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HomeMy WebLinkAboutCalled Commission Meeting February 24, 2014 CALLED MEETING COMMISSION CHAMBER February 24, 2014 Augusta Richmond County Commission convened at 12:00 Noon, Monday, February 24, 2014, the Honorable Deke Copenhaver, Mayor, presiding. PRESENT: Hons. Lockett, Guilfoyle, D. Smith, Williams, Fennoy, Johnson, Jackson, Davis and G. Smith, members of Augusta Richmond County Commission. ABSENT: Hon. Mason, member of Augusta Richmond County Commission. Mr. Mayor: In the interest of time I’ll go ahead and call the Special Called Meeting to order. Mr. MacKenzie. 1. LEGAL MEETING A. Pending and Potential Litigation B. Real Estate C. Personnel Mr. MacKenzie: I would entertain a motion to go into a closed legal meeting to discuss pending and potential litigation and personnel. Mr. Lockett: So moved. Mr. Johnson: Second. Mr. Mayor: We have a motion that’s been made and properly seconded. Commissioners will now vote by the usual sign. Mr. Fennoy, Mr. Mason and Mr. Williams out. Motion carries 7-0. Mr. Mayor: We are in Legal. [LEGAL MEETING] Mr. Mayor: I’ll call the meeting back to order. Mr. MacKenzie. 2. Motion to authorize the execution by the Mayor of the affidavit of compliance with Georgia’s Open Meeting Act. Mr. MacKenzie: I would entertain a motion to execute the closed meeting affidavit. Mr. Mayor: Can I get a motion to that effect? Mr. Guilfoyle: So moved. 1 Mr. Lockett: Second. Mr. Mayor: We have a motion that’s been made and properly seconded. Commissioners will now vote by the usual sign. Mr. Mason out. Motion carries 9-0. Mr. Mayor: Mr. MacKenzie. Mr. MacKenzie: I would entertain a motion to approve a Resolution authorizing the settlement of all claims by Henry Britton and Julie Anna Britton in the aggregate amount of $365,000, authorizing the Interim Administrator to disburse this amount. Mr. Lockett: So moved. Mr. Johnson: Second. Mr. Mayor: We have a motion that’s been made and properly seconded. Commissioners will now vote by the usual sign. Mr. Mason out. Motion carries 9-0. Mr. Mayor: Mr. MacKenzie. Mr. MacKenzie: I would entertain a motion to approve a Resolution authorizing the settlement of all claims by Darnell Brown in the amount of $20,000 and authorizing the Interim Administrator to disburse this amount. Mr. Mayor: Can I get a motion to that effect? Mr. D. Smith: So moved. Mr. Fennoy: Second. Mr. Mayor: We have a motion that’s been made and properly seconded. Commissioners will now vote by the usual sign. Mr. Mason out. Motion carries 9-0. Mr. Mayor: Mr. MacKenzie. 2 Mr. MacKenzie: I would entertain a motion to approve a Resolution authorizing the adjustment of a previously approved settlement such that the total amount of the settlement is $35,476.31 and the claim is Martha Jean Temple located at 1614 Wylds Road and authorizing the Interim Administrator to disburse this amount. Mr. D. Smith: So moved. Mr. Lockett: Second. Mr. Mayor: We have a motion that’s been made and properly seconded. Commissioners will now vote by the usual sign. Mr. Mason out. Motion carries 9-0. Mr. Mayor: Mr. MacKenzie. Mr. MacKenzie: That’s all I have. Thank you. Mr. Mayor: Okay, Lady and Gentlemen, we do have one addition to the agenda to discuss and approve the Emergency Disaster Path Forward for Ice Storm 2014. Do we have unanimous consent to add that? (Unanimous consent is given to add this item to the agenda) Mr. Mayor: Okay, then I’ll turn it over to Ms. Allen. Ms. Allen: Yes sir, Mr. Mayor and members of the Commission. Of course due to the ice storm we had a short period of time to gather information to look at the response that the City of Augusta would make as it relates to that and our path forward on an emergency basis. And of course we have to meet FEMA regulations so what has happened is we’ve had several meetings of course with the Mayor, Administration, our Environmental Services group, Fire and EMA to look at what is the best way for us to actually move forward. We then of course worked with our Procurement Department and looked at the process that we needed to adhere to to make sure all Procurement procedures were in place. So what we’re looking at is recommending that pending contract final contract negotiations, the final contract negotiations because we’re trying to do this in a quick response because we have a certain deadline to respond to FEMA or to document what has happened because of the ice storm in order to get FEMA reimbursement. We are looking at having a company as our monitoring agent as well as a company for our debris removal. I have representatives here from the Engineering Department that can give a little more detail. Mr. Mayor: Can we hear from the Engineering Department? Mr. Ladson. Mr. Ladson: Mr. Mayor, members of the Commission, we’re requesting to bring aboard a contract with two separate firms. The first firm is Leidos and it’s what’s considered a monitoring firm. And what this firm does is look at the debris and materials and the trucks and 3 make sure that we (inaudible) FEMA guidelines. And they document everything that happened, basically what happened with the ice storm prior and foregoing. We’re looking to do this probably before the next 30 days, 30-45 days. Also we’re looking to bring on another firm which is the general contractor and that’s AshBritt. They will actually manage the contract that’s (inaudible) it