall be submitted at the offices of: Geri A. Sams Procurement Department 530 Greene Street - Room 600A Augusta, Georgia 30901 706-821-2422 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 530 Greene Street – Room 600A, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. A Pre Bid/Telephone Conference will be held on Wednesday, November 19, 2014 @ 3:00 p.m. in the Procurement Department, 530 Greene Street, Room 600A. The call-in telephone number for teleconferencing is 1-888-567-1602 (U.S. & Canada) and 862-255-5346 (International). Call one of the dial-in numbers at least five (5) minutes prior to the call. 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, November 21, 2014 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. Augusta-Richmond County, Georgia does not operate a DBE, MBE or WBE Program for City funded projects, as a Federal Court has entered an Order enjoining the Race-Based portion of Augusta’s DBE Program. Instead the City operates a Local Small Business Opportunity Program. However, for various projects utilizing the expenditure of State or Federal funds, or concessions, Augusta enforces DBE requirements and/or DBE goals set by the Federal and/or State Agencies in accordance with State and Federal laws. No Bid may be withdrawn for a period of ninety (90) days after time has been called on the date of opening. 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 the 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 places the bidder at the risk of receiving incomplete or inaccurate information upon which to base its qualifications. GERI A. SAMS, Procurement Director Augusta Chronicle October 30, November 6, 13, 2014 Metro Courier November 5, 2014 UNOFFICIAL VENDORS THE HERTZ CORPORATION (HERTZ) 3181 NORTH BAY VILLAGE BONIA SPRING, FL 34135 GSP TRANSPORTATION INC. (DOLLAR & THRIFTY) 2429 SOUTH HIGHWAY 14 GREER, SC 29650 AVIS BUDGET CAR RENTAL, LLC (BUDGET AND ZIPCAR) 6 SYLVAN WAY PARSIPPANY, NJ 07054 AVIS BUDGET CAR RENTAL, LLC (AVIS AND PAYLESS) 6 SYLVAN WAY PARSIPPANY, NJ 07054 ENTERPRISE LEASING COMPANY- SOUTHEAST LLC (ENTERPRISE RENT-A- CAR) 101 BUSINESS PARK BLVD. STE 1100 COLUMBIA, SC 29203 ENTERPRISE LEASING COMPANY- SOUTHEAST LLC (ALMO RENT A CAR AND NATIONAL CAR RENTAL) 101 BUSINESS PARK BLVD., STE 1100, COLUMBIA, SC 29203 Attachment B YES YES YES YES YES YES E-Verify #274550 610946 32855 32855 46068 46068 Addendums 1-5 YES YES YES YES YES YES SAVE Form YES YES YES YES YES YES Bid Bond YES YES YES YES YES YES Bid Price $1,235,000.00 $618,000.00 $951,459.00 $1,471,000.00 $751,000.00 $1,120,000.00 Total Number Specifications Mailed Out: 10 Total Number Specifications Download (Demandstar): 10 Total Electronic Notifications (Demandstar): 82 Mandatory Pre-proposal / Telephone Conference: 8 Total packages submitted: 6 Total Noncompliant: 0 Bid Opening Bid Item #14-227 Rental Car Concession and Lease Agreements Augusta Regional for Augusta, Georgia - Augusta Regional Airport Bush Field Bid Due: Tuesday, December 30, 2014 @ 11:00 a.m. ANNUAL MINIMUM GUARANTEE FOR THE 5-YEAR TERM: Page 1 of 1 qD Regional Airport (706)798-3236. (706) 798-1551 . l50lAviationWay. Augusta,Georgia30906. www.AugustaRegionalAirport.com March 5,2015 Ms. Geri Sams Director of Procurement Augusta Richmond County 530 Greene Street Augusta, GA 30901 RE: Letter of Recommendation -HertzITB Item #14-227 - Rental Car Concession & Lease Agreements Dear Ms. Sams: We received six (6) compliant responses to the invitation to bid on the six available Airport Rental Car Concessions (ITB #14-227). After reviewing the Minimum Annual Guarantees, Augusta Regional Airport recommends awarding one of the concessions to Hertz. Thank you for your assistance in this process. The Augusta Aviation Commission approves this Concession Agreement. If you have any questions or require any additional information, please do not hesitate to contact me. Sincerely, Augusta Aviation Commission Augusta Regional Airport 'i.5 rii*E E rH 4;84Executive Director C: Phyllis Mills, Quality Assurance Analyst Nancy Williams, Procurement Bid Management Specialist Risa Bingham, CPA, Airport Finance Director Commission Meeting Agenda 4/21/2015 2:00 PM HERTZ CONCESSION AGREEMENT Department:Augusta Regional Airport Caption:Motion to approve the Hertz Concession Agreement as approved by the Augusta Aviation Commission at their February 26, 2015 Meeting. Bid 14-227. (Approved by Public Services Committee April 14, 2015) Background:Historically, the airport has negotiated separate agreements with each rental car company. In 2014, Airport staff went out for bid on the car rental concessions to all companies at the same time. This is the first time that the Airport has ever put the rental car concessions out for bid. The Airport received six (6) bids in response to the Invitation to Bid. Bidders were required to provide a minimum annual guarantee for each year of the five (5) year contract with the high bidder having the opportunity to make the first selection as to terminal counter space and rental car ready return lot which is now being leased as blocks rather than individual spaces. Each of the remaining bidders was able to select their spaces according to their bids. The bid process will impact the Airport budget positively by increasing revenues by $118,515. Analysis:Hertz provided a bid with a minimum annual guarantee (MAG) of $235,300 for the first year, $241,000 for the second year, $246,900 for year three, $252,800 for year four and $259,000 for year five. They elected to keep the current Hertz counter and selected Block A in the rental car lot, with 42 ready return spaces. Financial Impact:The agreement with Hertz will generate the following revenue streams for the airport: 1. MAG – $235,300 or 10% of gross revenues, whichever is greater 2. Counter Space Terminal Area – $889.52/month based on $39.10/sq. ft. on 273 sq. ft. 3. Ready Return Area – $2,520/month for 42 spaces or $60/space per month. Alternatives:Deny request. Recommendation:Approve request. Funds are Available in the Following Accounts: 551000000-3492503 551000000-3492504 551000000-3492508 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Invitation to Bid Sealed bids will be received at this office on Thursday, January 22, 2015 @ 3:00 p.m. for furnishing: Bid Item 14-241 Miscellaneous Landscaping Improvements for Augusta Regional Airport Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 530 Greene Street - Room 600A Augusta, Georgia 30901 706-821-2422 Bid documents may be examined at the office of the Augusta, GA Procurement Department, 530 Greene Street – Room 600A, Augusta, GA 30901. Plans and specifications for the project shall be obtained by all prime, subcontractors and suppliers exclusively from ARC Southern. The fees for the plans and specifications which are non-refundable is $60.00. 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, December 11, 2014. 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, January 7, 2015 @ 10:00 a.m. in the Procurement Department, 530 Greene Street, Room 600A with a mandatory site visit to follow. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, January 9, 2015 @ 5:00 p.m. No bid will be accepted by fax, all must be received by mail or hand delivered. No Bid may be withdrawn for a period of 60 days after time has been called on the date of opening. 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 places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. GERI A. SAMS, Procurement Director Augusta Chronicle December 11, 18, 25, 2014 January 1, 2015 Metro Courier December 17, 2014 Revised: 8/15/2011 UNOFFICIAL VENDORS AUGUSTA LAWN AND TURF 3618 PHILLIPS DRIVE MARTINEZ, GA 30907 DALZELL DESIGN LANDSCAPING 175 SWEETWATER ROAD NORTH AUGUSTA, SC 29860 COLD CREEK NURSERIES 398 HITCHCOCK PARKWAY AIKEN, SC 29801 Attachment B YES YES YES E-Verify #202665 594253 190943 Addendum 1 YES YES YES Bid Bond YES YES YES SAVE Form YES YES YES Bid Price $289,740.00 $184,009.50 Non-responsive Total Number Specifications Mailed Out: 36 Total Number Specifications Download (Demandstar): 3 Total Electronic Notifications (Demandstar): 139 Mandatory Pre-proposal/Telephone Conference Attendees: 4 Total packages submitted: 3 Total Noncompliant: 0 MISCELLANEOUS LANDSCAPING IMPROVEMENTS The following venodr submitted a statement of "No Bid": HUDSON LANDSCAPE / P. O. BOX 212477 / AUGUSTA, GA 30917 Bid Opening Bid Item #14-241 Miscellaneous Landscaping Improvements for Augusta, Georgia - Augusta Regional Airport Bid Due: Thursday, January 22, 2015 @ 3:00 P.M. Page 1 of 1 '(rlhrqD Regional Airport (706)798-3236 . (706) 798-1551 . 1501 Aviation Way . Augusta, Georgia 30906 . www.AugustaRegionalAirport.com February 20,2015 '15 Ff* Efi rrr,{ S:tS Ms. Geri Sams Director of Procurement Augusta Richmond County 530 Greene Street Augusta, GA 30901 RE: Letter of Recommendation - Dalzelling Design Landscapingr lnc. Bid Item 14-241- Miscellaneous Landscaping Improvements Project Augusta Regional Airport Dear Ms. Sams: The Airport received two (2) compliant responses, Augusta Lawn and Turf and Dalzelling Design Landscaping to the solicitation regarding the airport's Miscellaneous Landscaping Improvements Project. Dalzelling Design Landscaping, Inc. was the apparent low bidder with a bid amount of $184,009.50. Augusta Regional Airport recommends awarding the bid and contract to Dalzelling Design Landscaping, Inc. This contractor will be able to maintain the consistency with the current landscaping and desires of the Airport and the Augusta Aviation Commission. Please feel free to contact me with anything that will help expedite this process and make it easier for everyone. Sincerely, Augusta Aviation Commission Augusta Regional Airport @4 Roy A. Williams Executive Director Phyllis Mills, Quality Assurance Analyst Danell White, Bids & Contract Specialist Clarence Fennell, Director of Engineering C: Commission Meeting Agenda 4/21/2015 2:00 PM MISCELLANEOUS LANDSCAPING IMPROVEMENTS PROJECT AT AUGUSTA REGIONAL AIRPORT Department:Augusta Regional Airport Caption:Motion to approve the selection of and contract with Dalzelling Design Landscaping, Inc. for miscellaneous landscaping projects at Augusta Regional Airport as approved by the Augusta Aviation Commission at their February 26, 2015 meeting. Bid 14-241. (Approved by Public Services Committee April 14, 2015) Background:In an effort to improve the appearance of the Airport entrances, the Airport intends to complete work on the landscaped beds located at the North and Main Entrances and a bed located east of the Main Entrance, between the entrance road and the large flag (just west of the long term parking lot). The Augusta Aviation Commission through the County Procurement Department issued a Request For Bids (RFB) for a Contractor to perform the tasks required by the design documents. As a result, two (2) compliant bids were received. Dalzelling Design Landscaping, Inc. - $184,009.50 (Low Bidder)Augusta Lawn and Turf, Inc. - $289,740.00 Analysis:In reviewing the bids, it was determined that Dalzelling Design Landscaping, Inc. was the lowest, responsible and responsive bidder . County Procurement has reviewed the information provided at the bid opening and found the information provided to be complete. Dalzelling Design Landscaping, Inc. has completed several similar airport projects on time and within budget. A contract has been drafted to include all terms and conditions of the scope of work to be performed by Dalzelling Design Landscaping, Inc. Financial Impact:The project, in an amount not to exceed $184,009.50, is being funded by Customer Facility Charges Alternatives:Deny request. Recommendation:Approve the selection of and contract with Dalzelling Design Landscaping, Inc. at a cost not to exceed $184,009.50 for miscellaneous landscaping improvements. Funds are Available in the Following Accounts: 551-08-1201/5412120 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission INVITATION TO BID Sealed bids will be received at this office on Friday, December 12, 2014 @ 11:00 a.m. for furnishing: Bid Item 14-227 Rental Car Concession and Lease Agreements Augusta Regional Airport at Bush Field Augusta, Georgia (the City), on behalf of the Augusta Aviation Commission (AAC), which operates Augusta Regional Airport at Bush Field (Airport), is currently seeking bids from experienced car rental concessionaires who meet the minimum qualifications set forth in this ITB. Bids shall be submitted at the offices of: Geri A. Sams Procurement Department 530 Greene Street - Room 600A Augusta, Georgia 30901 706-821-2422 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 530 Greene Street – Room 600A, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. A Pre Bid/Telephone Conference will be held on Wednesday, November 19, 2014 @ 3:00 p.m. in the Procurement Department, 530 Greene Street, Room 600A. The call-in telephone number for teleconferencing is 1-888-567-1602 (U.S. & Canada) and 862-255-5346 (International). Call one of the dial-in numbers at least five (5) minutes prior to the call. 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, November 21, 2014 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. Augusta-Richmond County, Georgia does not operate a DBE, MBE or WBE Program for City funded projects, as a Federal Court has entered an Order enjoining the Race-Based portion of Augusta’s DBE Program. Instead the City operates a Local Small Business Opportunity Program. However, for various projects utilizing the expenditure of State or Federal funds, or concessions, Augusta enforces DBE requirements and/or DBE goals set by the Federal and/or State Agencies in accordance with State and Federal laws. No Bid may be withdrawn for a period of ninety (90) days after time has been called on the date of opening. 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 the 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 places the bidder at the risk of receiving incomplete or inaccurate information upon which to base its qualifications. GERI A. SAMS, Procurement Director Augusta Chronicle October 30, November 6, 13, 2014 Metro Courier November 5, 2014 UNOFFICIAL VENDORS THE HERTZ CORPORATION (HERTZ) 3181 NORTH BAY VILLAGE BONIA SPRING, FL 34135 GSP TRANSPORTATION INC. (DOLLAR & THRIFTY) 2429 SOUTH HIGHWAY 14 GREER, SC 29650 AVIS BUDGET CAR RENTAL, LLC (BUDGET AND ZIPCAR) 6 SYLVAN WAY PARSIPPANY, NJ 07054 AVIS BUDGET CAR RENTAL, LLC (AVIS AND PAYLESS) 6 SYLVAN WAY PARSIPPANY, NJ 07054 ENTERPRISE LEASING COMPANY- SOUTHEAST LLC (ENTERPRISE RENT-A- CAR) 101 BUSINESS PARK BLVD. STE 1100 COLUMBIA, SC 29203 ENTERPRISE LEASING COMPANY- SOUTHEAST LLC (ALMO RENT A CAR AND NATIONAL CAR RENTAL) 101 BUSINESS PARK BLVD., STE 1100, COLUMBIA, SC 29203 Attachment B YES YES YES YES YES YES E-Verify #274550 610946 32855 32855 46068 46068 Addendums 1-5 YES YES YES YES YES YES SAVE Form YES YES YES YES YES YES Bid Bond YES YES YES YES YES YES Bid Price $1,235,000.00 $618,000.00 $951,459.00 $1,471,000.00 $751,000.00 $1,120,000.00 Total Number Specifications Mailed Out: 10 Total Number Specifications Download (Demandstar): 10 Total Electronic Notifications (Demandstar): 82 Mandatory Pre-proposal / Telephone Conference: 8 Total packages submitted: 6 Total Noncompliant: 0 Bid Opening Bid Item #14-227 Rental Car Concession and Lease Agreements Augusta Regional for Augusta, Georgia - Augusta Regional Airport Bush Field Bid Due: Tuesday, December 30, 2014 @ 11:00 a.m. ANNUAL MINIMUM GUARANTEE FOR THE 5-YEAR TERM: Page 1 of 1 qD Regional Airport (706)798-3236' (706) 798-1551 ' l50l AviationWay . Augusta,Georgia30906 . www.AugustaRegionatAirport.com March 5,2015 Ms. Geri Sams Director of Procurement Augusta Richmond County 530 Greene Street Augusta, GA 30901 RE: Letter of Recommendation - Thrifty/Dollar ITB Item #14-227 - Rental Car Concession & Lease Agreements Dear Ms. Sams: We received six (6) compliant responses to the invitation to bid on the six available Airport Rental Car Concessions (ITB #14-227). After reviewing the Minimum Annual Guarantees, Augusta Regional Airport recommends awarding one of the concessions to GSP Transportation d/b/a Thrifty Dollar. Thank you for your assistance in this process. The Augusta Aviation Commission approves this Concession Agreement. If you have any questions or require any additional information, please do not hesitate to contact me. Sincerely, Augusta Aviation Commission Augusta Regional Airport Roy A:illiams DirectorExecutive Phyllis Mills, Quality Assurance Analyst Nancy Williams, Procurement Bid Management Specialist Risa Bingham, CPA, Airport Finance Director C:'i5 &i*ft E ru {:.