will be in the contract that we actually have a hold of right now the local contract (inaudible). Mr. Mayor: Commissioner Williams. Mr. Williams: Thank you, Mr. Mayor. This says to discuss and approve and I’ve got some issues with approving already some of the additional (unintelligible) and I don’t know what the price is, I don’t know I don’t know any of this except you know and I understand about the ice storm and how we need to follow the guidelines so we can get reimbursed but I’m a little bit leery of discussing and approving something that I hadn’t seen no numbers on. I don’t know who, what company when and where. I had a couple of calls saying we were going to go outside and bring somebody else in and wanted to know why the local people are not, and I agree the local people you know wouldn’t be able to do this. And I did get representation, somebody to come in here that we are going to use the local process. But if we approve this, discuss and approve this and I don’t know what I’m approving I guess. Mr. Ladson: Let me, let me pass this out. This is basically the estimate of the price from both these companies. And at the very bottom here there’s an area on us getting reimbursed. So we passed it the first time (inaudible). Mr. Mayor: And, Commissioner Smith, I know you had. Commissioner Smith was first and then you. Mr. D. Smith: Is Ms. Sams here? Mr. Mayor: Ms. Sams. Ms. Sams: Yes, Mr. Commissioner --- Mr. D. Smith: Thank you, ma’am. Ms. Sams: --- and Mayor. Mr. D. Smith: Ms. Sams, can you briefly tell us how you arrived at these two companies and their experience and how ya’ll came about this so that we can, so that everybody can understand exactly what it is that we’re doing and that we’re not trying to hurt local companies or small business and minority owned companies. Ms. Sams: Yes, sir, I’d be glad to. Mr. D. Smith: Thank you. 4 Ms. Sams: Just let me step back here and get the information. Mr. D. Smith: Thank you. Abie, I didn’t shortcut you, did I? Mr. Ladson: No, I think some of the commissioners that (inaudible) and I can talk about that and I’ve also got some other documentation (inaudible). Mr. D. Smith: Well, I can waive my questions until later. What’s the best way to proceed? Which one of ya’ll? Mr. Ladson: I know you’re looking at the actual price tag but the $8 million dollars that you see (inaudible). Now you’re probably saying that, well, that’s a large number but we also, this was actually done by the Engineering Department prior to the meeting with FEMA and our meeting with the proposed contractor so that number is pretty much accurate. That detail right there was done by the Engineering Department (inaudible). Mr. Mayor: Commissioner Guilfoyle was first then Commissioner Williams. Mr. Guilfoyle: Thank you, Mr. Mayor. Abie, you used the term hopefully through a continued use of these local contractors. I imagine that question came up when you initially made the call when Augusta was in time of need. And I’m going to use the term hopefully that they will stay there with us through this entire process and they can hopefully pull enough resources so we don’t have to look outside the area. Mr. Ladson: The contractor that you see will actually be the overall general contractor to oversee and make sure everything is planned and managed correctly. They have an extensive background (inaudible). Mr. Guilfoyle: Make sure that we focus on --- Mr. Ladson: Yes, the focus is to look at the continued use (unintelligible) and so forth. Mr. Guilfoyle: Okay and this total cost $8 million dollars from AshBritt how did we --- Mr. Ladson: That’s the number that they (unintelligible) but that’s the number that they actually quote as (unintelligible). Mr. Guilfoyle: --- not to exceed --- Mr. Ladson: It’s a lump sum so a lump sum is not to exceed. Now if you look at the estimate that we have that we did it’s basically the same thing (inaudible). What we’ve done is we put a lot of time into it but it’s accurate. Mr. Guilfoyle: Well, I can say this about Engineering as well as waste management as far as the Fire Department, Sheriff’s Department everybody within this government went above 5 and beyond and I appreciate that. I truly do. As far as, all right so this number’s based on their assumption on yardage. How are we going to pay --- Mr. Ladson: Cubic yardage. Mr. Guilfoyle: -- okay we roll into (unintelligible) as approved by FEMA. As far as being paid by FEMA I see here as well as GEMA the City of Augusta is going to be responsible for approximately $1.3 million dollars (unintelligible). What is this 1.3 going to come from out of the reserve funds? Well, naturally we’re going to have to pay for everything out the reserves and then put it back in. Ms. Allen: Yes, sir, there is a potential for us to get some upfront money from FEMA and that’s something that Leidos would be the one that would submit that request. We also have a certain amount of money that’s obtainable once $1.3 million dollars for potential loss that’s allocated that’s in the reserve fund right now that we actually allocate the 1.3 million to help in that. Mr. Guilfoyle: All right, I’ll save my last question for the AshBritt manager. Abie, thank you. Mr. Ladson: You’re welcome. Mr. Mayor: Commissioner Williams. Mr. Williams: Thank you. Abie, I need to know when is the deadline that we’re talking about, you know, all this being added today, when is the deadline that FEMA or GEMA --- Mr. Ladson: Well, we really don’t (inaudible) because so far we’ve been trying to manage this and there’s no way we, and I’ll tell you say this up front, there’s no way we can manage (inaudible) engineering partner and for the past couple of weeks we hadn’t done anything (inaudible). Mr. Williams: I understand my question still is --- Mr. Ladson: If you don’t get it, if you don’t do it, then you risk not getting FEMA funds, I mean, because we’re not sure we’re doing it accurately. I think we’re doing a good job and I’m not sure we’re doing it as accurately as FEMA does and that’s why we’re trying to get these --- Mr. Williams: So this is something that should have been done a week, two weeks ago. I’m trying to get a date from you as to what they, what you’ve been told or the interim director’s been told that we need to have this in place. I’m trying to help. I understand about the preparedy and how much is out there what you all do and what you all are trying to do. But my question was what dates have you been given that you need to have this done by so you can continue. Mr. Ladson: Well, there’s no dates that were given. The issue is that the longer we wait, the more we put FEMA funds together. There’s no particular dates. 6 Mr. Williams: Well, somebody knew that and that’s why I wanted (inaudible). Mr. Mayor: And, Commissioner Williams, in our meeting last Thursday I was in a meeting with Abie and Ms. Sams on, we need to do a Special Called Meeting tomorrow, you know, to get this approved now. In light of doing that they said that we could handle it through the weekend that there is an urgency for Monday’s meeting. Commissioner Fennoy. Mr. Fennoy: Yes, my question is that if we give the, whoever gets the contract to pick up the waste would they be using the city’s landfill and will we be charging a fee for the use of the landfill? Mr. Ladson: Up to this point we had, I mean actually we (unintelligible) up on Eisenhower and Lake Olmstead and the landfill (unintelligible). Mr. Mayor: Commissioner Fennoy. Mr. Fennoy: My question is once the debris has been collected will they could through Richmond County landfill and if so, are we waivering the fee or the charges or will, should we negotiate the landfill fee (unintelligible). Mr. Mayor: Mr. Johnson. Mr. Johnson: The first decision that’s got to be made is what is done with the waste. Is it going to be ground and sold for fuel, is it going to be ground and put in the Landfill or directly hauled to the Landfill? And now there needs to be a discussion with contractor as to best utilizing those FEMA funds. But we would not anticipate making all the fees go away because one that could be part of the entire match where those at 1.3 that you’re talking about doing the entire match, you’re also looking at the actual tangible costs that you would reimburse us for and so no I don’t see that those fees are more than (unintelligible). Mr. Fennoy: Okay, and the only thing that I want to do is insure that the Augusta is getting the best bang for the buck. I would hate to for us to hire a contractor to remove the debris and then they take the debris someplace else so we don’t, I mean, and I think that a negotiation of this contractor and that’s one of the things that should be (unintelligible). Mr. Johnson: I agree with that. We shouldn’t be taking money out of our pocket when (unintelligible) in our pocket. But at the same time I also see an opportunity to look at a variety of situations and take the best one. Mr. Fennoy: Okay, I don’t have a problem with it. Mr. Mayor: Okay. Yes, sir, Mr. Ladson. Mr. Ladson: Mr. Ralph Natale, he’s here with Leidos and he knows a whole lot more about it (inaudible) and the process. So if he can come up here (unintelligible). 7 Mr. Mayor: That would be great. And if we could also have somebody from AshBritt. I also would like to hear from Ms. Sams with regard of the contract calling for the use of local contractors. Yes, sir. Mr. Natale: I guess I’ll start back with the current contractors that are in place. FEMA allows --- Mr. Mayor: And if you could please state your name for the record. Mr. Natale: My name is Ralph Natale. I’m with Leidos I’m the director of operations and responsible (inaudible). FEMA allows for an additional response being reimbursed at the time and materials, time and materials contracts. That allowance is for a 70-hour push, seven ten hour days. We’re past that. We are documenting the reasons why so we’re working with the Engineering Department (unintelligible) we’ve gone past that because of not having prepositioned contracts which run for disasters. But soon immediately my recommendation is to switch over to the unit based cost contracts. Those contracts are then also reimbursed by FEMA up to 85%, you know, it starts at 75 and can be more with these new standard recovery acts that are in place that you can take advantage of here. So that’s why the need is to switch over from the interface contracts. The landfill question, FEMA will reimburse fees that go into the landfill so fees will not have to be waived. They do, this is all based off of the Stafford Act which does want local presence. For Leidos and the monitoring we in preparation we have 50 local hires that are ready to, that have been trained over the weekend and ready to document the debris removal. We expect 50,000 different