}*? Commission Meeting Agenda 4/21/2015 2:00 PM THRIFTY RENT A CAR CONCESSION AGREEMENT Department:Augusta Regional Airport Caption:Motion to approve the Thrifty Rent A Car Concession Agreement as approved by the Augusta Commission at their February 26, 2015 Meeting. Bid 14-227. (Approved by Public Services Committee April 14, 2015) Background:Historically, the airport has negotiated separate agreements with each rental car company. In 2014, Airport staff went out for bid on the car rental concessions to all companies at the same time. This is the first time that the Airport has ever put the rental car concessions out for bid. The Airport received six (6) bids in response to the Invitation to Bid. Bidders were required to provide a minimum annual guarantee for each year of the five (5) year contract with the high bidder having the opportunity to make the first selection as to terminal counter space and rental car ready return lot which is now being leased as blocks rather than individual spaces. Each of the remaining bidders was able to select their spaces according to their bids. The bid process will impact the Airport budget positively by increasing revenues by $118,515. Analysis:Thrifty provided a bid with a minimum annual guarantee (MAG) of $123,600 for each of the five (5) years. They elected to keep their current Thrifty counter and selected Block F in the rental car lot, with 19 ready return spaces. Financial Impact:The agreement with Thrifty will generate the following revenue streams for the airport: 1. MAG – $123,600 or 10% of gross revenues, whichever is greater 2. Counter Space Terminal Area – $782.00/month based on $39.10/sq. ft. on 240 sq. ft. 3. Ready Return Area – $1,140/month for 19 spaces or $60/space per month. Alternatives:Deny request. Recommendation:Approve request. Funds are Available in the Following Accounts: 551000000-3492503 551000000-3492504 551000000-3492508 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission & 15th Street Redevelopment Phase 1 (Age Restricted) Of the Cherry Tree Crossing Redevelopment A Main Street Neighborhood Augusta, Georgia Description of Proposed Project Submitted by WALTON COMMUNITIES, LLC 2181 Newmarket Parkway Marietta, GA 30067 & 15th Street Redevelopment Phase 1 A Main Street Neighborhood Augusta, Georgia Description of Proposed Project Overview 15th Street Redevelopment is a 30-acre mixed-use and master planned community developed and built by Walton Communities, LLC in association with the Augusta Housing Authority. The community will consist of multiple phases of both senior and family apartments. o 15th Street Redevelopment Phase 1 will include +/- 80 units The mission of the developer in the creation of 15th Street Redevelopment is to utilize the support of civic organizations, governmental authorities and residential neighbors in providing neighborhoods that matter in a mixed income and mixed tenure housing environment with first-class amenities in an aesthetically superior combination of land planning, architectural elements and landscaping. & 15th Street Redevelopment Phase 1 A Main Street Neighborhood Augusta, Georgia Description of Proposed Project General Description 15th Street Redevelopment Phase 1 will be developed, built and managed through the joint efforts of Walton Communities and the Augusta Housing Authority. This development will consist of +/- 80 one- and two-bedroom units displaying exceptional interior appointments with the highest quality elevations. The community will be developed and constructed with low-income tax credits allocated by the Georgia Department of Community Affairs. As such, the units serve moderate-income families earning 60% or less of the area median income. These income restrictions allow for maximum household incomes approximately ranging from $23,880 for a family of one to $27,300 for a family of two. In order to reach these potential residents, marketing efforts will reach out to senior centers, churches, work-force employment centers such as the call centers in the area, retail and service industries, local government employees, teachers and seniors. 15th Street Redevelopment Phase 1 will offer a laundry facility, a community room set aside for resident use and a covered porch as well as a pavilion and landscaped courtyard. Programs will also be available for adults; these activites will serve our senior adult residents by sponsoring programs such as the Fifty+ Club. These residents will enjoy cultural activities, field trips, and social functions throughout the year. Many residents will use these functions as their primary opportunity for social interaction. Floorplans at 15th Street Redevelopment Phase 1 will include spacious one and two- bedroom homes with a host of elegant interior features such as crown molding, 9-ft. ceilings, Whirlpool appliances with self-cleaning ovens, separate laundry rooms with pantry shelving and convenient raised vanities in the baths. Each home will be pre- wired for home office technology with high-speed internet and fax capabilities. & 15th Street Redevelopment Phase 1 A Main Street Neighborhood Augusta, Georgia Description of Proposed Project Programs and Services Additionally, the 15th Street Redevelopment Phase 1 will partner with local senior service providers to make available a number of services for seniors, including:  Continuing education  Transportation to facilitate access to social services/doctors/shopping  Information and senior counseling  Recreational activities  Grandparent mentoring programs  Preventive health care programs & health screening Partnering with local churches to provide further supportive services will further enhance the property services. & 15th Street Redevelopment Phase 1 A Main Street Neighborhood Augusta, Georgia Description of Proposed Project Architectural and Landscaping Architectural Design The project will be designed in an architectural style consistent with historic downtown Augusta, utilizing features which are present in neighboring properties. These include the use of brick and hardi exteriors, standing seam metal roof accents, and attractive decks and patios with enlarged columns. Construction materials will include hardi siding in a neutral palette, accented with brick and masonry. Tilt-out insulated aluminum windows will provide an attractive exterior appearance as well as excellent energy efficiency. All ground floor units will be handicap accessible and as such will be fitted with all appropriate handicap features as required by local and federal building codes. Several apartment units will be handicap adaptable and some will have features specifically designed for those with audio &/or visual impairments. Landscaping and Site Design Walton Communities places great emphasis on landscaping to provide lush streetscapes, mature trees and shrubs, colorful seasonal annual and perennial beds and impressive community entrances. 15th Street Redevelopment will continue this tradition by insuring that all planted areas contain landscape materials of high-quality and above-average size. All trees will be a minimum caliper size of 2” in diameter and shrubs shall have a minimum height of 24”. Ground covers shall be a minimum size of 1 gallon and placed a minimum of 18” on center. Areas of central focal point will include the amazingly preserved large caliper oaks on the site, sodded lawns, seasonal planting beds and attractive fencing. High-end entry signage will be comparable to other Walton communities. & 15th Street Redevelopment Phase 2 A Main Street Neighborhood Augusta, Georgia Description of Proposed Project Unit Mix Unit Mix for 15th Street Redevelopment Phase 1 Unit Mix Total Units Unit Size 1-BR/1-BA ±40 750 sq. ft. 2-BR/2-BA ±40 1050 sq. ft. & 15th Street Redevelopment Phase 1 A Main Street Neighborhood Augusta, Georgia Description of Proposed Project DCA Required Amenities Standard Site Amenities 1. Community Room 2. Covered Porch Located in a central area 3. On-site laundry with a minimum of 3 washers and 3 dryers 4. Washer / Dryer Hookups in each unit 5. Game room 6. Covered Pavilion with Picnic / Bar B Que Facilities Unit Amenities 1. HVAC Systems 2. Energy Star Refrigerators 3. Built in Energy Star Dishwasher 4. Stoves 5. Powder-based stovetop fire suppression canisters installed above the range cook top, or electronically controlled solid cover plates over stove top burners & 15th Street Redevelopment Phase 1 A Main Street Neighborhood Augusta, Georgia Description of Proposed Project Additional Amenities Additional Amenities Descriptions  Furnished library  Equipped Computer Center  Fully-equipped kitchens featuring Whirlpool electric range, dishwasher, refrigerator with icemaker, and disposal  Traditional oak cabinetry with generous counter space  Breakfast bar  Double bowl stainless steel kitchen sink with spray  Spacious walk-in closets with double rods for maximum efficiency  Roomy master bath with linen closet and dressing table  Ceiling fans  Six-panel doors and 9’ ceilings  Cable outlets in living room and all bedrooms  Energy-efficient double-pane windows  Computer desk with pre-wiring for home office technology and high-speed internet and fax capabilities 15th Street Development (Phase 1) Page 1 15th STREET DEVELOPMENT A RESOLUTION SUPPORTING AUGUSTA HOUSING AUTHORITY AND WALTON COMMUNITIES, LLC’S APPLICATION FOR LOW INCOME HOUSING TAX CREDITS FOR 15th STREET DEVELOPMENT, PHASE 1, LOCATED AT 1550 15th STREET, AUGUSTA, GA. WHEREAS, the Georgia State Department of Community Affairs serves a vital role in its efforts in assisting with the development of housing in the State of Georgia by:  Improving the living environment for residents of Georgia;  Revitalizing areas and contributing to the improvement of neighborhoods; and  Building sustainable communities; and WHEREAS, the Department of Community Affairs has established certain regulations whereby low-income housing tax credit applications, to be competitive, should receive a Resolution of Support by the governing authority or the pertinent municipality or county; and WHEREAS, the Augusta Housing Authority and Walton Communities, LLC are preparing to develop phase 1 of 15th Street Development consisting of affordable apartment communities at 1694 Hunter Street, Augusta, GA; and WHEREAS, the project will consist of multiple phases; including one phase of +/- 80 units for senior citizens; and WHEREAS, the project is a part of Augusta-Richmond County’s holistic “place based” strategic initiatives for rebuilding this portion of Augusta, including the former Cherry Tree Crossing neighborhood, being a severely stressed neighborhood; and WHEREAS, the project will be required to include areas within the project set aside as greenspace; and WHEREAS, the project is part of Augusta-Richmond County’s Community-Driven Housing Strategy; and WHEREAS, the project is designated as the highest affordable housing priority redevelopment in Augusta-Richmond County in the year 2015; and WHEREAS, the Board and Commissioners understands and supports this projects efforts in the development of phase 1 of 15th Street Development. NOW, THEREFORE BE IT RESOLVED: That the Board and Commissioners of Augusta Richmond County, Georgia, that this Resolution of Support is hereby adopted on behalf of Augusta Housing Authority and Walton Communities, LLC for property located at 1550 15th Street in Augusta Richmond County, effective the date set forth below. 15th Street Development (Phase 1) Page 2 15th Street Development (Phase 1) Resolution of Support April 14, 2015 ATTEST: AUGUSTA, GEORGIA By: __________________________________________ Hardie Davis, Jr. Mayor _________________________________ ___________________________________________ Lena J. Bonner Witness to Mayor’s Signature Clerk of Commission ________________________________ Witness to Clerk’s Signature CERTIFICATION I, Lena J. Bonner, Clerk of Commission, hereby certify that the above is a true and correct copy of a Resolution as adopted by said AUGUSTA-RICHMOND COUNTY COMMISSION in the meeting held on April 14, 2015. S E A L _____________________________________ Lena J. Bonner Clerk of Commission Commission Meeting Agenda 4/21/2015 2:00 PM 15th Street Redevelopment Phase 1 - Resolution of Support Requests Department:Housing & Community Development Caption:Motion to approve the resolution supporting the Augusta Housing Authority and Walton Communities, LLC’s application for low income housing tax credits to be named 15th Street Redevelopment – Phase 1. (Approved by Administrative Services Committee April 14, 2015) Background:15th Street Redevelopment Phase 1 will be developed, built and managed through the joint efforts of Walton Communities and the Augusta Housing Authority. This development will consist of +/- 80 one- and two-bedroom units displaying exceptional interior appointments with the highest quality elevations. The community will be developed and constructed with low-income tax credits allocated by the Georgia Department of Community Affairs. As such, the units serve moderate-income families earning 60% or less of the area median income. These income restrictions allow for maximum household incomes approximately ranging from $23,880 for a family of one to $27,300 for a family of two. In order to reach these potential residents, marketing efforts will reach out to senior centers, churches, work-force employment centers such as the call centers in the area, retail and service industries, local government employees, teachers and seniors. 15th Street Redevelopment Phase 1 will offer a laundry facility, a community room set aside for resident use and a covered porch as well as a pavilion and landscaped courtyard. Programs will also be available for adults; these activites will serve our senior adult residents by sponsoring programs such as the Fifty+ Club. These residents will enjoy cultural activities, field trips, and social functions throughout the year. Many residents will use these functions as their primary opportunity for social interaction. Floorplans at 15th Street Redevelopment Phase 1 will include spacious one and two-bedroom homes with a host of elegant interior features such as crown molding, 9-ft. ceilings, Whirlpool appliances with self-cleaning ovens, separate laundry rooms with pantry shelving and convenient raised vanities in the baths. Each home will be pre-wired for home office technology with high- speed internet and fax capabilities. Additionally, the 15th Street Redevelopment Phase 1 will partner with local senior service providers to make available a number of services for seniors, including: · Continuing education · Transportation to facilitate access to social services/doctors/shopping · Information and senior counseling · Recreational activities · Grandparent mentoring programs · Preventive health care programs & health screening Partnering with local churches to provide further supportive services will further enhance the property services. Analysis:15th Street Redevelopment is a 30-acre mixed-use and master planned community developed and built by Walton Communities, LLC in association with the Augusta Housing Authority. The community will consist of multiple phases of both senior and family apartments. o 15th Street Redevelopment Phase 1 will include +/- 80 units The mission of the developer in the creation of 15th Street Redevelopment is to utilize the support of civic organizations, governmental authorities and residential neighbors in providing neighborhoods that matter in a mixed income and mixed tenure housing environment with first-class amenities in an aesthetically superior combination of land planning, architectural elements and landscaping. Financial Impact:There is no financial commitment on the part of Augusta- Richmond County. However, it will assist Walton Communities, LLC and the Augusta Housing Authority if the City of Augusta (thru the Commission) chooses to back their proposed project. This will boost their application in hopes of receiving funding from other sources. Alternatives:Not Any. However, not backing the project could result in the possible denial of the applicant’s applications Recommendation:Given the success of Walton Oaks previous phases, we (Housing and Community Development Department) recommend that the City of Augusta (thru the Commission) back this project and approve the attached resolution. Funds are Available in the Following Accounts: Not Any. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda 4/21/2015 2:00 PM AHCDD's Citizens Advisory Committee -- By-Law Approval Department:Housing and Community Development Department (AHCDD) Caption:Motion to approve the Housing and Community Development Department's Citizens Advisory Committee By-Laws, as presented. (Approved by Administrative Services Committee April 15, 2015) Background:The U.S. Department of Housing and Urban Development (HUD) under authority to it by the Housing and Community Development Act of 1974, as amended, requires each jurisdiction (city, county, etc.) to adopt a ‘citizen participation plan' which must provide for and encourage citizens to participate in the development of the consolidated plan, any substantial amendments to the consolidated plan, and the performance report.” These requirements are to especially encourage low-and-moderate income citizen participation where Community Development Block Grants (CDBG) are employed or sought. Accordingly, low-and-moderate income citizens, non-profit organizations, relevant advocacy groups, and interested parties must be involved in the preparation of the Consolidated Plan (ConPlan) through the mechanisms set up in the Citizen Participation Plan (Citizen Plan). The ConPlan approach is a means to meet the requirements of the CDBG Program. The Citizen Plan requires, at a minimum, citizen input during three (3) stages of the ConPlan. a) The Proposed Plan (Con Plan), b) Substantial Amendments to the Proposed Plan (Con Plan), c) Performance Reports. Analysis:Proper protocal suggests that these bylaws be submitted to the Commission (for acceptance/approval) before the advisory committee commences with their first quarterly meeting April). It is during this April meeting that the bylaws will be discussed and reviewed (by the Committee) as the principal guide by which the advisory committee runs its overall affairs. Financial Impact:The Commission approved the reengagement of the Citizen Advisory Committee on February 17, 2015. This approval enables the advisory committee to act as a representative body for the citizens of Augusta, Georgia as they shall be provided the opportunity to review and comment on the Five Year Consolidated Plan, Annual Action Plan, and Citizenry comments where appropriate. However, the review and approval of these bylaws is necessary to set forth the guiding functions of the advisory committee. Alternatives:To use the By-Laws approved by the previous Commission on June 5, 2013. Recommendation:To approve the Housing and Community Development Department's Citizens Advisory Committee By-Laws, as presented. Funds are Available in the Following Accounts: Not Applicable REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda 4/21/2015 2:00 PM Economic Development for Augusta Department:Clerk of Commission Caption:Motion to approve the appointment of a sub-committee composed of Commissioners M. Williams, Guilfoyle, Davis, Hasan and Sias to discuss options for economic development in Augusta utilizing funding that may be currently available. (Approved by Administrative Services April 14, 2015) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: REPROGRAMMING OF CDBG FUNDS Amend 2014 Action Plan February 23, 2014 CDBG FUNDS - $280,000.00 FROM Amount (-) TO Amount (+) Uncommitted –HCD- FY2014 $180,000 EOA – Sibley Street - Permanent Housing Program 180,000.00 FY2014 HCD – Uncommitted $100,000 HCD Housing Rehabilitation Program 100,000.00 TOTAL $280,000.00 TOTAL $280,000.00 Commission Meeting Agenda 4/21/2015 2:00 PM Reprogramming Community Development Block Grant Funds Department:Housing and Community Development Caption:Motion to approve amending the 2014 Action Plan to re-program $280,000.00, and the revision to the Scope of Work in Community Development Block Grant (CDBG) funds. (Approved by Administrative Services Committee February 23, 2015) Background:Because certain funds were being forfeited and certain projects have unused funds, it has become necessary to reprogram these funds to facilitate their expenditure. We are proposing that funds be reprogrammed FROM the following projects: 1. 2014 CDBG Uncommitted Funds - $280,000.00 Justification: Certain projects/agencies forfeited funding and we need to reprogram to viable projects that will expend funding in a timelier manner. Staff is proposing the funds be reprogrammed To the following projects: For CDBG: 1. CSRA EOA (Housing & Family Development) - $180,000.00. Funds are being transferred to support the Sibley Street Permanent Housing Program to complete the project. The Augusta Housing and Community Development Department- AHCDD (c/o Augusta Richmond County Commission) via the Community Development Block Grant Program, proposes to provide the Economic Opportunity Authority (EOA) of the CSRA funding to complete the Sibley Street Project. This is a partnership project with the Georgia Department of Community Affairs (DCA) to assist the least of those in our community by increasing the Permanent Supportive Housing stock in Augusta, GA via its Neighborhood Stabilization Program funds. 2. Housing and Community Development Department (Housing Rehabilitation) - $100,000.00. Funds are being transferred to support additional Housing Rehabilitation Projects. Originally, the 2014 budget allowed for twenty-eight (28) houses to receive rehabilitation. These additional funds will allow approximately three (3) more houses to be rehabbed. According to the City’s Citizen Participation Policy, this increase in allocation constitutes a substantial change to the Action Plans. Therefore, the revisions must be presented to the public for a 30- day comment period. If comments are received, they will be presented to the Commission for consideration. We are requesting authorization to proceed with the publication of a public notice in the newspapers to solicit comments on the changes. The Public Notice will be published in the Augusta Chronicle February 24, 2015 and the Metro Courier February 26,2015. The deadline for comments will be March 25, 2015. Any comments received will be presented to Commission on April 7, 2015. Analysis:The additional funds will allow the department to fund and proceed with more projects. Financial Impact:More funds available for projects. Alternatives:Not funding the proposed activities. Recommendation:Accept the Housing and Community Department (HCD) recommendations for use of the additional funds and grant HCD authorization to proceed with the publication of a Public Notice soliciting citizen comments on the proposed changes to the 2014 Action Plan. On April 7, 2015, any comments received will be presented to Commission for consideration. Funds are Available in the Following Accounts: 2014 CDBG Uncommitted Funds - $280,000.00 REVIEWED AND APPROVED BY: Commission Meeting Agenda 4/21/2015 2:00 PM EEO Director Department:Clerk of Commission Caption:Reinstate the EEO Director. (Requested by Commissioner M. Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 4/21/2015 2:00 PM Fleet Management Towing Bid Department:Clerk of Commission Caption:Update on the Fleet Management Towing Bid. (Requested by Commissioner M. Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 4/21/2015 2:00 PM Fire Department Tractor Department:Clerk of Commission Caption:Motion to approve directing the Fire Chief to complete a dialogue for determining a location in Richmond County for a tractor that will be provided by the Georgia Forestry Service. (Approved by Public Safety Committee April 14, 2015) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 4/21/2015 2:00 PM Public Defender's Office Department:Clerk of Commission Caption:Motion to approve tasking the Administrator to coordinate with Ms. Mason from the Public Defender's Office to find a location and develop a proposal for the relocation of this office. (Approved by Public Safety Committee April 14, 2015) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 4/21/2015 2:00 PM Replacement of Obsolete Technology Equipment Department:Information Technology Caption:Motion to approve the replacement of obsolete technology equipment (desktops, laptops, servers, scanners and printers, etc.) that have reached their end of life cycle and purchase any required computer software upgrades. (Approved by Public Safety Committee April 14, 2015) Background:In an effort to provide the employees of Augusta Richmond County with current technology, the Information Technology Department (IT) schedules replacement of EOL (end of life) devices that, due to their age and capabilities, are not compatible with current standards and are unable to support the current software requirements. Information Technology has developed an IT Technology Replacement Plan that schedules the replacement of obsolete computers every 4 - 5 years and printers every 5-6 years, the normal life expectancy for the equipment. The replacement of desktops will consist of all computers that are not capable of operating the current software needs and the scheduled printers, laptops, servers, and scanners. Information Technology is also continuing with the standardization of current operating systems and Microsoft Office products throughout the organization. Therefore, required computer software upgrades may need to be purchased for the computers that are not scheduled for replacement. All technology equipment removed from production will be disposed of in accordance with technology disposal policy. Qualified equipment such as functional PC’s that meet a determined specification will be sold in the Employee Lottery, and all other functional equipment will be taken to Fleet for sale in the county auction process. All data will be erased from any device accordingly. Analysis:Currently there are over 2,700 desktops and laptops deployed throughout the city. The life expectancy of a computer is 4-5 years and the life expectancy of a laptop is 6 years. In some cases, these computers, servers and printers are incapable of processing the software required by today’s business environment. We have determined that some Hewlett Packard printer models over 7 years old are not capable of printing documents of acceptable quality. These items will be purchased from state contract (99999-SPD- T20120702-0003) and/or the required procurement process. Other options were reviewed for the most cost effective solution, to include leasing, and this was found to be the best cost solution. Financial Impact:The total estimated cost for the technology replacements is $502,000. Funds for these replacements are included in the Information Technology 2015 Capital Budget. Alternatives:Leave existing devices in place. However, this will increase the cost of replacements in future budgets and will affect other technology related implementations. Recommendation:Approve the replacement of obsolete technology equipment (laptops, computers, servers, printers, scanners, switches, routers, and other telecommunication devices) and purchase of any required computer software upgrades. Funds are Available in the Following Accounts: 272015410-5316220(desktops) 272015410-5316230(laptops) 272015410-5316260(printers) 272015410-5424210(servers) 272015410-5316250 (peripherals) 272015410-5424210 (servers) 272015410-5232111 (telephone-other) REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Probate Court Software Implementation Budget Summary Capital Cost Cost Item Cost Funded By Initial Installation / Implementation Fee 20,000.00$ IT Capital Import of Data from Existing System 3,200.00$ IT Capital Custom Programming for Case Numbering 2,250.00$ Export of Data from Existing System (work performed by Palmetto Microfilm)3,852.00$ IT Capital Total Capital 29,302.00$ Operating Cost (Starting Year 2) Cost Item Cost Funded By Annual Support 4,800.00$ IT Operating Total Annual Operating Cost 4,800.00$ Customer Initials & Date ___________ 1 CJT Software, Inc. License for Web-Based Application and Support Agreement This License for Web-Based Application and Support Agreement (this “Agreement”) is entered into as of the day of , 2015 (the “Effective Date”) between Augusta, Georgia, a political subdivision of the State of Georgia, with its place of business at 535 Telfair Street, Augusta, GA U.S.A., 30901 (“Customer”) and CJT Software, Inc., a Georgia corporation having its principal offices at 113 Mountain Brook Drive, Suite 200, Canton, Georgia 30115 (“CJT”). 1. DEFINITIONS In addition to capitalized terms later defined herein, the following capitalized terms shall have the following meanings: (a) “Customer” means the court or other entity which has accepted this Agreement and licensed the Application. (b) “Deliverables” means the Products and the Services (as those terms are defined below). (c) “Documentation” means the user documentation and any other operating, training, and reference manuals relating to the use of the Application, as supplied by CJT to Customer, including any modifications and derivative works thereof. (d) “Error” means a substantial reproducible failure of the Application to conform to the specifications set forth in the applicable end user Documentation. (e) “Error Correction” means either a modification or addition to, or deletion from the Application that, when made to such Application, establishes substantial conformity of such Application to the specifications therefore as set forth in the applicable end user Documentation, or a procedure or routine that, when observed in the regular operation of the Application, eliminates the practical adverse effect of such Error on Customer and is indicated by a change in the third digit of a version number, e.g. from 5.0.1 to 5.0.2. (f) “Attachment” means an attachment or addendum to this Agreement which has been designed for a specific purpose, approved through Augusta Procurement and Administrative procedures, and is signed by both parties and incorporated herein by this reference. (g) “Major Release” means a revision to the Application that is not separately marketed by CJT as indicated by a change in the first digit of a version number, e.g., from 4.0.0 to 5.0.0. (h) “Minor Release” means a revision to the Application which is not separately marketed by CJT as indicated by a change in the second digit, e.g., from 4.0.0 to 4.1.0. (i) “Products” means the Application, Documentation and any hardware purchased by Customer from CJT (the “Hardware”). (j) “Release” means either a Major Release or a Minor Release. (k) “Services” means the Support Services, Training Services, Integration Services, Additional Services (if any are ordered by Customer), and any other services provided by CJT to Customer pursuant to this Agreement or an Attachment. (l) “Application” means access to the CJT program with which this license is distributed as set forth on an Attachment. (m) “Users” means Customer’s employees who are permitted to use the Application as described in Section 2 below and as may be limited by an Attachment. 2. LICENSE OF APPLICATION 2.1. Subject to the terms and conditions of this Agreement, including, without limitation, the payment of any “License and Maintenance Fees” (as defined in Section 8) and any Customer Initials & Date ___________ 2 additional restrictions set forth on the applicable Attachment for the Application, CJT hereby grants to Customer a non-exclusive, non-transferable license during the “Initial Term” and any “Renewal Terms” (each defined in Section 11 below): (a) to use, and allow Users to use, the Application in executable code form only, with the number of copies designated on the Attachment, for Customer’s internal, in- house purposes only to access and process Customer’s data, which will be stored on CJT’s cloud server; (b) to use the Documentation as reasonably necessary for Customer’s internal use related to the Application license granted under subsection (a) above. 2.2 Customer is responsible for all use of Customer’s account and maintaining the confidentiality of all usernames, passwords and related information. Customer hereby covenants that Customer will not permit the sharing of usernames, passwords and account numbers and related information by Customer’s employees, agents, independent contractors, officers, managers, directors or other affiliated entities; provided, however, if a User leaves Customer’s employ or transfers to an unrelated position in Customer’s employ, Customer may designate a replacement User without charge. When selecting usernames, Customer shall select unique usernames and such usernames shall not be obscene, defamatory, harassing, offensive or malicious. 2.3. Customer agrees that any additional Application or services purchased by Customer that are not accompanied by a corresponding agreement at the time of purchase or access will be covered under the terms of this Agreement. 3. RESERVATION OF RIGHTS CJT reserves all rights not expressly granted herein. Customer and Users may use the Application and Documentation only to access and process Customer’s own data and may not: (i) use, or permit any third party to use, the Application or Documentation for time-sharing, rental, or service bureau purposes; (ii) copy, modify, sublicense, distribute, transfer, transmit or translate the Application or Documentation; or (iii) reverse engineer, decompile, disassemble or obtain possession of any source code or other technical material relating to the Application except only and to the extent otherwise permitted by applicable law. Customer shall not remove any proprietary notices on the Application and Documentation and shall affix all proprietary notices affixed to the original Application and Documentation delivered to Customer to all copies of the Application and Documentation permitted to be made hereunder. Customer shall take reasonable efforts to ensure that the Users adhere to the terms of this Agreement, including without limitation the terms of Sections 2, 3 and 12 hereof. Customer agrees to be responsible for any of Customer’s employee’s breach of the terms hereof. 4. INTEGRATION SERVICES If purchased by Customer and as set forth on an Attachment, CJT will provide a link to the Application to Customer and integrate and configure such Application at Customer’s location(s) (“Integration Services”). If Customer purchases Hardware from CJT, Integration Services may include installation of the Hardware, if set forth on the applicable Attachment. The date that CJT completes the foregoing Integration is referred to as the “Integration Date.” All other quoted Integration dates, including dates related to terms such as “Integration,” “completion of training” and “live,” if any, are estimates only and shall not constitute obligations of CJT. 5. TRAINING SERVICES If Customer has paid training fees associated with the Application as set forth on an Attachment (“Training Fees”), CJT shall provide the Training Services, for the number of days and designated Users, as set forth on the Attachment. Customer shall be solely responsible for all transportation, lodging, meals or any other expenses incurred by Customer’s Users attending such Training Services. Customer Initials & Date ___________ 3 6. SUPPORT SERVICES During the term of the Agreement, and subject to the terms and conditions hereof, CJT agrees to provide to Customer the following support services with respect to the Application (collectively, the "Support Services"): 6.1. CJT shall provide Customer technical assistance by telephone or on-line with the Integration and use of the Application, the identification of Application problems and the reporting of Errors. CJT will respond to phone calls from Support Contacts pursuant to the terms of Exhibit A attached hereto and made a part hereof by this reference. Customer shall designate no more than two (2) technical contacts to request and receive telephone or on- line support services from CJT as set forth below (“Support Contacts”). 6.2. CJT will use commercially reasonable efforts to correct all Errors. Upon delivery of an Error Correction, such Error Correction shall be considered to be a part of the Application. 