load tickets that track debris to and from. Over 100,000 photographs of the damages. These are all requirements that come with the ability to get reimbursed by FEMA. Mr. Mayor: Mr. Mayor Pro Tem. Mr. Johnson: Thank you, Mr. Mayor. I think we could go ahead and make a motion to, I’ll make a motion to go ahead and accept the engineering proposal to go ahead and move forward with this and move forward with this and I think it’s clear that we need to go ahead and get the ball rolling and take the necessary steps to move forward. Mr. Mayor: Yes, sir, Mr. MacKenzie. Mr. MacKenzie: I just wanted to let the commission know there are two resolutions that were prepared by staff which would be the path forward to hiring both the monitoring company as well as the initial contractor. It also has a copy of a contract that was utilized in similar circumstances and has all the right language in there if that’s what you’d like to do to move forward. Mr. Mayor: So your motion is to approve those two resolutions. Mr. Johnson: That’s it, Mr. Mayor. 8 Mr. G. Smith: Second. Mr. Mayor: Commissioner Fennoy. Mr. Fennoy: Before we vote on that I would like to, I think Ms. Sams is coming up. Mr. Mayor: Ms. Sams. Ms. Sams: Good afternoon Commissioners, Mayor. Mr. Mayor: Good afternoon. Ms. Sams: Your question to me was how we’re going to move forward into the next local contractor. And just going to give you a little history on how we got to where we are. With the process we looked at all of the rules and what guidelines as it relates to FEMA. And you would see a rule too that says don’t get hit by a wall cloud. And going over the process with the procurement staff and looking at FEMA’s guidelines and talking to persons who had experience as it relates to FEMA these are the CFR’s that’s required by FEMA. And if you could look at the third process or fourth process you’ll see 44 CFR and 13-36d where FEMA encourages contracting with small and minority firms, enterprises. That was one of the things that we talked with both companies as it relates to our local vendors. And I’d like to give a shout out to our engineering department because in 2010 we’re going out on what we call an on-call contract for contractors to have certain criterias as it related to Augusta. Of course we would never be prepared for the devastation that we have experienced. Those contractors, they hit the ground running as it relates to Augusta, were Big Dog. That’s a local contractor. We had Southern he’s not a local contractor but he is from Covington, Georgia. We had Abra he’s, well we had seven contractors and of the seven there were three who met all of the minimum qualifications to include Augusta Lawn and Turf, Larry McCord, LLC and now we have Broad Tree who is a tree removal company and we have assigned him to the Recreation Department because we had some need in our cemeteries. And we had some additional needs at our Recreation and Parks locations. So we let those persons hit the ground running. There were local persons that came up on the contracts that were let early on. After looking at those contractors and looking at the amount of devastation throughout Augusta, Georgia we found that we just did not have enough people here to address our issues. So we called in the assistance of our local small business office and she shared with us a list of contractors that we shared at that meeting. And I have such a list available if you’d like to look at that list. And both the prime contractors will be taking advantage of that list and see who we will be able to get in contact with to utilize under these contracts. What we basically decided to do we’re going to combine their list with the list of Augusta coming from our local office and any contractor who’s done work with the city previously. So we’re doing an all out outreach effort to be inclusive as it relates to local contractors. Both of these companies are going to be working with my office and the small business office to insure that that happens. And we’re asking that if you get a call from persons who feel they’re excluded from that process we would please give them our number it’s 821-2422 and later that number will change to the prime contractor and the overseer contractor to make sure that we are in compliance with FEMA. And just in case the question should arise is this the best way to go you have another option. The other option that you have is to not award 9 the contract and allow the engineering department to handle the devastation in our city. But when you do that what you’re gambling with is the reimbursement from FEMA and GEMA. Are there any other questions for me? Mr. Mayor: Thank you, ma’am. Commissioner Lockett then Commissioner Guilfoyle. Mr. Lockett: Thank you, Mr. Chairman. I have a few questions. I don’t know whoever thinks they’re better prepared to answer I would expect you to do so. Will there be an simultaneous kick off as to clean up this city or will we start in one area and eventually get to another? Ms. Sams: Well, the good thing about that is Mr. Abie Ladson and his team has already started assigning areas that the prime contractor and the contractor overseer will probably look at and confirm. Some things that are happening in the future or that we’re going to look at the area and assign contractors to various areas. And also we will be having meeting, a meeting with all of the local groups