6.3. CJT shall make available to Customer from time to time each Minor and Major Release of the Application that CJT makes generally available without additional charge to its customers. It is anticipated that Minor Releases will be done specifically for Error Corrections, with Major Releases to be done quarterly. 6.4. CJT shall not be responsible for: (a) correcting Errors resulting from misuse, negligence, revision, modification, or improper use by Customer or any other person or entity of the Application or any portion thereof; (b) Application or hardware other than the Application (or Hardware, to the extent Customer has purchased maintenance services for the Hardware specified in an Attachment); (c) failure by Customer to install mandatory Error Corrections or Releases provided to Customer by CJT from time to time; (d) Application (i) installed on any equipment other than that possessing the minimum requirements set forth in the Documentation or (ii) used with any Application not specified in the applicable end user Documentation. In the event CJT provides support for support claims by Customer arising from the foregoing, such services shall be billed to Customer as Additional Services (defined below) In no event shall CJT be liable for any direct, indirect, punitive, incidental, special or consequential damages arising out of or in any way connected with the use of this Application or with the delay or inability to use it (or any linked sites), or for any information, Application, products and services obtained through this Application, or otherwise arising out of the use of this Application, the Internet generally, the failure of Customer to properly network its computer systems access blockages caused by Customer’s own firewalls or on any other basis (whether based on contact, tort, strict liability or otherwise). 7. ADDITIONAL SERVICES Customer may request and CJT may provide, subject to CJT's agreement, the availability of CJT personnel and both parties’ execution of an Attachment, additional services related to the Application and Hardware that are not previously identified on an Attachment (the "Additional Services"). The Additional Services shall be charged to Customer at CJT's then current time and materials charges, together with the cost of any additional or replacement hardware or other components provided in connection with such Additional Services. All on-site support services provided by CJT are billed as Additional Services. 8. FEES, EXPENSES, AND PAYMENT 8.1. Customer shall pay to CJT the fees for the Application and Support Services (“License and Maintenance Fees”) in the amounts and in accordance with the Attachments. The initial month’s License and Maintenance Fees are payable beginning the 15th of the month following the Integration Date. The Integration fee, if applicable, is due and payable upon the Integration Date. Amounts due for each Renewal Term shall be invoiced and paid as set Customer Initials & Date ___________ 4 forth in Section 11. Should Customer add any additional Products or Services, Customer shall pay the amount set forth on the relevant Attachment. 8.2 Customer shall pay CJT the Training Fees (if Customer has purchased Training Services) and Integration Services in accordance with the invoices presented to Customer pursuant to an Attachment. 8.3 Customer shall reimburse CJT for all costs and expenses, including without limitation, reasonable travel expenses (including transportation and lodging) (“Expenses”) incurred in rendering on-site Services to Customer for any issues that are not the responsibility of CJT as set forth in the Agreement. 8.4 Customer agrees to pay all fees as set forth in an applicable Attachment presented to Customer for the Deliverables (the "Fees") and all Expenses. All such Fees and Expenses shall be paid within thirty (30) days after the date of any invoice issued pursuant to an Attachment. 8.5 All Fees and Expenses payable to CJT under this Agreement are net amounts to be received by CJT, exclusive of all sales taxes, value added taxes, assessments, and similar taxes and duties (collectively, the “Taxes”) and are not subject to offset or reduction because of any Taxes incurred by Customer or otherwise due as a result of this Agreement. Customer shall be responsible for and shall pay directly, any and all Taxes relating to the performance of this Agreement, provided that this paragraph shall not apply to taxes based solely on CJT’s income. 8.7 During the term of this Agreement, Customer grants CJT the right to enter Customer’s premises during business hours for the sole purpose of examining Customer’s records and other information relating to Customer’s use of the Application. If this examination reveals that Customer have improperly used the Application, such conduct shall be considered a material breach of this Agreement and CJT may choose to either terminate this Agreement or invoice Customer for such unauthorized use based upon CJT’s standard fees in effect at the time the examination is completed. Such access is subject to the approval of the Augusta IT Director and the Probate Judge and may be granted only with advance notice of at least three (3) business days and with explanation of reason why CJT believes that the software has been used improperly. 9. CUSTOMER’S OBLIGATIONS 9.1 Customer shall not load or operate any computer software on the computer that runs the Application if such software would conflict or interfere with the use or performance of the Application. CJT shall identify known software that conflicts or interferes with the performance of the application. 9.2 Customer shall be solely responsible for: (a) procuring all computer hardware, peripherals, device drivers, third party operating systems, and other third party Application which may be required to operate the Application, other than the Hardware; (b) the compatibility of Customer’s computer hardware, peripherals, device drivers, third party operating systems, and other third party Application with the Application and/or Hardware; (c) providing a safe and suitable location for Integration, use, and operation of the Application in accordance with any instructions that may be reasonably specified by CJT; (d) providing the local area network infrastructure, cabling, and all cabling services in preparation for the Integration of the Application and/or Hardware; (e) except to the extent provided by CJT as a part of Integration Services, all data entry and loading of Customer’s data. 9.3 Customer shall ensure that all Support Contacts and any of Customer’s employees who are responsible for the operating and managing the Application or any other activities related to Application have received CJT’s Training Services. In the event a Support Contact is appointed who is not trained by CJT Training Services, Customer agree to notify CJT in writing promptly thereof and purchase Training Services for such Support Contact. Customer Initials & Date ___________ 5 9.4 Customer shall provide to CJT broadband access to the Application such that CJT to complete the Support Services. Customer, at Customer’s expense, shall provide the necessary modem or other hardware and shall license and install such remote access Application reasonably specified by CJT for the purposes of providing such broadband access. Electronic access shall be subject to CJT acceptance of provisions in section 9.5.Upon the reasonable request of CJT, Customer shall provide CJT with access to all locations at which the Application is installed, Subject to justification as specified in Section 8.7. 9.5 Vendor Access Agreement: If the Vendor requires access to Customer’s network through electronic means, the Vendor will sign a Vendor Access Agreement with the Customer, verifying that the Vendor will respect the integrity of Customer’s network and security protocols. Access to Augusta’s network through the firewall will only be granted after said agreement has been signed. The Vendor Access Agreement is found as Exhibit B. 10. INDEMNIFICATION 10.1 CJT will indemnify, defend and hold harmless, to the extent allowed by Georgia law, Customer from and against any and all losses, costs, expenses (including attorneys’ fees and expenses), claims, liabilities, or damages of any kind incurred or suffered by Customer arising out of claims that the Application infringes a U.S. copyright or trade secret. The right of indemnification set forth in this Section only applies if the alleged infringement or misappropriation is not caused by or contributed to by (i) modifications to Application made by Customer or any other third party; (ii) third party Application, whether or not provided by CJT; (iii) the combination, operation or use of the Application with any software, equipment, data or other materials except those provided by CJT under this Agreement; (iv) use of Application: (A) with equipment other than that possessing the minimum requirements set forth in the Documentation. In the event of such a claim, CJT will have the option, in CJT's sole discretion, to: (i) replace the Application, (ii) modify the Application to make it non-infringing, or (iii) terminate the license to the Application and refund all license fees paid to CJT by Customer for same after deduction of an appropriate charge for depreciation based on use by Customer prior to such removal, and Customer shall have no other recourse against CJT. THIS SECTION 10.1 REPRESENTS CJT’S SOLE OBLIGATION AND CUSTOMER’S EXCLUSIVE REMEDY FOR ANY CLAIM OF INFRINGEMENT. 10.2 Customer agrees to indemnify and hold CJT harmless, to the extent allowed by law, from and against any and all losses, costs, expenses (including reasonable attorneys’ fees and expenses), claims, liabilities, or damages of any kind incurred or suffered by CJT which result from or arise out of any claim or liability arising as a result, in whole or in part, from (i) Customer’s or User’s violation of Sections 2, 3 or 12 of this Agreement; or (ii) Customer’s or User’s violation of any rule, regulation, requirement or law of any foreign, federal, state or local governmental authority. 10.3 The rights of a party under this Section 10 to be indemnified shall be subject to all of the following: (a) the indemnified party (the "Indemnitee") must notify the indemnifying party (the "Indemnitor") in writing promptly upon learning that such claim has been or may be asserted, (b) the Indemnitor shall have sole control over the defense of such claim and any negotiations for the settlement or compromise thereof, and (c) the Indemnitee shall provide reasonable assistance and cooperation to the Indemnitor to facilitate the settlement or defense of any such claim. 11. TERMS AND TERMINATION 11.1 Unless sooner terminated as provided in Section 11.2, (a) the term of this Agreement will commence on the Integration Date and continue in effect for an initial period of Customer Initials & Date ___________ 6 ____________ (____) months immediately thereafter (“Initial Term”), and (b) the term of this Agreement will automatically renew for additional successive terms of one (1) year (each a “Renewal Term”), unless either party provides written notice to the other party at least thirty (30) days prior to the end of the then-current term of its intent not to renew the term of this Agreement. After the Initial Term, CJT may adjust the License and Maintenance Fees for subsequent periods as a condition of the renewal of the term, with prior notice of not less than 90 days that an increase is forthcoming, with reasons listed pertaining to the reason for the increase. Any termination of this Agreement shall terminate the entire Agreement, including any Attachments attached to this Agreement. 11.2 Termination. This Agreement may be terminated at any time upon the giving of written notice: (i) By either party in the event the other party breaches any obligations under Section 12 hereof; (ii) By Customer in the event that CJT fails to commence remedying any default under this Agreement for a period continuing more than thirty (30) days after Customer has given CJT written notice specifying such default; (iii) By Customer without cause and without prejudice to any other right or remedy of CJT upon written notice to CJT or (iv) By CJT in the event that Customer: (a) defaults of any payment obligations or intentionally breaches Sections 2 or 3 of this Agreement; (b) fails to commence remedying any other default under this Agreement for a period continuing more than thirty (30) days after CJT has given Customer written notice specifying such default; or (c) makes an assignment for the benefit of creditors, or commence or have commenced against Customer any proceeding in bankruptcy, insolvency, or reorganization pursuant to bankruptcy laws or laws of debtor's moratorium. 11.3 Upon termination or expiration of this Agreement for any reason, (a) Customer shall immediately return to CJT all property of CJT or its suppliers, including, but not limited to, the Application and the “Proprietary Information” (as defined in Section 12) of CJT and (b) all rights and licenses granted by CJT hereunder to Customer shall immediately cease. CJT will likewise return Customer property and materials, including all data stored within CJT servers. CJT shall deliver Customer’s data within 15 business days of termination. 11.4 Upon termination or expiration of this Agreement, Sections 1, 3, 8, and 10-14 of this Agreement shall survive such termination or expiration. 11.5 In the event that the Customer terminates the agreement, CJT shall be paid for completed and acceptable work executed in accordance with the terms of the agreement prior to the effective date of termination, including fair and reasonable sums for overhead and profit on such work; 12. CONFIDENTIALITY 12.1 In the performance of this Agreement, either party may disclose to the other certain Proprietary Information. For the purposes of this Agreement, “Proprietary Information” means information that is of value to its owner and is treated as confidential. Proprietary Information includes, without limitation, all non-public information pertaining to the Application and the Deliverables. 12.2 Both parties acknowledge and agree that the Proprietary Information shall remain the sole and exclusive property of the disclosing party or a third party providing such information to the disclosing party. The receiving party agrees to hold the Proprietary Information disclosed by the other party in strictest confidence and not to, directly or indirectly, copy, use, reproduce, distribute, manufacture, duplicate, reveal, report, publish, disclose, cause to be Customer Initials & Date ___________ 7 disclosed, or otherwise transfer the Proprietary Information for any purpose whatsoever other than as expressly provided by this Agreement. The disclosure of the Proprietary Information does not confer upon the receiving party any license, interest, or rights of any kind in or to the Proprietary Information, except as expressly provided under this Agreement. Subject to the terms set forth herein, the receiving party shall not disclose the Proprietary Information to a third party without the written consent of the disclosing party and shall protect the Proprietary Information of the disclosing party with the same degree of protection and care the receiving party uses to protect its own Proprietary Information, but in no event less than reasonable care. Notwithstanding the foregoing, CJT may disclose this Agreement to its investors, proposed investors, and assignees or proposed assignees that are subject to confidentiality restrictions similar to the provisions set forth in this Section. 12.3 Nothing in this Section shall prohibit or limit the receiving party’s use of information if (i) at the time of disclosure hereunder, such information is generally available to the public; (ii) after disclosure hereunder such information becomes generally available to the public, except through breach of this Agreement by the receiving party; (iii) the receiving party can demonstrate such information was in its possession prior to the time of disclosure by the disclosing party; (iv) the information becomes available to the receiving party from a third party which is not legally prohibited from disclosing such information; (v) the receiving party can demonstrate the information was developed by or for it independently without the use of such information; (vi) it is Proprietary Information which, five (5) years after the term of this Agreement is not considered a “trade secret” under applicable law; or if such information is required to be disclosed under the Georgia Open Records Act, O.C.G.A. § 50-18-70 et seq. to the extent permitted by Georgia Law. If disclosure is required under applicable law or regulation, the receiving party shall notify the disclosing party.. 13. WARRANTY DISCLAIMER CJT AD ITS THIRD PARTY SUPPLIERS PROVIDE THE APPLICATIO AD THE SERVICES “AS IS.” EITHER CJT OR AY THIRD PARTY SUPPLIERS MAKE AY WARRATIES , REPRESETATIOS , CODITIOS , OR GUARATIES , WHETHER EXPRESS OR IMPLIED, ARISIG BY LAW , CUSTOM, ORAL OR WRITTE STATEMETS , OR OTHERWISE, ICLUDIG BUT OT LIMITED TO AY IMPLIED WARRATY O F MERCHATABILITY , FITESS FOR A PARTICULAR PURPOSE, OIFRIGEMET , OR OF ERROR FREE AD UITERRUPTED USE , ALL OF WHICH ARE HEREBY EXCLUDED AD DISCLAIMED I ALL RESPECTS . 14. LIMITATION OF LIABILITY 14.1 IN NO EVENT WILL CJT, ITS SUBSIDIARIES, ASSOCIATED COMPANIES, OR SUPPLIERS, BE LIABLE TO CUSTOMER OR ANY USERS UNDER THIS AGREEMENT OR OTHERWISE, REGARDLESS OF THE FORM OF CLAIM OR ACTION, IN AN AMOUNT THAT EXCEEDS THE TOTAL FEES RECEIVED BY CJT UNDER THIS AGREEMENT DURING THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT WHICH GAVE RISE TO SUCH CLAIM. 