to make sure that they’re part of the process and include them. Mr. Lockett: And you said this list was done by the Engineering Department? Ms. Sams: The original list done by the Engineering Department, Procurement Department which you have a copy of the one coming from the Disadvantaged Business Office. The list that the Procurement Department has are persons who have expressed an interest with doing business over a number of years and were thought perhaps to have the minimum qualifications. We’re going to look at all of those people up (inaudible) there’s two that are overseers and of course that list that the companies are going to share with me will have no group businesses included on them. So those businesses will be pushed forward and hit the ground running. And some of those businesses I have listed for you today. Mr. Lockett: My concern is not so much who’s going to have a business but where are these business resources going to be deployed. Are we going to start off in one section of town from day one and day forty in another section of town or are we going to do the whole town and we’ll have teams scattered throughout the entire Augusta Richmond County to do the work at one time. Mr. Ladson: Mr. Commissioner, currently we’ve been doing, our teams have been scattered all around town. We actually have a map where we have the different contractors, different contracts they have their designated areas. That’s all we can handle. That’s the way we’ve been operating and you know I have to sit down with those proposing you know if that would be the better way of doing (unintelligible) in that area. Mr. Lockett: Well, do we have any areas other than characterized as high priority areas of course you know this is high priority. Mr. Ladson: No, sir, all areas. Like I said we went in all areas at the same time. Mr. Lockett: And lastly I believe you said that this was to last 30-35 days? 10 Mr. Ladson: Yes, sir, we’re trying to get it cleaned up in 30, the major stuff cleaned up in 30-45 days. Mr. Lockett: Okay, I said lastly but maybe I shouldn’t have said that. If 45 days has passed and we’ve still got debris out there, what do we do? Do we have the option and continue to get everything picked up or do we relegate it back to waiting on the garbage trucks to pick it up? Mr. Ladson: I think, I’m going to go out on a limb but I think we’ll have everything picked up in 30-45 days. Ms. Allen: And still and please keep in mind that the contract is not exceed that amount so at any time you know hopefully we’ll keep in place until everything is actually cleaned up. But at any time if it becomes a problem we can always have them continue. But the contract is not to exceed as far as that amount that you’re looking at. Mr. Lockett: Thank you, Mr. Mayor. Mr. Mayor: Okay, I’m going to make a comment and then I’ll take Commissioner Guilfoyle, Commissioner Williams and Commissioner Davis. So basically you know having concern for the local contractors with and of this magnitude whether it be Sandy or the past ice storm is that they continue to keep working. And you guys are telling me that our contractors who have done such a phenomenal job will continue to keep working on this. Correct? Ms. Allen: Yes, sir, Mr. Mayor. I must commend the local contractors who have done a tremendous job and an extraordinary job for us. And I must also commend the Procurement Director who when the meeting initially took place made sure she could present to make sure that that was recognized as part of what we’re looking at throughout this county. Mr. Mayor: Okay, thank you, ma’am. Commissioner Guilfoyle, Commissioner Williams and then Commissioner Davis. Mr. Guilfoyle: Thank you, Mr. Mayor. Ms. Sams, apparently there’s only one potential person subcontractor DDA, DBE (inaudible). That’s all I wanted to say about that. Ms. Sams: Okay (unintelligible) submit a list to me we were going to pull from any list that was made available to us. We included the DBE Office and we will be including other lists coming from other sources because we want to make sure that all those vendors be given an opportunity along with anyone that will help us get over this devastation for the City of Augusta. Mr. Mayor: Commissioner Williams. Mr. Guilfoyle: Mr. Mayor, the representative of Leidos can I ask you a couple of questions? 11 Mr. Mayor: Please come forward. Mr. Guilfoyle: You spoke about rolling over to a unit based (inaudible). How is the unit price determined? Mr. Natale: It’s typically a per cubic yard when it’s collection. As of tree removal maybe per tree, per tree cost. So if there’s a tree hanger, a hazardous limb that’s broken off that’s threatening to fall into the right of way onto a sidewalk and it needs to be removed or however (inaudible) that would be a per tree cost. Mr. Guilfoyle: Okay, how is that price determined from FEMA? Mr. Natale: That is within the contracts (inaudible). It’s in AshBritt’s contract (inaudible). Mr. Guilfoyle: All right, can I speak with the gentleman from AshBritt? Mr. Mayor: And if you could state your name please, sir? Mr. Moskowitz: Thank you, Mr. Mayor, Commissioners. Jared Moskowitz, I’m head of contracting for AshBritt. Let me go back just real quickly so I can just give you some history and I’ll answer that question directly. So we are the nation’s largest Disaster Management Contractor. We have about 200 prepositioned contracts all over the country. We are most known for cleaning up the entire state of Mississippi after Hurricane Katrina which was 20 plus million cubic yards of debris and most recently cleaned up the entire state of New Jersey 51 towns after Hurricane Sandy which was a little over 3 million cubic yards of debris. To answer your specific question where the pricing comes from, so what you are doing is you are utilizing a neighboring contract, a contract that went through a national procurement so that it was competitively bid in the areas of experience, qualifications, tactical approach and pricing. So all the pricing has been predetermined by an evaluation committee. It was voted on by another Commission so you are utilizing that pricing. That pricing is broken down into several categories it’s the right of way work, it’s processing, it’s hangers and leaners. The contract is actually several pages long and it has host of services that you won’t even be using. So this not a sole source, this wasn’t pricing that we just determined, it was pricing that was competitive bid against eight or nine other companies. And I’m also, Mr. Mayor, able to answer a number of other questions with that. Mr. Guilfoyle: You said it was bidded against other companies, here locally? Mr. Moskowitz: Statewide and nationally so you’re utilizing the Chatham County contract. So the Chatham County Commission had a preposition contract in place that went out through national procurement. So all these prepositioned contracts that exist and these are contracts that FEMA moved the industry over after Hurricane Andrew get put in place before a storm happens. Not every town has them, not every county has them, but you guys, this is a case of first impression. But in Florida every city or county has them. Up and down the east coast a lot of cities and counties have them. Some states have statewide contracts. In the October 2011 12 snow storm Connecticut had a statewide contract and 16 towns piggy backed statewide contracts. Same thing in Massachusetts happened the same year 20 plus towns piggybacked that contract. So utilizing contracts that have gone through procurement by a neighboring city or county is very regular when you’re in an emergency circumstance like you are now. If you were not in an emergency circumstance and you had months to do this obviously you wouldn’t put a prepositioned contract in place and then you had something happen in the future you would utilize it. That same process that Chatham did would be the same process you did. Mr. Guilfoyle: So Leidos is actually making sure the amount of calls that goes to dump is done (unintelligible). Mr. Moskowitz: One hundred percent. Mr. Guilfoyle: Okay. For your company AshBritt is charging a flat fee of $8 million dollars to oversee this project and to pay off the contractors, right? Mr. Moskowitz: Not entirely accurate. The reason you’re switching over to a unit based contract if you understand the line item explanation is you have to have a unit based contract for FEMA funding. So it is now about production. It’s just simple mathematics. There are all sorts of line items that have a unit price per cubic yard. So if we do 50,000 cubic yards the price is going to be ‘x’. If we do 200,000 cubic yards the price is going to be ‘y’. The estimate you were given is based on the, the $8 million dollars is based on all the debris estimates, all the hangers and leaners that both your Engineering Department has seen, we’ve seen and FEMA has seen. Not easily to (unintelligible) up $6 million dollars because at the end of the day the debris isn’t there. Mr. Mayor: So that’s a bearable number. Mr. Moskowitz: Yes. Mr. Guilfoyle: All right. As far as the subcontractors that were going to be using per unit price has there been any discussion with them whatsoever? Mr. Moskowitz: We have already started reaching out to some of the folks on the list but that process is an (unintelligible) because you know we were asked to come here today for the process to take hold first before we started reaching out to subs. I think staff’s interpretation was they didn’t, the folks that are working they want them focused on working and not focused on working out who’s subcontracting agreements. But I can tell you my sole job when I leave here today after you guys vote on this is to immediately put subcontracts in place with all your locals. We made a commitment that we’re going to do at least a 45% local small business. That number could be higher, it’s going to depend on the available equipment. So obviously we understand that time is of the essence, the Masters is coming up and you guys want this cleaned up quickly. So if I can do this 100% I’ll do it 100% but I’m not going to do it 100% so it takes four months. I’m going to bring in professionals from around the country that have done these cleanups that have moved millions of cubic yards of debris to help assist your locals that have never worked in this sort of circumstance. I’ll work with a debris monitoring company firm to make sure that 13 safety standards are being followed, to make sure that we’re not violating any OSHA requirements, to make sure that you know all of the folks are not picking up ineligible debris. These are the things we’re going to be doing with your local contractors. Mr. Guilfoyle: Why don’t we make sure of one thing. Let’s make sure that we give the opportunity as far as staff I mean the prime contractors that we have because they can pull in resources. They can pull in the equipment it’s that they got to know what you desire. Mr. Moskowitz: Commissioner, the commitment we made to you is any local, any local that you currently have working is not going anywhere, period. If they’re able to work and they’re not fatigued and they want the work, they’re not going anywhere. Mr. Guilfoyle: Thank you, Jared. Mr. Mayor: Commissioner Williams then Commissioner Davis. Mr. Williams: Thank you, Mr. Mayor. Let me piggyback on what Commissioner Guilfoyle just said. We do have a local contract that we contracted our garbage and our yard pickup and they are a little behind. They’re all trying to catch up with this stuff and there hasn’t seen personally very much effect on them. I’m not worried about those kinds of contractors because we already agreed to pay them ‘x’ amount of dollars and whether you pick this stuff up they’re still going to get that contract. What I’m concerned with that the local people who are willing, ready and able to make sure they get an opportunity to work with the people outside you’re talking about coming in and (inaudible). Your price is set. I’m worried about what their price is going to be. I’m worried about what they’re going to make out of this $8 million dollars we’re talking about contracting your organization. I think it’s a great one and I mean I see it’s been around for a long time. But my concern is the local people in Augusta who hadn’t had a contract with this city who are able to do work with this city who has got equipment to lease to transport and bring stuff in. I mean I don’t know the extent of their equipment but if they’re asked to, I think they can provide a lot. Now my problem comes in now I don’t know how that’s going to pan out. We approved this today and you go outside there with a contract and you just said you’re going to bring people in from anywhere. I’ve got people that’s next door across the water here that live less than five minutes away. And people even in south Augusta who have equipment who used to work with this government are no longer working but their equipment is sitting out right now. So it really bothers me when I looked at the list you provided when it comes to limbs and debris we got to pick up. We have staff, we have people that have been doing a great job. In fact they were picking up more than tree limbs. They pick up transmissions anything you can sell in the street. So I guess my question is how do we know, how can I know that that’s going to be shared with those local people before the other people comes in. Because – well I tried Joe and Joe couldn’t do it and I gave it to Bill and whatever. So how do we know, what’s the process where the, I guess Ms. Sams or Mr. Ladson if --- that person will know that (unintelligible). Ms. Sams: Mr. Commissioner, our meeting is to take place between all three of the contractors and Augusta, Georgia and the plan was to see if you all are going to approve this methodology. And if you do then we have plans to include the local persons that you are 14 concerned about we are too. The company that we hired has assured me in their contract arguments that being the prime contractor they will give a hand to assisting small business where those businesses who would not necessarily apply, not necessary qualify for a bond, would come under their bond because they have in excess of over a $100 million dollar bond funding level. So they would be able to bring these people in and part of them then would buy the company. And they assume that responsibility, that risk. And I think that this would probably, the program that we have spoken about will probably be a way to be inclusive of those persons that you are concerned about as it relates to Augusta. Mr. Williams: Ms. Sams, I agree with you and I’m just trying to find out because once we approve this, it’s approved and we’re not going to come back and say well we’re going change that and approve it again. Ms. Sams: I can assure you, Mr. Commissioner, we’ve had documents in hand but we had to wait for you to go through this first step. Mr. Mayor: Commissioner Davis then Commissioner Smith then Mr. Mayor Pro Tem. Ms. Davis: Thank you, Mr. Mayor. Jared, we talked a little bit about what has been done as far as from our Engineering Department as far as cleanup. What does your typical process in cleanup after this kind of disaster? Mr. Moskowitz: Sure, let me introduce my Project Manager Rob Ray. He will answer that question. Mr. Ray: Rob Ray, Sr. Project Manager. Also a Sr. Vice President with AshBritt. I’ve been in this industry in one way, shape or form since 1989. I’m not that old, I was only 18 years old at the time and my first rodeo was Hugo. If I could just for a second, Commissioner Williams, Ms. Sams asked me to speak to our methodology for making sure, making certain that those local contractors are given an opportunity. Typically what we do if there’s a pre event contract in place as soon as that contract is awarded to AshBritt we immediately start beginning the whole contract (unintelligible) where we reach out to the engineering firms, engineering departments, public works departments and so forth to find these local resources because obviously as a general contractor our best friends are the local resources. So with a pre-event contract we handle that first. In this situation we’re responding to a disaster so what I did when I met with Ms. Sams and the Engineering Department and any other (unintelligible) on Thursday because I said what we need to do is which is go through our expediting process where we still offer that to the local contractors. What we plan to do is after the contract is signed, is hold a meeting by invitation to all of the local subcontractors, those have been working and those who may not have an opportunity to work yet to see what their resources and capacities are and give them the option of being able to work here on this major reroute project. Did I answer your question, Commissioner Davis, I’m sorry your question regarding our process? Ms. Davis: Right as far as just how you’re going to attack this as far as the different sections or you know everybody has been pulling out everything they can to the curb in front of 15 their houses. Are you going to follow the same process as Engineering then use them as far as the actual cleanup? Mr. Ray: Yes, Engineering has done an excellent job as far as laying out a process. I believe it’s in everybody’s best interest to continue to follow that process with additional groups meaning we are working basically we’re working the entire county at the same time. Obviously we’ll have more resources in some areas than we’ll have in others. There’s parts of Augusta that don’t have a lot of debris. So why put five crews in an area that doesn’t have a lot of debris. There’s other parts like Summerville and down in the southeast where there’s a tremendous amount of hangers over there by the way and the streets that need bucket trucks to get the debris into the right of way. But the short answer to your question is we will attack the county as a whole through our process and through the process that Engineering has started. Mr. Mayor: Commissioner Smith then Commissioner Fennoy. Mr. Mayor Pro Tem, I’m sorry. Mr. Johnson: Yeah, I think I was after --- Mr. Mayor: Yeah, you were after her, you were after Commissioner Davis. Mr. Johnson: I just wanted to add, I know time is of the essence here but I think once, once the I guess the local participation has been identified if they could just get that information to Engineering or the Administrator, she could provide that to us, I guess next week or whenever. I don’t know how long the process will take again but I think once they’ve done that then of course get that back to the Commission just for FYI so we’ll know who has been identified as the local participants. So I’d like to make that a part of the motion if we can get that back once that’s been identified. Thank you. Mr. Mayor: Commissioner Smith then Commissioner Fennoy. Mr. D. Smith: Two quick things. Ms. Sams, this is for you. I would like for everybody to leave this meeting today and know that if you are a provider of these services that this government is requiring to get this cleanup done that the clearing house apparatus would be to contact you. Is that correct? Ms. Sams: Currently it is to contact me and we’re hoping that after you approve this particular process again we want them to also contact the prime contractor. And the reason for that is there are certain questions certain things that we all need to know and we want one list, and we when I say we I’m talking about Augusta, the City of Augusta and the two contractors that we’re talking about today will be working together and we will be working as a centralized unit. So they can contact me and I’ll get the information where it needs to be. Mr. D. Smith: And to my friends in the press that are sitting here with us we’re asking you to help get the word out to the community and to the providers of these services that the way to get this done is to contact Ms. Sams so we don’t have next week somebody saying I didn’t know how, I didn’t know why, I didn’t know any of that. 16 Ms. Sams: 706-821-2422 and my staff is on alert to be able to give the answers to give to anyone that calls. Mr. D. Smith: Is that your home number? Ms. Sams: No, sir. Mr. D. Smith: That’s my point. I just want everybody to understand who the clearing house is and I don’t want to hear from people saying I didn’t know to go about this. We’re telling you loud and clear today. We’re making it very clear that this is the process for us to go through because we want our local participation to be utilized at its utmost capability. Thank you, Ms. Sams. Ms. Sams: Thank you. Mr. Mayor: Commissioner Fennoy. Mr. Fennoy: Ms. Sams answered just answered my question. Mr. Mayor: Okay. Yes, ma’am, Ms. Allen. maker of the motion to include pending final Ms. Allen: Mr. Mayor, can I ask the review by the Law Department of the contract? Mr. Johnson: Yes, ma’am, I can do that. Mr. Mayor: Okay, we have a, if there’s no further discussion we have a motion that’s been made and properly seconded. Commissioners will now vote by the usual sign. Motion carries 9-0. Mr. Mayor: With no further business to come before the body we stand adjourned. [MEETING ADJOURNED] Nancy Morawski Deputy Clerk of Commission CERTIFICATION: I, Lena J. Bonner, Clerk of Commission, hereby certify that the above is a true and correct copy of the minutes of the Called Meeting of The Augusta Richmond County Commission held on February 24, 2014. ______________________________ Clerk of Commission 17 18