14.2 IN NO EVENT WILL CJT, ITS SUBSIDIARIES, ASSOCIATED COMPANIES, OR SUPPLIERS, BE LIABLE TO CUSTOMER OR ANY USERS FOR SPECIAL, CONSEQUENTIAL, EXEMPLARY, INCIDENTAL, OR INDIRECT DAMAGES OR COSTS (INCLUDING LEGAL FEES AND EXPENSES) OR LOSS OF GOODWILL OR PROFIT IN CONNECTION WITH THE SUPPLY, USE OR PERFORMANCE OF OR INABILITY TO USE THE DELIVERABLES OR IN CONNECTION WITH ANY CLAIM ARISING FROM THIS AGREEMENT OR THE USE OF THE DELIVERABLES, REGARDLESS OF THE FORM OF CLAIM OR ACTION, EVEN IF CJT, ITS SUBSIDIARIES, ASSOCIATED COMPANIES, OR SUPPLIERS, HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES OR COSTS. 14.3 Without limiting the foregoing, Customer agrees that neither CJT nor any of its officers, directors, agents, or employees shall have any liability for errors or omissions in the output of the Application whether such errors or omissions are caused by errors or inaccuracies in the conversion of data as inputs to the Application, in the transmission of such data, or in the display of such data, or otherwise. Customer Initials & Date ___________ 8 14.4 Customer acknowledges and agrees that the allocation of risks provided in this Agreement are reflected in the Fees and other charges provided hereunder and are reasonable and appropriate under the circumstances and that CJT cannot control the manner in which and the purpose for which Customer shall use the Application. 14.5 Without limiting the materiality of any other term, Customer acknowledges that each provision in this Agreement providing for the protection of CJT's copyrights, Proprietary Information and other proprietary rights is material to this Agreement. Customer agrees that any threatened or actual breach of CJT's copyrights, Proprietary Information or other proprietary rights by Customer shall constitute immediate, irreparable harm to CJT for which monetary damages is an inadequate remedy and for which equitable remedies may be awarded by a court of competent jurisdiction without requiring CJT to post any bond or any other security. Nothing contained herein shall limit either party's right to any remedies at law, including the recovery of damages for breach of this Agreement. 14.6 Customer will strictly comply with all applicable laws and regulations relating in any way to the use of the Deliverables, including, but not limited to, obtaining licenses or permits and any other government approval. 14.7 Governing Law and Venue: This Agreement shall be governed by and construed in accordance with the laws of the State of Georgia without regard to its rules governing conflicts of law. All claims, disputes and other matters in question between Customer and CJT arising out of or relating to this Agreement, or the breach thereof, shall be decided in the Superior Court of Richmond County, Georgia. CJT, by executing this Agreement, specifically consents to jurisdiction and venue in Richmond County and waives any right to contest the jurisdiction and venue in the Superior Court of Richmond County, Georgia. This Agreement and its Attachments shall constitute the entire Agreement between the parties hereto and supersedes and replaces any and all prior written and oral agreements and/or understandings between the parties. This Agreement may not be amended, modified, supplemented, or deviated from except by a writing executed by an authorized employee of Customer and CJT. In the event of a conflict between the terms of this Agreement, an Attachment or an invoice, the terms of this Agreement shall control over the Attachment or invoice. Nothing in this Agreement shall be deemed to constitute a partnership between the parties or be deemed to constitute one party as agent of the other. Neither party shall be liable hereunder by reason of any failure or delay in the performance of its obligations hereunder (except for the payment of money) on account of strikes, shortages, riots, insurrection, fires, flood, storm, explosions, acts of God, war, governmental action, labor conditions, earthquakes, material shortages or any other cause which is beyond the reasonable control of such party. In any such event the Agreement Price an Schedule shall be equitably adjusted. Neither this Agreement, nor the obligations or rights of Customer, may be transferred or assigned by Customer without the prior written consent of CJT, not to be unreasonably withheld. CJT may assign this Agreement, provided that justification can be provided to Customer regarding the necessity for the assignment, and if CJT can demonstrate that there shall be no interruption or disruption or services described with this agreement. This Agreement shall inure to the benefit of and be binding upon the permitted successors, legal representatives and assigns of the parties hereto. A waiver by either party of any breach shall not be construed to be a waiver of any other breach. All communications between the parties which are required or permitted to be in writing shall be sent by hand delivery with receipt obtained, by recognized courier, properly prepaid, or certified mail, return receipt requested, and sent to the CJT at 113 Mountain Brook Drive, Suite 200, Canton, Georgia 30115 and to Customer at the Augusta, Georgia Attn: Information Technology Department 535 Telfair Street, Building 200, Augusta, GA 30901. All such communications shall be deemed received by the other party upon actual delivery or refusal. By written communication, either party may designate a different address for purposes hereof. If any provision hereof is declared invalid by a court of competent jurisdiction, such provision shall be ineffective only to the extent of such invalidity, so that the remainder of that provision and all remaining provisions of this Agreement will continue Customer Initials & Date ___________ 9 in full force and effect. Should any provision of this Agreement require judicial interpretation, the parties agree that the court interpreting or construing the same shall not apply a presumption that this Agreement shall be more strictly construed against one party than the other. This Agreement may be executed in two or more counterparts, each of which shall be deemed an original and all of which together shall constitute one instrument. The parties may sign this Agreement and deliver the signature pages via facsimile or electronic transmission (with the originals to follow) or otherwise in accordance with this Section 14.7 of this Agreement. The following applies to all acquisitions of the Deliverables by or for the U.S. government or by any prime contractor or subcontractor under any contract, grant or other activity with the U.S. government. 15. AUGUSTA, GEORGIA SPECIFIC CONTRACT PROVISIONS 15.1 Incorporation of Exhibits/Appendices. All The Exhibits, Addenda, Responsive Proposals, Attachments, Insurance Certificates, Performance Bonds, Fee Schedules, “Exhibits”, including the original project Request for Proposals (Augusta RFP 14-191) constitute a material part hereof, and are hereby incorporated into the Agreement by reference as though fully set forth herein. The terms “Appendix”, “Attachment”, “Exhibit”, and “Schedule” shall be synonymous for purposes of this agreement. 15.2 Georgia Open Records Act: CJT acknowledges that this Agreement and certain documentation may be subject to the Georgia Open Records Act (OCGA § 50-18-70, et seq.). CJT shall cooperate fully in responding to such requests and shall make all records, not exempt, available for inspection and copying as required by law. CJT shall clearly mark any information provided to Augusta which CJT contends is Proprietary Information. CJT shall notify Augusta immediately of any Open Records request arising out of this Agreement and shall provide to Augusta a copy of any response to the same. 15.3 Time of Performance: CJT shall use commercially reasonable efforts to complete the services covered under and pursuant to this Agreement as directed by Augusta's Project Administrator by the date of project completion as described in Exhibit C Project Schedule, (“the Completion Date”), unless earlier terminated as provided herein, or as may be modified by mutual written agreement. CJT shall perform the Services expeditiously, within the term of this Agreement, and in accordance with any schedule of services mutually acceptable to the Parties. Delays in implementation which are not results of actions or inaction on the part of the Customer will be subject to a Penalty in accordance with Section 15.16 of this Agreement 15.4 Temporary suspension or delay of performance of contract: To the extent that it does not alter the scope of this agreement, Augusta, GA may unilaterally order a temporary stopping of the work, or delaying of the work to be performed by CJT under this agreement. 15.5 Defective Pricing: To the extent that the pricing provided by CJT is erroneous and defective, the parties may, by agreement, correct pricing errors to reflect the intent of the parties. 15.6 Independent Contractor: The Services shall be performed by CJT or under its supervision. CJT shall determine the means, methods and details of performing the Services subject to the requirements of this Agreement. CJT represents that it possesses the professional and technical personnel required to perform the Services. Augusta retains CJT on an independent contractor basis and not as an employee of the City. CJT retains the right to perform similar or different services for others during the term of this Agreement. The personnel performing the Services on behalf of CJT shall at all times be under CJT's exclusive direction and control. CJT shall pay all expenses, including, without limitation, all wages, salaries, fringe benefit contributions, payroll taxes, withholding taxes, other taxes or levies and all other amounts due such personnel for the Services or due others as a result of the performance by such personnel of the Services. CJT shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to, all Customer Initials & Date ___________ 10 reports for social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance. 15.7 Hold Harmless: Except as otherwise provided in this agreement, CJT shall indemnify and hold harmless Augusta, GA, and its employees and agents from and against all liabilities, claims, suits, demands, damages, losses, and expenses, including attorneys’ fees, arising out of or resulting from the performance of its Work. . 15.8 Prohibition Against Contingent Fees: CJT warrants that no person or selling agency has been employed or retained to solicit or secure this Agreement upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies maintained by CJT for the purpose of securing business and that CJT has not received any non-CITY fee related to this Agreement without the prior written consent of Augusta, Georgia. For breach or violation of this warranty, Augusta shall have the right to annul this Agreement without liability or at its discretion to deduct from the Agreement Price of consideration the full amount of such commission, percentage, brokerage or contingent fee. 15.9 Insurance Requirements: CJT, at all times that this Agreement is in effect, shall cause to be maintained in force and effect an insurance policy(s) that will ensure and indemnify Augusta against liability or financial loss resulting from injuries occurring to persons or property or occurring as a result of any negligent error, act, or omission of CJT in performance of the work during the term of this Agreement. 15.10 CJT shall provide, at all times that this agreement is in effect, Worker's Compensation insurance in accordance with the laws of the State of Georgia. 15.11 Georgia Prompt Pay Act Not Applicable: The terms of this agreement supersede any and all provisions of the Georgia Prompt Pay Act. 15.12 Change Order Acknowledgment: “Contractor acknowledges that this contract and any changes to it by amendment, modification, change order or other similar document may have required or may require the legislative authorization of the Board of Commissioners and approval of the Mayor. Under Georgia law, Contractor is deemed to possess knowledge concerning Augusta, Georgia's ability to assume contractual obligations and the consequences of Contractor's provision of goods or services to Augusta, Georgia under an unauthorized contract, amendment, modification, change order or other similar document, including the possibility that the Contractor may be precluded from recovering payment for such unauthorized goods or services. Accordingly, Contractor agrees that if it provides goods or services to Augusta, Georgia under a contract that has not received proper legislative authorization or if the Contractor provides goods or services to Augusta, Georgia in excess of the any contractually authorized goods or services, as required by Augusta, Georgia's Charter and Code, Augusta, Georgia may withhold payment for any unauthorized goods or services provided by Contractor. Contractor assumes all risk of non-payment for the provision of any unauthorized goods or services to Augusta, Georgia, and it waives all claims to payment or to other remedies for the provision of any unauthorized goods or services to Augusta, Georgia, however characterized, including, without limitation, all remedies at law or equity." This acknowledgement shall be a mandatory provision in all Augusta, Georgia contracts for goods and services, except revenue producing contracts. 15.13 E-Verify Requirements: All contractors and subcontractors entering into contracts with Augusta, Georgia for the physical performance of services shall be required to execute an Affidavit verifying its compliance with OCGA § 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with Augusta, Georgia has registered with and is participating in a federal work authorization program. All contractors and subcontractors must provide their E-Verify number and must be in compliance with the electronic verification of work authorized programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 Customer Initials & Date ___________ 11 (IRCA), P.L. 99-603, in accordance with the applicability provisions and deadlines established in OCGA § 13-10-91 and shall continue to use the federal authorization program throughout the contract term. All contractors shall further agree that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to its contract with Augusta, Georgia the contractor will secure from such subcontractor(s) each subcontractor’s E-Verify number as evidence of verification of compliance with OCGA § 13-10-91 on the subcontractor affidavit provided in Rule 300-10- 01-.08 or a substantially similar form. All contractors shall further agree to maintain records of such compliance and provide a copy of each such verification to Augusta, Georgia at the time the subcontractor(s) is retained to perform such physical services. 15.14 Right to Inspect Premises: Augusta, Georgia may, at reasonable times, inspect the part of the plant, place of business, or work site of CJT or any subcontractor of CJT or subunit thereof which is pertinent to the performance of any contract awarded or to be awarded by Augusta, Georgia. 15.15 Local Small Business Language: In accordance with Chapter 10B of the Augusta, GA. Code, Contractor expressly agrees to collect and maintain all records necessary to for Augusta, Georgia to evaluate the effectiveness of its Local Small Business Opportunity Program and to make such records available to Augusta, Georgia. The requirements of the Local Small Business Opportunity Program can be found at www.augustaga.gov. In accordance with Augusta, GA. Code § 1-10-129(d)(7), for all contracts where a local small business goal has been established, the contractor is required to provide local small business utilization reports. Contractor shall report to Augusta, Georgia the total dollars paid to each local small business on each contract, and shall provide such payment affidavits, regarding payment to subcontractors as may be requested by Augusta, Georgia. Such documents shall be in the format specified by the Director of minority and small business opportunities, and shall be submitted at such times as required by Augusta, Georgia. Failure to provide such reports within the time period specified by Augusta, Georgia shall entitle Augusta, Georgia to exercise any of the remedies set forth, including but not limited to, withholding payment from the contractor and/or collecting liquidated damages. 15.16 Liquidated Damages: CJT agrees to pay as liquidated damages to the Customer the sum of $100 for each consecutive calendar day after the mutually agreed upon Implementation Date except for authorized extensions of time by the Customer. The parties agree that these provisions for liquidated damages are not intended to operate as penalties for Breach of Contract. The liquidated damages set forth above are not intended to compensate the Customer for any damages other than inconvenience and loss of use or delay in services. The existence or recovery of such liquidated damages shall not preclude the Customer from recovering other damages in addition to the payments made hereunder which the Customer can document as being attributable to the documented CJT failures. In addition to other costs that may be recouped, the Customer may include costs of personnel and assets used to coordinate, inspect, and re-inspect items within this Contract as well as attorney fees if applicable. Customer Initials & Date ___________ 12 IN WITNESS WHEREOF, the parties hereto have caused this Agreement and if applicable, Exhibits A & B to be executed by their respective representatives as of the dates set forth below: CJT SOFTWARE, INC. AUGUSTA, GEORGIA By: ________________________ By: ________________________________ Name:______________________ Name: __Hardie Davis, Jr. ______________ Title: ________________________ Title: _Mayor________________________ Date: ________________________ Date: ______________________________ Integration Date: ______________ Attest: ____________________________ Attest Name: __Lena Bonner___________ Attest Title: ___Clerk of Commission____ Attest Date: ________________________ Customer Initials & Date ___________ 13 EXHIBIT A PRICING INFORMATION: Additional Products/Services/Options to be provided include: · Development of Individual Case Counter for Estates, Guardianship of Adult, Guardianship of a minor, Involuntary Hospitalization, Other Actions and Miscellaneous. In addition, CJT will create two new categories specific to Richmond County, called Deputy Oaths and Marshall Oaths. Each of these categories will also have an individual 'counter'. These modifications permit the court to set up case numbering formats which match the court's current numbering format. Estimated Hours of Programming Time: 30 Hours = $2,250. · Development of Condemnations Module which will permit an index / case counts and image attachments. Developed at No Charge Customer Initials & Date ___________ 14 EXHIBIT A CONTINUED Maintenance fee to be invoiced monthly per Citation or by a flat monthly rate. Per Citation Rate: ________ Flat Monthly Rate: $ Annual Rate: $ 4,800.00 Due annually on anniversary date beginning 2nd year. Anniversary Date: ______________ Initial Integration and Training Fees, if applicable, are included in Integration Fee of $20,000.00 (non-refundable) payable by mutually agreed upon 25%/25%/50% payment schedule. Standard Initial Integration and Training provided during the week of Integration (5 days). Additional training sessions maybe scheduled onsite for $50.00 per hour (minimum of 2 hours). Additional Customization (outside of required updates and or mandated changes necessitated by changes in state law) of documents and or reports is available on a per case basis with cost determined by job size and complexity. Project rate is $75.00 per hour with a minimum billable rate of 2 hours. Data Conversion shall be performed for Customer’s database and imagery information for the one-time cost of $3,200. This cost includes pre-conversion research, any programming necessary to convert data and imagery, a test conversion (to be validated by the Customer) and a final conversion prior to the Go-Live. Customer shall provide data as soon as practicable after execution of contract, and shall provide a final set prior to Go-Live, at which time CJT may invoice for conversion. Customer Initials & Date ___________ 15 EXHIBIT A CONTINUED Support Services Contact Information: Help Desk/Tech. Support: 1-877-262-7405 Toll Free Office: 1-800-205-6943 Office Direct Dial: 1-770-720-9833 Fax: 1-770-720-9836 You may also use the request support icon located on the main menu of your program. Customer Support Contacts: Please list the email address and phone number of your designated individual/individuals below: General Contact Information: Joy Daniels – Chief Clerk, jdaniels@augustaga.gov 706 821-2440 Program Issues/Support Contact: Jonathan English, English@augustaga.gov 706-821-2526 DDS Transmissions: Lacey Grantham – Deputy Chief Clerk, lgrantham@augustaga.gov 706-821-2439 Other: Vanessa Wingfield Admin Asst. II, vwingfield@augustaga.gov 706-821-2434 Minimum System Requirements The following are the minimum system requirements recommended by CJT. The minimum requirements must be met before Integration of your program(s). Failure to meet Integration requirements by your scheduled Integration date could result in the delay of Integration and or reduced functionality of the program. · Windows 7 Professional or better · 4GB of RAM minimum unless *Windows 7 or 8 – 6 GB RAM minimum · 100 GB hard drive · Integrated 10/100/1000 Ethernet · 19 inch monitor · High Speed Internet Connection · Installation of Designated Remote Access Program of CJT’s Choice* *Currently CJT utilizes eBlvd Support which is included in the cost of all maintenance/support plans. If a different method of remote access is deemed necessary by the customer, the customer shall be responsible for any additional access charges and or any additional Application requirement purchases, whether made by CJT or customer, to allow remote access for CJT support technicians. Customer Initials & Date ___________ 16 EXHIBIT A CONTINUED Support Services Response Time: CJT’s required response times and resolution will vary on the severity of the problem faced by the Customer and the time of day in which Customer’s problem occurs. CJT’s hours of operation are Monday through Friday 8:00 a.m. – 5:00 p.m. except stated holidays. CJT’s required response times are as follows: Priority Code The client Impact Initial Contact with Support Contact Level 1 Business Halted Immediate: 8:00 a.m. – 5:00 p.m. M-F Submit via eblvd and/or support hotline at 1-877-262-7405 Level 2 Business Impacted Within one hour of submission: 8:00 a.m. – 5:00 p.m. M-F Submit via eblvd and/or support hotline at 1-877-262-7405 Level 3 Non-Critical/Request Within 24 – 48 hours depending upon request. Initial follow-up/notice of receipt will be within one hour of submission. 8:00 a.m. – 5:00 p.m. M-F Submit via eblvd and/or support hotline at 1-877-262-7405 Explanation of Priority Codes: Level 1: Business Halted: a problem with the Hardware or Application which prevents Customer’s ability to complete critical business functions. In these cases, troubleshooting is done over the phone or on-line with a Support Contact. Examples: Application system is down Hardware is not responding (if applicable) Server not operating (if applicable) Database corrupted Remote Devices, POS terminals or workstations not operating (if applicable) Error message(s) on server, manager’s machine or POS terminals which reflect an Error which will halt Customer’s business (if applicable) Level 2: Business Impacted: non-critical issues or questions that affects a person or group at Customer’s site. A work-around has been identified so the person or group can use the system to perform their job. Troubleshooting is done over the phone or on-line. Examples: Reports get error message Level 3: Non-Critical/Request: issues or questions that need a response, but time are not time critical. Requesting information/action that is not urgent. Customer Initials & Date ___________ 17 EXHIBIT A CONTINUED Information Technology Department Contact Information If Applicable IT Department Support? Yes ( X ) No ( ) IT Department Phone umber: 706-821-2522 IT Department Fax umber: 706-821-2530 IT Department Email: English@augustaga.gov (Jonathan English, Criminal Justice Project Manager) Court Information Court ame: Richmond County Probate Court Court Phone umber: 706-821-2434 Court Fax umber: 706-821-2442 Physical Address: 735 James Brown Blvd, Suite 1000 Augusta, GA 30901 Mailing Address: 735 James Brown Blvd, Suite 1000 Augusta, GA 30901 Billing Address: 535 Telfair Street, Bldg 200 ATTN: IT Director Judge ame: Harry B. James Email: Phone umber: 706-821-2434 General Contact Information Main Contact Person ame: Joy Daniels, Chief Clerk Email: jdaniels@augustaga.gov Phone umber: 706-821-2440 Clerk 1 Contact Information Clerk Contact Information: Lacey Grantham – Deputy Chief Clerk Email: lgrantham@augustaga.gov Phone umber: 706-821-2439 Clerk 2 Contact Information Please use reverse side for additional clerks Clerk Contact Information: Email: Phone umber: Transmission Clerk Clerk Contact Information: Email: Phone umber: Customer Initials & Date ___________ 18 EXHIBIT B VENDOR REMOTE ACCESS AGREEMENT Vendor Remote Network Access Policy and Procedures Purpose The purpose of this policy is to ensure that a secure method of connectivity is provided between Augusta and the vendor and to provide guidelines for the use of the network and computing resources associated with the remote connectivity in order to ensure the safety, integrity, and operability of Augusta Information Systems. Scope This policy applies to all Augusta systems, application and/or servers/devices requiring support by external vendors on behalf of Augusta. Definitions A Virtual Private Network (VPN) provides a secure network connection over the Internet between an individual and a private network (164 bit encryption). By utilizing the public Internet for data transport, VPN provides a low cost solution to remote access or connectivity. Policy A. Vendor Remote Access Request and Approvals All requests for remote access for vendors must be made in advance through the Project Leader responsible for the vendor. It is the Project Leader’s responsibility to ensure that the vendor has provided all of the required information in the proper format. All vendor remote access requests must first have the Deputy Director of the Business Application Services signature for approval as well as the Director of Information Technology. As part of the request and approval process, the technical and administrative contact within the vendor’s organization or someone at a higher level within the company will be required to read and sign the VPN Access policy form and any additional documents, such as the Augusta Non-Disclosure Agreement. Once Vendor Remote Access has been approved, it is valid until changes in this policy or technology make it necessary, in Augusta’s estimation, to require a new form to be filed. Remote Access will only be available to Vendors that have signed Annual Support and Maintenance Contracts with Augusta. B. Connectivity The vendor will be required to use one of two methods to connect to computers within Augusta’s network. 1. Remote Control Method A. The vendor may use commercially-available remote control software in order to connect to computers within Augusta’s network. Software used for this purpose must be approved in advance by Augusta IT. B. The vendor may connect to a computer only with the foreknowledge of IT and the end user. C. The vendor shall not install or modify software on the computer to which they are connected without the express permission of a member of IT. D. While the vendor is connected to the computer, there must be an end user or member of Augusta IT present in order to observe the vendor’s activities. E. Upon completion of the work that necessitated the connection session, the vendor shall disconnect from Augusta’s network. Future connections shall require permission and supervision as described above. 2. VPN Method A. The vendor may use to use Cisco’s VPN client. B. The vendor will be given a unique user ID and password to authenticate the VPN access. The password may be subject to regular changes. C. Only one person may be connected to the VPN at any given time. D. Access will be restricted to only the servers located in IT that were approved for the vendor. E. Access will be restricted to only the ports necessary for connectivity. Customer Initials & Date ___________ 19 F. Access will not be open 24/7. The vendor must request access every time it is necessary and only during business hours of 8:30am – 5:00pm EST. Access outside of these hours may be requested but will need additional approval and will be handled on a case by case situation. C. Vendor Request Process 1. The vendor will contact the Project Leader to request access. 2. The Project Leader is responsible for logging the request for access and justification in the change control log. For supervised remote control sessions, the Project Leader may proceed from this point and omit steps 3-4. 3. The Project Leader will document reason for access and email Firewall Administrators to have the VPN opened. 4. A firewall administrator will open the VPN and reply to the Project Leader’s email notifying them it has been opened. 5. Once the vendor has completed their work and the application has been tested, they will notify the Project Leader that the work is complete. D. etwork Security 1. Vendor will allow only the vendor’s employees approved in advance by Augusta to access the network connection. Vendor shall be solely responsible for ensuring that Authorized Vendor Employees are not security risks, and upon Augusta’s request, Vendor will provide Augusta with any information reasonably necessary for Augusta to evaluate security issues relating to any Authorized Vendor Employee. 2. Vendor will promptly notify Augusta whenever any Authorized Vendor Employee leaves the Vendor’s employ or no longer requires access to the Network Connection. 3. Each party will be solely responsible for the selection, implementation and maintenance of security procedures and policies that are sufficient to ensure that (a) such party’s use of the Network Connection is secure and is used only for authorized purposes, and (b) such party’s business records and data are protected against improper access, use, loss, alteration or destruction. 4. Vendor shall notify Augusta in writing promptly upon a change in the user base for the work performed over the Network Connection or whenever in vendor’s opinion a change in the connection and/or functional requirements of the Network Connection is necessary. E. Protection of Augusta Private Information and Resources The Augusta network support group responsible for the installation and configuration of a specific vendor connection must ensure that all possible measures have been taken to protect the integrity and privacy of Augusta confidential information. At no time should Augusta rely on access/authorization control mechanisms at the vendor’s site to protect or prohibit access to Augusta confidential information. Augusta shall not have any responsibility for ensuring the protection of vendor information. The vendor shall be entirely responsible for providing the appropriate security measures to ensure protection of their private internal network and information. F. Audit and Review of Vendor etwork Connections All aspects of the vendor network connections up to, but not including Augusta firewall, will be monitored by the appropriate IT staff. Where possible automated tools will be used to audit tasks. Monthly reports should be generated on the authentication database showing the specific login entries. All vendor network connections will be reviewed on a quarterly basis and information regarding specific vendor network connection will be updated as necessary. Obsolete vendor network connections will be terminated following confirmation with the Project Leader that the connection is indeed obsolete. G. Augusta IT Security Augusta IT Security has the responsibility for maintaining related policies and standards. IT Security will also provide advice and assistance regarding judgment calls, and will facilitate information gathering in order to make a correct decision. H. Enforcement Any vendor found in violation of this policy will be subject to, but not limited to, loss of VPN privileges and other action up to and including dissolution of contract and/or legal action if Augusta systems are compromised. Customer Initials & Date ___________ 20 EXHIBIT C: TENTATIVE PROJECT SCHEDULE All dates are tentative based upon various considerations including but not limited to length of contract negotiations, contract approval, availability of resources, training schedules, etc. Actual dates are to be mutually agreed upon by CJT and Augusta. Event Projected Completion Date* Status Selection of Vendor COMPLETE Contract Negotiation IN PROGRESS Approval of Contract by City Attorney 1st Quarter 2015 Administration / Commission Approval 2nd Quarter 2015 Contract Signing 2nd Quarter 2015 Initial Billing for Software Licenses (25% of Software & Services) 2nd Quarter 2015 Billable upon contract signing Implementation (Go Live) 2nd Quarter 2015 Tentative July 1, 2015 Implementation Billing (25% of Software & Services) Billed at Go-Live Conversion Billing (from Exhibit A) Billed at Go-Live Acceptance Testing Go Live + 30 calendar days System Acceptance At completion of acceptance testing Pending completion of system requirements Final Billing (50% Software & Services) At System Acceptance Billable upon System Acceptance by Augusta *All dates are subject to change upon mutual agreement of Augusta and Vendor. Commission Meeting Agenda 4/21/2015 2:00 PM Selection of CJT, Inc. as Probate Court Software Solution Provider Department:Information Technology Caption:Motion to approve selection of CJT, Inc. for Richmond County Probate Court Software Solution. (Approved by Public Safety Committee April 14, 2015) Background:Augusta IT created an in-house case management software package for the Probate Court in the early 2000’s. The system has been used over the years to track and manage Probate Court cases/dockets and financial transactions. Recently, there has been an increase in the opportunities for Probate Courts in Georgia to interface with various software platforms in order to transmit information to other agencies. Even though regular enhancements have been made to the in-house product, there are still requirements and opportunities for interfaces that have taken place at the State level (particularly in regard to gun permits, marriage licenses, etc.), that have already been addressed by a number of court software product providers that have customers across the state. When the in-house software was developed by IT, there were very few court system providers and the software that they offered was deemed inadequate for the needs of our Probate Court. The situation has changed over the years, and now that there are vendors with acceptable software solutions, IT and the Probate Court agree that it is an appropriate time for the Court to look for a vendor solution that will enable them to have access to features that are tried and true across a wide variety of courts that have similar needs to their own. Analysis:Augusta IT and the Probate Court released an RFP in 2014 (14- 191) for Probate Court Software Consulting, Implementation, and Technical Services. Personnel from Probate Court, IT, and Procurement reviewed proposals from three vendors, and CJT, Inc. was the bidder whose solution was the best fit for Augusta’s requirements. The new solution is expected to offer enhancements over Augusta’s current software solution since there are many file transfer and automation features that we do not currently offer. Additionally, the software is fully-supported by a vendor who has a majority of Georgia Probate Courts as customers already, they have a help desk for support, and they are familiar with ongoing court needs and annual law changes that require modification. Financial Impact:The software solution will cost $29,302 to implement, and will be funded through IT's Capital Budget. Alternatives:N/A Recommendation:Approve Selection of CJT, Inc. for Richmond County Probate Court Software Solution Funds are Available in the Following Accounts: 272015410.5424220 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda 4/21/2015 2:00 PM 2015 - F-250 Bomb Truck Department:Finance Department - Fleet Management Division Caption:Motion to approve the purchase of one emergency response vehicle for the Richmond County Sheriff’s Office-Bomb Squad Division using a grant from Georgia Emergency Management Agency. (Approved by Finance Committee April 14, 2015) Background:The Sheriff’s Office is requesting to purchase one F250 pickup truck for the purpose of transporting bomb squad crew members in response to various bomb threats and activities throughout the area. This response vehicle will be crucial in the continuing effort of protecting the public by curtailing criminal or terroristic activity through the use of their expertise in explosives and other devices. Currently there is only one other vehicle being used for this purpose. This acquisition, with funding provided by a federal government grant, will be a tremendous asset in updating the divisions response fleet. Analysis:Fleet Management has requested use of the Georgia state bid contract for the purchase of this vehicle. The state contract number is 99999-SPD-ES40199373-002 and assures the best pricing throughout the state. The contract for this type vehicle is currently held by Allan Vigil Ford, Inc. of Morrow, Georgia. Please see attachment for pricing detail. Financial Impact:The price for the vehicle and required accessories is $50,432.49. The vehicle will be purchased entirely through use of a Georgia Emergency Management Agency (GEMA) grant. (See attachment) Alternatives:1.) Approve the request, 2.) Do not approve the request, Recommendation:Approve the purchase of one emergency response vehicle for the Richmond County Sheriff’s Office-Bomb Squad Division. Funds are Available in the Following Accounts:GEMA Grant 220-03-9236-5422110 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Commission Meeting Agenda 4/21/2015 2:00 PM 2015-2-Sewer Vac Lease - Utilities Department:Finance Department - Fleet Management Caption:Motion to approve the lease of two sewer vacuum trucks for the Augusta Utilities Department – Construction and Maintenance Division. (Approved by Finance Committee April 14, 2015) Background:The Augusta Utilities Department-Construction and Maintenance Division would like approval to lease two sewer vacuum trucks under a four year contract. The new trucks will be a tremendous asset to the 2 trucks that were leased in 2013 in assisting in the tremendous amount of sewer drain maintenance required of the city and surrounding areas. The department has included the implementation of a full maintenance program with the lease due to the specialty requirements of these vehicles. The department feels the lease would allow them to obtain two units with the full maintenance program at a portion of the straight purchase price. The two new units would help significantly in staying abreast of the sewer drain maintenance requirements of the Augusta area therefore enabling them to meet their compliance requirements. We have included details of the lease program for your review. Analysis:Fleet Management has requested the use of the Georgia State Bid contract assuring the best price throughout the state. The state contract bid number for these vehicles is SWC-99999-001- SPD0000102-0010 Environmental Products of Georgia straight buy and 4 year lease program details as follows: Trucks straight purchase price is $357,228.00 each ($714,456.00 total) 48 Mo Lease = Four (4) annual payments of $138,671.66 total 48 Mo Maintenance Contract = Four (4) annual payments of $24,000 total Lease end options: (1) To purchase trucks for $107,000 each, (2) allow lease to expire with the vendor paying the final $214,000 balloon payment, or (3) renew another lease Financial Impact:The trucks will be leased through the use of the department’s enterprise funds. The total lease cost for the new trucks with full maintenance contract will be a total of $650,686.64. Alternatives:1. Approve the lease 2. Disapprove the lease Recommendation:Approve the request to lease two sewer vacuum trucks with full maintenance contract included from Environmental Products of Georgia. Funds are Available in the Following Accounts: Enterprise Fund-Utilities Department 506-04-3410/52.24219 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda 4/21/2015 2:00 PM Rayonta Whitfield Department:Clerk of Commission Caption:Motion to approve the refund of taxes in the amount of $2,934.66 to the Augusta Boxing Club. (Approved by Finance Committee April 14, 2015) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 4/21/2015 2:00 PM Acquisition of a portion of property for temporary easement to Richmond County, Georgia from Ellis Horation Bell, III & Chantriece Marrow - 3769 Belair Rd Department:Law Caption:Motion to authorize condemnation to acquire title of a portion of the property for temporary easement (Parcel 053-0-004-01-0) 3769 Belair Road. (Approved by Engineering Services Committee April 14, 2015) Background:Despite repeated efforts, the City has been unable to reach an agreement with the property owners. Therefore, the City seeks to acquire title through condemnation. In order to proceed and avoid further project delays, it is necessary to condemn a portion of the subject property. The required property consists of 5,073 square feet of temporary easement. The appraised value is $761.00. Analysis:Condemnation is necessary in order to acquire the required property. Financial Impact:The necessary costs will be covered under the project budget. Alternatives:Deny condemnation. Recommendation:Approve condemnation. Funds are Available in the Following Accounts: DEPARTMENT FUNDS ARE AVAILABLE IN THE DIRECTOR: FOLLOWING ACCOUNTS: G/L 323-041110-52.12122 J/L 201823332-5212122 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda 4/21/2015 2:00 PM Acquisition of the property for right of way to Richmond County, Georiga from Chadwick E. Heard, Brandi N. Heard, & Mary Jane Givens Department:Law Caption:Motion to authorize condemnation to acquire title of the property for right of way (Parcel 059-3-408-00-0) 1569 Martin Luther King, Jr. Boulevard. (Approved by Engineering Services Committee April 14, 2015) Background:Due to title issues, the City seeks to acquire title through condemnation. In order to proceed and avoid further project delays, it is necessary to condemn the subject property. The required property consists of 4,051.10 square feet of right of way. The appraised value is $37,000.00. Analysis:Condemnation is necessary in order to acquire the required property. Financial Impact:The necessary costs will be covered under the project budget. Alternatives:Deny condemnation. Recommendation:Approve condemnation. Funds are Available in the Following Accounts: FUNDS ARE AVAILABLE IN THE FOLLOWING ACCOUNTS: G/L 323041110-52.12122 J/L 296823220-52.12122 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Invitation To Bid Sealed bids will be received at this office until Friday, March 13, 2015 at 11:00 a.m. for furnishing: Bid Item 15-136 Electrical Motor Control Center for Hwy 56 Booster Station for Utilities Department Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 706-821-2422 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. 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, February 27, 2015 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No Bid may be withdrawn for a period of 90 days after time has been called on the date of opening. 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. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle February 5, 12, 19, 26, 2015 Metro Courier February 11, 2015 Revised: 1/8/2015 Page 1 of 1 Vendors SHEALEY ELECTRIC 120 MEROVAN DRIVE NORTH AUGUSTA, SC 29860 GRAYBAR 3222 MIKE PADGETT HIGHWAY AUGUSTA, GA 30906 Attachment B YES YES E-Verify #228208 140845 SAVE Form YES YES Lump Sum Price:$95,350.00 $99,164.00 YES $99,350.00 Total Number Specifications Mailed Out: 12 Total Number Specifications Download (Demandstar): 5 Total Electronic Notifications (Demandstar): 108 Mandatory Pre-Bid Conference/Telephone Conference Attendees: N/A Total packages submitted: 3 Total Noncompliant: 0 Bid Opening Bid Item #15-136 Electrical Motor Control Center for Hwy 56 Booster Station for Utilities Department Bid Due: March 13, 2015 at 11:00 a.m HAGMYER 1730 BARTON CHAPEL ROAD AUGUSTA,GA 30909 YES 106386 Commission Meeting Agenda 4/21/2015 2:00 PM Award Bid Item #15-136 Electrical Motor Control Center for Hwy 56 Booster Station Department:Utilities Caption:Motion to approve awarding Bid Item #15-136 Electrical Motor Control Center for Hwy 56 Booster Station. (Approved by Engineering Services Committee April 14, 2015) Background:In response to recent development in the McBean area we are in the process of recommissioning an existing booster pump station on Highway 56 to improve water service to the area. In addition to reconditioning the station pumping system we are also creating a separate room to house the station electrical systems. At our request the Augusta Procurement Department issued Bid Item #15-136 to procure new electrical switchgear and panels for the station. On March 13, 2015 we received three qualified bids for this equipment. The apparent low bidder was Shealey Electric at a cost of $95,350.00. Analysis:We have reviewed the bid package from Shealey Electric and find it to be complete and in compliance with the bid specifications. Financial Impact:$95,350.00 from budgeted funds Alternatives:None Recommended Recommendation:We recommend that Bid Item #15-136, Electrical Motor Control Center for Hwy 56 Booster Station, be awarded to the lowest bidder, Shealey Electric, at the bid amount of $95,350.00. Funds are Available in the Following Accounts: Funds Budgeted in Account 506043580-5425110 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Commission Meeting Agenda 4/21/2015 2:00 PM Eco-Energy Distribution - Augusta Easement Exchange Department:Augusta Utilities Department Caption:Motion to approve and accept an Easement Exchange Deed from Eco-Energy Distribution - Augusta. (Approved by Engineering Services Committee April 14, 2015) Background:Eco-Energy Distribution - Augusta construction a distribution center, on Dixon Airline Road. This construction entailed laying spur tracks, which crossed over a sanitary sewer easement and pipeline belonging to Augusta. Analysis:It was agreed that Eco-Energy would move and reconstruct a portion of the pipeline, to make it more accessible, for operation and maintenance. The reconstruction has now been completed. In the Deed, Eco-Energy is granting Augusta an easement over the new sanitary sewer alignment and Augusta is abandoning, to Eco- Energy, that section of the existing easement that covered the now defunct section of sanitary sewer. Financial Impact:None Alternatives:Deny motion to approve and accept an Easement Exchange Deed, from Eco-Energy Distribution - Augusta. Recommendation:Approve motion to approve and accept an Easement Exchange Deed, from Eco-Energy Distribution - Augusta. Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Commission Meeting Agenda 4/21/2015 2:00 PM Georgia Power Governmental Encroachment Agreement 31484 Amendment Department:Augusta Utilities Department Caption:Motion to approve an amendment to Georgia Power Company Governmental Encroachment Agreement 31484. (Approved by Engineering Services Committee April 14, 2015) Background:On November 19, 2013, the Augusta-Richmond County Commission approved GEA#31484, for the 10153-Gordon Highway 24" WM. Since this was approved, AUD has decided to include fiber optics, in the construction. This addition requires an amendment to the agreement. Analysis:This is standard procedure, for making a change to an already executed agreement. There is no fee, for the amendment. Financial Impact:None Alternatives:Deny the motion to approve an amendment to Georgia Power Company Governmental Encroachment Agreement 31484 and leave the fiber optics out of the construction of the project. Recommendation:Approve the motion to approve an amendment to Georgia Power Company Governmental Encroachment Agreement 31484. Funds are Available in the Following Accounts: N/A - No funds needed. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Commission Meeting Agenda 4/21/2015 2:00 PM Motion to Approve Southern Natural Gas Pipeline Crossing Agreement Department:Augusta Utilities Department Caption:Motion to approve Southern Natural Gas Pipeline Agreement. (Approved by Engineering Services Committee April 14, 2015) Background:AUD is beginning construction on the Highway 56 24" Water Main Project, which includes a gas crossing. It was discovered that, since the initial discussions, Southern Natural Gas had been purchased by Kinder-Morgan, who requires us to enter into an agreement. Analysis:Kinder-Morgan is the current owner of the gas easement and is within its rights to require an encrochment agreement, to protect their assets. This is usual and customary, for other utilities. Financial Impact:None Alternatives:Deny motion to approve Southern Natural Gas Pipeline Crossing Agreement and rerote the water main. Recommendation:Approve Southern Natural Gas Pipeline Crossing Agreement. Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Commission Meeting Agenda 4/21/2015 2:00 PM Receive as information - Emergency Purchase Order for BMS Enterprises Department:Environmental Services Caption:Motion to approve receiving as information Emergency Purchase Order for BMS Enterprises. (Approved by Engineering Services Committee April 14, 2015) Background:Atlantic Coast Consulting, Inc. (ACC) was asked to investigate problems regarding the phase 3 landfill area of the Deans Bridge Road Landfill. The area of concern is in the Stage 1, Cell 1 area. The existing landfill gas collection and control system (GCCS) installed in this area has exhibited oxidation issues in at least one of the extraction wells since 2012. This past October, this area of the landfill was involved in an underground fire. Once the fire was extinguished, additional investigation has been conducted that has identified damages to the landfill GCCS. The phase 3 landfill GCCS is operated to control emissions in accordance with EPA regulations . The operations include monthly monitoring for temperature, pressure, methane, carbon dioxide and oxygen at each well to insure that the system is operating safely and efficiently. In 2012, elevated temperatures and oxygen at well 510 were noted and required an alternate operating condition at the well. In order to monitor for oxidation activity, carbon monoxide was added to the list of parameters tested monthly at well 510 . No signs of a landfill fire were evident until the fall of 2014. On October 20, 2014, City personnel noticed what appeared to be smoke coming from an area on the active phase 3 of the landfill. An ACC field technician arrived onsite that same day and helped investigations. Carbon monoxide (CO) measurements were collected at several gas extraction wells that confirmed an apparent subsurface fire. City personnel and the ACC field technician closed several gas extraction wells in the area in accordance federal rules. The event was reported verbally to EPD Air Branch personnel. City personnel began other fire control measures on October 21, 2014 which included pressurizing some wells with nitrogen to remove any oxygen that could be contributing to the fire, scanning the surface for hot spots, and adding water to wells nearest any detected surface hotspots . This procedure was used for several days after October 21, 2014. In addition , additional soil was placed over the area to further limit atmospheric intrusion . As requested by EPD Air Branch personnel, weekly monitoring of the closed wells was initiated . City personnel also excavated a hotspot in the area of concern and removed some hot material and flushed the area with water . This area was later covered with soil . Gas concentrations were monitored weekly from October 20, 2014 through December 3, 2014. Based on the results of the gas monitoring, the fire appears to have been extinguished by the efforts of facility personnel between the weekly monitoring events of November 11 and November 18, 2014. An additional monitoring event was completed on December 3, 2014 to check to see if there had been any resurgence of fire indicators. CO concentrations, although detected in several wells at low levels (less than 50 ppm) during the event were all back to zero in all wells except 510 in which the CO concentrations were measured at pre event levels on beginning on November 11, 2014 . Based on surface temperature scans and wellhead gas concentrations, the fire seems to have been extinguished. Wells were returned to reduced operation to maintain compliance with well head oxygen, temperature and pressure requirements beginning in November 18, 2014. Subsequent investigation in the area by City personnel, ACC and BMS Enterprises has uncovered the following conditions: • Apparent failure of the compressed air line that is installed in this area - Apparent failure of the condensate forcemain that is installed in this area • Collapse of the landfill gas header in this area. • At least three wells that appear to have been partially watered-in • At least three wells that appear to have partially collapsed Analysis:Repairs to both the gas collection system and the landfill intermediate cover system are required for compliance with the site air and solid waste permits. The work required is above and beyond the typical capabilities of the site personnel and should be accomplished by specialty construction contractors. Additionally, this work needs to be completed in a timely manner that does not allow for a traditional design, bid and construct process. Delaying the work will likely result in additional damage to the systems and likely result in EPD action. EPD action could include notice of violations (NOVs), consent orders with monetary fines or additional orders. ACC recommended, and ESD agreed with, hiring a contractor and proceeding with the emergency repairs scope of work as detailed on the attached pricing form. In addition to requirements for a contractor, this project requires additional engineering design, construction administration and construction quality assurance. The project will require engineering services during construction including shop drawing review, site visits, answering RFI's and reviewing pay requests. The construction quality assurance is required to allow the engineer to certify the proper construction repairs to the GCCS. This certification is required as part of the EPD solid waste permit. ACC, an engineering company, created a scope of work along with recommendations for the required gas system repair. Based on this we recommended that an emergency PO be issued to BMS Enterprises since they are the most knowledgeable of the site conditions. Attached you will find the ACC documentation and recommendations, as well as a copy of the original memo with corresponding PO. Financial Impact:An emergency purchase order has been issued to BMS Enterprises by Procurement in the amount of $320,595.00 Alternatives: Recommendation:Receive as information Funds are Available in the Following Accounts: Funds are available - 541-04-4210 / 54.32222 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Universal Item Description Estimated Quantity Units Unit Price 1 LOT 1 1 LS $2,095.00 2 LOT 2 1 LS $2,000.00 3 LOT 3 1 LS $2,000.00 4 LOT 4 1 LS $3,090.00 5 LOT 6 1 LS $2,900.00 6 LOT 7 1 LS $2,904.00 7 LOT 9 1 LS $2,100.00 8 LOT 11 1 LS $500.00 9 LOT 12 1 LS $2,700.00 10 LOT 16 1 LS $2,000.00 $22,289.00 AUGUSTA UTILITIES DEPARTMENT WATER & SEWER BID SCHEDULE Pine Log Road Project Demo Septic Tanks GRAND TOTAL Avrett Item Description Estimated Quantity Units Unit Price 1 LOT 5 1 LS $1,890.00 2 LOT 8 1 LS $2,715.00 3 LOT 10 1 LS $2,715.00 4 LOT 13 1 LS $2,965.00 5 LOT 14 1 LS $2,240.00 6 LOT 15 1 LS $1,890.00 $14,415.00 GRAND TOTAL AUGUSTA UTILITIES DEPARTMENT WATER & SEWER BID SCHEDULE Pine Log Road Project Demo Septic Tanks Commission Meeting Agenda 4/21/2015 2:00 PM Sanitary Sewer Connection Program, Emergency Connections Department:Utilities Caption:Motion to approve notification of award of emergency sanitary sewer connections. (Approved by Engineering Services Committee April 14, 2015) Background:In 2014, Augusta Utilities commenced a project to extend sanitary sewer in Pine Log Road due to failing septic tanks. The project was recently completed. Due to environmental hazards associated with the failing septic tanks, we solicited emergency bids to connect the customers on Pine Log Road, and one on Carrington Drive. Analysis:We received bids from two plumbers, Universal Plumbing and Avrett Plumbing, both local plumbing companies. We divided the work to achieve the most advantageous pricing. Universal Plumbing was selected to perform 10 connections at a cost of $22,289 and Avrett was selected for 6 connections at a cost of $14,415. This work is consistent with the sewer connection program approved by the Commission. Financial Impact:The total cost of these connections is $36,704. Alternatives:No viable alternative Recommendation:Receive as information Funds are Available in the Following Accounts: 507043420 - 5425210 / 81500031 - 5425210 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Augusta-Richmond County, Georgia BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby adopted: Section 1: This project is set up and authorized to CPB#371041110-T13047216. This Supplemental Agreement Number One consists of final design services for the Scotts Way Over Rae's Creek - Bridge Replacement in the amount of $31,810.00 to Cranston Engineering. Funding is available in TIA project budget account numbers: Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. 100,780$ 31,810$ 132,590$ Section 3: Copies of this Capital Project Budget shall be made available to the Comptroller for direction in carrying out this project. Adopted this ____________________ day of ______________________. Approved _________________________________________________ Honorable Hardie Davis, Jr., Mayor Original-Commission Council Office Copy-Engineering Department Copy-Finance Department Copy-Procurement Department CPB#371-04-1110/T13047216 CAPITAL PROJECT BUDGET Scotts Way Over Rae's Creek _ Bridge Replacement TIA Design TIA Design Change Number One Please do not process this document. Once approved by the Commission the original will be sent to the Clerk of Commission for execution. For information reference this request, contact Engineering at ext 5070. Thanks Augusta-Richmond County, Georgia CPB#371-04-1110/T13047216 CAPITAL PROJECT BUDGET Scotts Way Over Rae's Creek _ Bridge Replacement Augusta-Richmond County, Georgia CPB#371-04-1110/T13047216 CAPITAL PROJECT BUDGET Scotts Way Over Rae's Creek _ Bridge Replacement CPB AMOUNT CPB NEW SOURCE OF FUNDS CPB ADDITION CPB TIA Funds ($100,780) ($31,810) ($132,590) 371-04-1110-5212115/T13047216 TOTAL SOURCES: ($100,780) ($31,810) ($132,590) USE OF FUNDS ENGINEERING 371-04-1110-5212115/T13047216 $100,780 $31,810 $132,590 TOTAL USES:$100,780 $31,810 $132,590 (SA02 – For changes more than $20,000) AUGUSTA, GA ENGINEERING DEPARTMENT SUPPLEMENTAL AGREEMENT WHEREAS, We, “Cranston Engineering, Inc.” Consultant, entered into a contract with Augusta- Richmond County on “March 18, 2014”, for the “Scotts Way Over Rae’s Creek-Bridge Replacement ”, Project No. 371-041110-T13047216, File Reference No. 14-014 (A), and WHEREAS, certain revisions to the design requested by Augusta-Richmond County are not covered by the scope of the original contract, we desire to submit the following Supplemental Agreement to-wit: Additional Engineering Services for final design development including field survey work It is agreed that as a result of the above described modification the contract amount is increased by $31,810.00 from $100,780.00 to a new total of $132,590.00. Any modifications to submittal dates shall be as identified in the attached proposal. This agreement in no way modifies or changes the original contract of which it becomes a part, except as specifically stated herein. NOW, THEREFORE, We, “Cranston Engineering, Inc.”, Consultant, hereby agree to said Supplemental Agreement consisting of the above mentioned items and prices, and agree that this Supplemental Agreement is hereby made a part of the original contract to be performed under the specifications thereof, and that the original contract is in full force and effect, except insofar as it might be modified by this Supplemental Agreement. This day of , 2015. RECOMMEND FOR APPROVAL: CITY OF AUGUSTA-RICHMOND COUNTY AUGUSTA, GEORGIA Honorable Mayor, Hardie Davis, Jr Approved: Date Approved: Date [ATTACHED CORPORATE SEAL] ATTEST: __________________________ Title: ___________________________ Augusta Richmond County Project Number(s): 371-041110-T13047216 Supplemental Agreement Number: 1 Purchase Order Number: P243637 Please do not process this document. Once approved by the Commission the original will be sent to the Clerk of Commission for execution. For information reference this request, contact Engineering at ext 5070. Thanks Commission Meeting Agenda 4/21/2015 2:00 PM Scotts Way Over Rae’s Creek- Bridge Replacement- SA1 Department:Abie L. Ladson, Director Caption:Motion to approve funding for final Design Consultant Services Supplemental Agreement One to Cranston Engineering in the amount of $31,810.00 for Scotts Way Over Rae’s Creek – Bridge Replacement as requested by the AED. (Approved by Engineering Services Committee April 14, 2015) Background:The Scotts Way Over Rae’s Creek – Bridge Replacement is a project from the “Approved Investment List” of TIA that was approved by voters of the CSRA in July 31, 2012 referendum. The Scotts Way Bridge is a Band 1 project. In March 2014, commission approved award of the initial design phases of the project that included concept development and existing conditions assessment to Cranston Engineering. Concept phase of the project is completed and warrants final design development including field survey work, utility assessment & coordination, pavement assessment, property research, and development of bridge replacement plans. Analysis:On March 18, 2014, commission approved the initial design phases of the project that included concept development. The purpose of this item is to move the project from concept to final design and construction. Financial Impact:Funds are available in amount of $31,810.00 in Project TIA funds. Alternatives:1). Approve funding for final Design Consultant Services Supplemental Agreement to Cranston Engineering in the amount of $31,810.00 for the for Scotts Way Over Rae’s Creek – Bridge Replacement as requested by the AED. 2). Do not approve and find alternative to complete the project and meet TIA project completion schedule. Recommendation:Approve Alternative Number One Funds are Available in the Following Accounts: 371-041110-5212115/T13047216-5212115 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda 4/21/2015 2:00 PM Sewer Extension, Gordon Highway and Jimmy Dyess Parkway Department:Utilities Caption:Motion to approve extension of utilities at Gordon Highway and Jimmy Dyess Parkway. (Approved by Engineering Services Committee April 14, 2015) Background:Two tracts of land in the northwest quadrant of Gordon Highway and Jimmy Dyess Parkway are currently without water and sewer service. This land will soon be developed in conjunction with the development of the Cyber Command Center at Fort Gordon. We have been approached by owners of one of the tracts, Georgia Vitrified Brick and Clay, requesting participation in the extension of utilities to the property. Analysis:The extension of utilities would open up 182 acres for development. We have proposed to provide water to the two sites as part of an upcoming water line project along Jimmy Dyess Parkway. Georgia Vitrified Clay would bear the cost of the sewer extension. Because of a required railroad crossing and permitting issues, it is advantageous for Augusta Utilities to construct the sewer as well. Financial Impact:The construction of the sanitary sewer will cost an estimated $203,000. Augusta Utilities has an existing agreement with Georgia Vitrified Clay related to the extension of the Butler Creek Sewer. This agreement provides that Augusta recover construction cost at the time of site development. Alternatives:The Commission could elect not to participate in this project. Recommendation:We recommend that Augusta Utilities construct the necessary extensions to serve the two sites, and that Georgia Vitrified Clay reimburse for the sanitary sewer as described above. Funds are Available in the Following 512043420 – 5425110 / 81500033 – 5425210 Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Commission Meeting Agenda 4/21/2015 2:00 PM Highland Avenue Water Treatment Plant and Glass Factory Low Pressure Sewer Department:Utilities Caption:Consider proposal from ZEL Engineering to provide professional services for various plant improvements at the Highland Avenue Water Treatment Plant and Glass Factory Low Pressure Sewer. Background:Several modifications to the Highland Avenue Water Treatment Plant are planned to enhance reliability and resiliency. These include rehabilitation of the old filters, the construction of a new Powdered Activated Carbon (PAC) system and various piping modifications. Also, the audit of the former combined sewer systems required by our EPD consent order indicated the need for the construction of an additional relief sewer in the Glass Factory Avenue Basin. Analysis:The Augusta Commission approved the assignment of various designs to local engineering firms in its November 18, 2014 meeting. ZEL Engineering was approved for the work described above. All solicitations for engineering work have been conducted under the guidance of the Procurement Department. ZEL Engineering has offered a proposal to perform the work described above at a negotiated fee of $651,340. Financial Impact:Funds are available in Alternatives:The Commission could elect not to accept this proposal, however we are obligated to construct the consent order related work by July 1, 2016. Recommendation:We recommend approval of the proposal. Funds are Available in the Following Accounts: 512043490-5212115/81500050-5212115 REVIEWED AND APPROVED BY: Commission Meeting Agenda 4/21/2015 2:00 PM Sanitary Sewer Improvements, Former Combined Sewer Basins Department:Utilities Caption:Consider proposal from W.K. Dickson to provide professional services for the 15th Street/Wrightsboro Road Sewer Project. Background:Augusta Utilities' Collection System Consent Order with the Georgia EPD required that we conduct an audit of the sewer separation projects in the former combined sewer basins. This audit revealed various defects in the separation effort that allow stormwater to enter the sanitary sewer system. Analysis:We have received a proposal from W.K. Dickson and Associates to provide professional services for this project. We have reviewed the proposal and find it fair and reasonable. The proposed fee for these services is $203,000. Financial Impact:Funds are available in 512043420-5212115/81500040-5212115 Alternatives:No recommended alternative Recommendation:Augusta Utilities recommends approval of the Professional Services proposal from W.K. Dickson in the amount of $203,000.00 for the 15th Street and Wrightsboro Road Sewer Improvements Project. Funds are Available in the Following Accounts: Funds are available in 512043420-5212115/81500040-5212115 REVIEWED AND APPROVED BY: Commission Meeting Agenda 4/21/2015 2:00 PM Minutes Department:Clerk of Commission Caption:Motion to approve the minutes of the regular meeting of the Commission held on March 25, 2015 and the special called meetings held on March 30 and April 14, 2015. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 4/21/2015 2:00 PM Appointment - District 3 Department:Clerk of Commission Caption:Motion to approve the appointment of Mr. Nicholas W. Gladd to the Board of Zoning Appeals due to the resignation of Mr. Nick Dickinson representing District 3. (Requested by Commissioner Davis) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 4/21/2015 2:00 PM Appointment - District 5 Department:Clerk of Commission Caption:Motion to approve the appointment of Bishop L. A. Green, Sr. to a term on the Housing & Community Development Advisory Board representing District 5. (Requested by Commissioner Lockett) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 4/21/2015 2:00 PM Board of Assessors of Richmond County Reapppointments Department:Clerk of Commission Caption:Motion to approve the reappointments of Mr. James W. Scott (District 10, Sen. D-23), Bernard Johnson (District 9, Sen. D- 22), Robert H. O'Neal (Legislative) and Bryan Simkins (Legislative) to the Board of Assessors for four-year terms. (Requested by the Board of Assessors of Richmond County) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 4/21/2015 2:00 PM Board of Health Appointment Department:Clerk of Commission Caption:Motion to approve the appointment of Ms. Merian Robinson representing the Stoney Medical Society on the Richmond County Board of Health. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 4/21/2015 2:00 PM Board of Health Reappointments Department:Clerk of Commission Caption:Motion to approve the reappointments of the following to the Richmond County Board of Health for terms from January 1, 2015 to December 31, 2018: Rosa Clemons, Seat #11; Deborah Presnell, Seat #5 and Shirley LeValle-Evans, Seat #9. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 4/21/2015 2:00 PM Employee of the Month Department: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 4/21/2015 2:00 PM Basketball Goals in the Streets Department:Clerk of Commission Caption:Amend the Public Safety Ordinance to make it illegal to place a basketball goal in the streets/cul-de-sac(s) or on the right-of-way whereas the players are in the streets. (No action vote by Public Safety Committee April 14, 2015) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 4/21/2015 2:00 PM Affidavit Department:Clerk of Commission Caption:Motion to approve execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: