HomeMy WebLinkAboutDuckett and Associates,Inc
Augusta Richmond GA
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AUGUSTA-RICHMOND COUNTY, GEORGIA
STANDARD CONTRACT FOR SERVICES
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This Contract is entered into on and as of ~ ~ 1997, by and between Augusta,
Georgia, acting by and through the Augusta Richmond County Commission and Duckett
and Associates, Inc. This contract is prepared in accordance with the Purchasing
Regulations of Augusta-Richmond County and shall be controlled by provisions thereof.
A. Definitions
As used in this Contract the tenns below are defined as follows:
1. "Augusta-Richmond County" shall mean Augusta, Georgia, acting by and
through the Augusta-Richmond County Commission.
2. "Using Department" for purpose of this Contract shall mean all
departments listed in Attachment D.
3. "Contract Administrator", shall mean the individual and/or department
assigned to administer this Contract for Augusta-Richmond County, to wit:
the Augusta-Richmond County Engineering Department and its Director.
4. "Contractor" shall mean Duckett and Associates, Inc., whose authorized
representative is Karen I. Duckett, President, who is responsible for the
perfonnance obligation of the Contractor under the Contract.
s. "Commission" shall mean the Augusta-Richmond County Commission.
B. Contract Period
All work under this contract shall be completed by February 3 , 1998 unless extended
by the mutual written consent of the parties.
C. Incorporation of Documents
The following documents are hereby incorporated by reference into this contract:
1. Contractor's Proposal: Space Utiliiation Study April 17, 1997
2. Augusta-Richmond County's RFP: #97-082
Space Utilization Study March 1997
3. Contractor's Presentation for planning services May 2, 1997
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In the event of any inconsistency between the Contractors submission and Augusta-
Richmond County's solicitation, the terms and conditions of the solicitation shall
control.
D. Provision of Services
The Contractor hereby agrees to provide Augusta-Richmond County the services
described herein and further outlined in Attachment A, Scope of Work. The Scope of
Work shall take precedence over the documents set forth in Section C, above, in the
event of inconsistency.
E. Contract Amount
In return for the services identified above, and subject to the "Non-Appropriation of
Funds" clause herein, Augusta-Richmond County certifies that sufficient funds are
budgeted and appropriated and shall compensate the Contractor an amount not to
exceed $90,498 in accordance with the formula for payments set forth in
Attachment B. Contractor shall not invoice, or receive any payments in excess of this
amount, except pursuant to the provisions of Section K herein. Contractor
specifically acknowledges and agrees that it shall not receive payment or
reimbursement for expenses, including those relating to travel, purchase of supplies
or related items in excess 0($4,498.
F. Method of Pavrnent
The Contractor shall submit invoices listing the services performed and completed as
outlined in Attachment A. The invoice should cite the Purchase Order Number,
Contract Number, and date of services or delivery of an end product.
Augusta-Richmond County will make payment to the Contractor, net 30 days or in
accordance with discount terms, if offered, after receipt of an acceptable invoice and
satisfactory completion of each of the requested services as set forth in the payment
schedule in Attachment B.
G. Time of Essence and Completion
Time shall be of the essence to. this Contract, except ,where it is herein specifically
provided to the contrary.
The Contractor shall provide the contract services in accordance with the schedule
set forth in Attachment C.
H. Key Personnel
1. The Contractor shall assign to this Contract the following key personnel:
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PROJECT DIRECTOR & MANAGEMENT OVERVIEW
Karen I. Duckett
FACILITY PLANNING SUPPORT
Craig D. VanDevere, AlA
Hennan Howard
Renee Severson
Robert West
ENGINEERING SURVEY
Cranston, Robertson & Whitehurst, PC - Structural & Civil
Electrical Design Consultants, Inc. - Electrical
Pruett, Ford & Associates, Inc. - Mechanical
2. During the period of perfonnance, the Contractor shall make no substitutes of
key personnel unless the substitution is necessitated by illness, death, or
tennination of employment. The Contractor shall notify the Augusta-
Richmond County Director of Engineering within five (5) calendar days after
the occurrence of any of these events and provide the infonnation required by
the paragraph below.
3. The Contractor shall provide a detailed explanation of the circumstances
necessitating the proposed substitutions, complete resumes for the proposed
. substitutes, and any additional infonnation requested by the Augusta-
Richmond County Director of Engineering. Proposed substitutes should have
comparable qualifications to those of the persons being replaced. The
Augusta-Richmond County Director of Engineering will notify the Contractor
within fifteen (15) calendar days after receipt of all required infonnation of
the decision on substitutions. This clause will be modified to reflect any
aPi>roved changes of key personnel.
I. Inspection and Acceptance
All tasks and reports shall be conducted and completed in accordance with
recognized and customarily accepted industry practices, and shall be considered.
complete when the products are approved as acceptable by the Contract
Administrator in writing. In the event of rejection of any report or deliverable, the
Contractor shall be notified in writing and shall have ten (10) working days from
date of issuance of notification to correct the deficiencies and re-submit the
report/deliverable. Failu.re to submit acceptable work within the ten (10) days may
constitute a breach of this contract for which the Contractor may be held in default.
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J. Assismabilitv of Contract
Neither this Contract, nor any part hereof, may be assigned by the Contractor to any
other party without the express written permission of Augusta-Richmond County,
Georgia. Contractor shall furnish to the Augusta-Richmond County Director of
Engineering and a listing of all subcontractors who perform any work or service
under this Contract, and Augusta-Richmond County reserves the right to reject any
proposed subcontractor. Further, any subcontractor shall agree that it shall not
participate in any way, directly or indirectly, for a period of three (3) years following
completion of this Contract, in any leasing, renovating, acquisition, or new
construction that might be proposed in the final report provided for herein, and all
subcontractors shall provide for such waiver by the subcontractor.
K. Modifications or Chane:es to this Contract
All modifications and'changes to this Contract shall be in writing and signed by both
parties.
The Contract Administrator with the approval of the Commission, shall have the
authority to order changes in this Contract which affect the cost or time of
performance. Such changes shall be ordered in writing specifically designated to be
a "Change Order." Such change orders shall be limited to reasonable changes in the
services to be provided or the time of delivery; provided that the Contractor shall not
be excused from performance under the changed Contract by failure to agree to such
changes, and it is the express purpose of this provision to permit unilateral changes
in the Contract now subject to the conditions and limitations herein.
The Contractor need 'not perform any work described in any Change Order unless it
has received a written certification from Augusta-Richmond County that there are
funds budgeted and appropriated sufficient to cover the cost of such changes.
The Contractor shall make a demand for payment for completed changed work
within thirty (30) days of completion of Change Order, unless such time period is
extended in writing, or unless the Director of Finance requires submission of a cost
proposal prior to the initiation of any changed work or services. Later notification
)shall not bar the honoring of such claim or demand unless Augusta-Richmond
County is prejudiced by such delay.
No claim for changes ordered hereunder shall be considered if made after final
payment in accordance with the Contract.
L. Emplovment Discrimination - Contracts Over $10.000
During the performance of this Contract, the Contractor agrees as follows:
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1. The Contractor will not discriminate against any employee or applicant for
employment because of race, religion, color, sex, disability, or national origin,
except where religion, sex, or nation origin is a bona fide occupational
qualification reasonably necessary to the normal operation of the Contractor.
The Contractor agrees to post, in conspicuous places, notices setting forth the
provisions of this nondiscrimination clause.
2. The Contractor, in all solicitations or advertisements for employees placed by
or on behalf of the Contractor, will state that such Contractor is an equal
opportunity employer.
3. Notices, advertisements, and solicitations placed in accordance with Federal
law, rule, or regulation shall be deemed sufficient for the purpose of meeting
the requirements of this section.
The Contractor will include the provisions of the foregoing paragraphs 1, 2, and 3 in
every subcontract or purchase order over $10,000 so that the provisions will be
binding upon each subcontractor or vendor.
M. Term.ination for Convenience of Aueusta-Richmond County. Geomia
The parties agree that Augusta-Richmond County, Georgia may terminate this
Contract or any work or delivery required hereunder, from time-to-time, either in
whole or in part, whenever the Commission, on recommendation from the Director of
Engineering of Augusta-Richmond County, shall determine that such termination is
in the best interest of Augusta-Richmond County.
Termination, in whole or in part, shaH be effected by delivery of a Notice of
Termination signed by the Mayor, mailed or delivered to the Contractor, and
specifically setting forth the effective date of termination.
Upon receipt of such Notice, the Contractor shall:
1. Cease any further deliveries or work due under this Contract, on the date, and
to the extent, which may be specified in the Notice;
2. Place no further orders with any subcontractors except as may be necessary to
perform that portion of this Contract not subject to the Notice;
3. Terminate all subcontracts except those made with respect to Contract
performance not subject to the Notice;
4. Settle all outstanding liabilities and claims which may arise out of such
termination, with the ratification of the Purchasing Department of Augusta-
Richmond County; and
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s. Use its best efforts to mitigate any damages which may be sustained by him as
a consequence of termination under this clause.
After complying with the provisions of paragraph 3 above, the Contractor shall
submit a termination claim, In no event later than six months after the effective date
of their termination, unless an extension is granted by the Director of Engineering.
The Director of Purchasing, with the approval of the Augusta-Richmond County
Commission, shall pay from the allocated budget, reasonable costs of termination,
including a reasonable amount for profit on services delivered or completed. In no
event shall this amount be greater than the original contract price, reduced by any
payments made prior to Notice of Termination, and further reduced by the price of
the services not delivered, or those services not provided.
This Contract shall be amended accordingly, and the Contractor shall be paid the
agreed upon amount.
In the event that the parties cannot agree on the whole amount to be paid to the
Contractor by reason of termination under this clause, the Director of Purchasing
shall pay to the Contractor the amounts determined as follows, without duplicating
any amount which may have already been paid under the preceding paragraph of
this clause:
1. With respect to all Contract performance prior to the effective date of Notice
of Termination, the total of:
a. Cost of the work performed;
b. The cost of settling and paying any reasonable claims as provided in
subparagraph 4 above;
c. A sum as profit on (a) determined by the Director of Engineering and
approved by the Augusta-Richmond County Commission to be fair and
reasonable.
2. The total sum to be paid shall not exceed the Contract price, as reduced by
the amount of payments otherwise made, and as further reduced by the
Contract price of services not terminated.
In the event that the Contractor is not satisfied with any payments which the
Director of Purchasing shall determine to be due under this clause, the Contractor
may appeal any claim to the Commission in accordance with the "Disputes" clause of
this Contract.
When termination for the convenience of Augusta-Richmond County, Georgia is a
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provision of this Contract, the Contractor shall include similar provisions in any
subcontract, and shall specifically include a requirement that subcontractors make
all reasonable efforts to mitigate damages which may be suffered. Failure to include
such provisions shall bar the Contractor from any recovery from Augusta-Richmond
County, whatsoever of loss or damage sustained by a subcontractor as a consequence
of termination for convenience.
N. Termination for Default
Either party may terminate this Contract, without further obligation, for the default
of the other party or its agents or employees with respect to any agreement or
provision contained herein.
o. Examination of Records
The Contractor agrees that Augusta-Richmond County or any duly authorized
representative shall, until the expiration of three (3) years after final payment
hereunder, have access to and the right to examine and copy any directly pertinent
books, documents, papers, and records of the Contractor involving transactions
related to this Contract.
The Contractor further agrees to include in any subcontract for more than $10,000
entered into as a result of this contract, a provision to the effect that the
subcontractor agrees that Augusta-Richmond County, Georgia or any duly authorized
representative shall, until the expiration of three (3) years after final payment under
the subcontract, have access to and the right to examine and copy any directly
pertinent books, documents, papers, and records of such Contractor involved in
transactions related to such subcontract, or this Contract. The term subcontract as
used herein shall exclude subcontracts or purchase orders for public utility services
at rates established for uniform applicability to the general public.
The period of access provided in the paragraphs above for records, books,
documents, and papers which may be related to any arbitration, litigation, or the
settlement of claims arising out of the performance of this contract or any
subcontract shall continue until any appeals, arbitration, litigation, or claims shall
have been finally disposed of.
P. Disputes
Disputes by the Contractor with respect to this Contract shall be decided in the first
instance by the Augusta-Richmond County Director of Engineering, who shall reduce
his decision to writing, and mail or otherwise furnish the Administrator a written
appeal addressed to the' Commission. Decisions by the Commission shall be final
and binding unless set aside by a court of competent jurisdiction as fraudulent,
capricious, arbitrary, or so grossly erroneous as necessarily to imply bad faith, or not
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be supported by any evidence. Pending a final detennination of a properly appealed
decision of the Director of Engineering, the Contractor shall proceed diligently with
the perfonnance of the Contract in accordance with that decision.
Q. Intesrration Clause
This Contract, and any and all exhibits thereto, and/or documents incorporated by
reference into this Contract, shall constitute the whole agreement between the
parties. There are no promises, tenns, condition, or obligations other than those
contained herein, and this Contract shall supersede all previous communications,
representations, or agreements, written or verbal, between the parties hereto related
to the Provision for Services described herein.
IN WITNESS WHEREOF, the parties have set their hands and seals as of the date first
above written.
AUGUSTA, GEOI.lGIA
DUCKETT AND ASSOCIATES, INC.
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By: ~A-2E^-, r.. nll.c.k1z7r
Lar~ E. Sconyers
Title: Mayor
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ATTACHMENT A
Scope of Work
Section 1: Devdop Functional and Space Requirements
The first step in the development of the short- and long-term plans is to accumulate a
database of information related to the current situation and assessments from the people
most closely involved in what is likely to be required in the future. Part of the information-
gathering process will task the survey and forecast teams with endeavoring to identify the
factors driving the space needs of the different departments and agencies and their methods
of operation. This will result in more realistic future projects being made and the impact of
emerging technologies being taken into account.
In order to achieve this position from which true analytically based recommendations can
be presented, the following tasks outline the approach that will be taken:
Task 1:
Task 2:
Task 3:
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Refine Project Goals and Objectives: A Project Technical Committee shall be
established to both initiate the study process and to participate throughout
the study in guiding the Consultant's efforts. Through an initial meeting, the
Consultant would define its study approach, tools, and methods; identify with
this group any needed modifications to the work program to assist in meeting
all of the consolidated government needs; and identify more completely all
study objectives.
Agency Workshop: In order to do an effective job of surveying, interviewing
and profiling each department and/or sub-agency, the Consultant will utilize
an initial workshop to review the project scope, approach, survey materials,
and needed information. This workshop will be held for all department heads
responsible for completing the space needs survey as identified in the
Attachment D listing together with any other officials considered as integral to
the intent of the Study.
Profile Existing Ag~cies/DepaI1ments: The Consultant will prepare a survey
instrument to augment those already distributed for all departments,
divisions, and other organizations .that require City/County-sponsored space
fo,r the conduct of their functions. Among the data that will be requested
through the survey in-~~rument are the following:
· Departmental mission and function
· Functional relationships and adjacencies
· Staff by type and number-current and historic
· Current space allocations and unmet space needs
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* Equipment with significant impact on space needs
* Degree of automation and communication
* Data/record storage practices and requirements
* Relationship to general public access and visitation
* Parking needs and traffic generation characteristics
Following the return of the survey instrument, the Consultant will conduct
interviews with key persons in all departments. This effort is critical to the
development of personnel forecasts, space needs, functional and locational
requirements, and a complete understanding of the manner in which each
department operates.
Having completed the survey and interviews, the Consultant will develop an
analytical description of the existing characteristics and relevant data
supported by line drawings for all departments and organizations. These
analytical descriptions will serve as the information base necessary for
forecasting future personnel and space needs; identifying locational or co-
locational issues; understanding historic growth trends and current growth
factors; and evaluating many other factors that impact the ability of a
department to satisfy its mission.
At this stage of the study process a synopsis of the factors and procedures
identified through the survey and interviews as being contributory to the space
problems being faced, will be presented such that policy and procedural issues
can be addressed if appropriate.
Sub-task 3.1 Courts Analysis
This element of the study requires significantly more research than many of
the other departments due to the impact that criminal justice activities have
on space needs. In order to assess whether the courts can be adequately
contained within existing structures over the time frame envisaged demands
close attention to such factors as caseload, arrest rates disposition, backlog.
This information will be collected from the Law Enforcement and Courts
Administration records and needs to be based, ideally, on ten years of
historical data. It may be prudent to present the projected judicial system
growth as a sub-section to the main report since the basis for comparison will
be different. . This aspect of the study also has a significantly greater cost
impact due to specific layout, separation and security elements which impact
the space needs.
Task 4:
Develop Uniform Space and Office Equipment Standards: Working closely
with the proposed Project Technical Committee, the Consultant will prepare
space requirements for various personnel classifications. Any existing space
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Task S:
Task 6:
standards in effect, will be incorporated into standards created especially for
Augusta-Richmond County. In addition to utilizing personnel as a basis for
forecasting spatial requirements, the Consultant will take into account
changes in technologies and present space guidelines for departments that are
less staff-intensive and more equipment-oriented.
In coordination with the facilities managers and concurrent with the
development of space guidelines, the Consultant will recommend parking
standards and utilize these to project land consumption on site. The
Consultant will document prototypical space layouts for the various personnel
classifications within the Consolidated government. These layouts will be
generic in nature and used to illustrate possible furniture configurations for
the space standards allocated.
Forecast Future Penonnd: With data developed through the survey
instruments and detailed interviews, the Consultant will prepare a forecast of
future personnel requirements for each of the agencies or sub-agencies
surveyed. The forecast will define changes in personnel by type and number
in two-year increments to the year 2007. Personnel forecasts will consider
projected population growth, historic trend analysis, and agency-specific
growth factors relevant to the functions they perform, such as judicial
caseloads and disposition rates for the courts system. Due account will be
taken of known or projected programs or services and trends that may require
the delivery of new or additional services in the future.
Forecasts will be compared with the agencies' own personnel estimates and
the most reasonable forecast recommended for space needs estimates.
Recommended forecasts will be reviewed with the Project Technical Committee
to ensure reasonableness and acceptability prior to utilization in the
preparation of space forecasts.
Project Future Space Needs: Utilizing existing personnel combined with
existing space needs (drawn from survey and follow-up interviews) that reflect
personnel and equipment unique to each department and division, together
with information previously gathered by the Space Allocation Committee, the
Consultant will define an average square foot space need per employee, by
individual agency. In turn, this average will be utilized in conjunction with
the personnel forecasts to determine future administrative spatial
requirements. To this will be added consideration of space needs for
specialized equipment, meeting room purposes, and other non-personnel space
needs.
As a part of this task, the Consultant will define net square feet required for
each department in two-year increments to the year 2007. In addition,
recommendations will be made regarding the grossing factors to be applied to
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Task 7:
net square footage so that the total space needs in each department can be
defined.
As a basis for comparing the existing conditions and needs to future space
requirements, the Consultant will define the space consumed as at present.
Supplementing this information, the Consultant will also define the space that
needs to be provided now in order to meet current demands.
A supply and demand analysis will be completed based upon the results of
earlier tasks so that the existing supply and condition of space for each
City/County department can be compared to the demand for space. This
supply and demand analysis will be used as a basis to determine the priority
for expanding, relocating, and reconfiguring various department spaces.
Conduct Analysis of Record Retention Needs: During the conduct of the
study, the Consultant will analyze and review the record retention practices,
storage, and retrieval requirements for each of the departments and offices.
This aspect of the study has already attracted concern because of the very
limited amount of storage space currently available and the primary records
retention location in leased property. The purpose of this task is to define the
amount of space currently dedicated to storage and to forecast future space
requirements. Beyond this scope, the Consultant will also define minimum
space standards for record storage needs by each of the agencies. The
magnitude of the short-fall of storage space for record retention will be
projected. Finally, after review of current procedures, the Consultant will
make recommendations with respect to future practices which could reduce or
contain record storage requirements and improve handling methods through
better management, microfilming, and other methods or approaches.
Section 2: Conduct Condition Survey of Existing Buildings
Once the forecasts and projections have been produced, discussed and consensus reached
with the Project Technical Committee it becomes essential to have a thorough assessment of
exactly what space currently exists and its condition. Factors such as outstanding lease
terms, building life expediency, maintenance projections, major system or equipment
replacement, and general renovations needed to be factored into the equation before any
re-Iocation reCommendations are considered. Factors related to codes standards in addition
to specialized needs required by select departments or agencies must be taken into
consideration. The professionally qualified team assigned to this aspect of the study will
assess the most cost-effective options in the development of the highest and best use report
based upon the following tasks:
Task 8:
Buildings Inventory and Evaluation: The Consultant team will work closely
with the facilities' manager to identify renovation and/or occupancy needs or
changes. A review of the current space utilization for each building will be
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Task 9:
Task 10:
Task 11:
completed as a part of the buildings inventory. Each building will be
evaluated using a standard matrix of various criteria which will include
building envelop, image, historical significance, structural, mechanical,
electrical, HV AC, expansion and/or renovations suitability, parking
requirements, among others. Also, each building will be studied to determine
compliance with appropriate building codes and ADA requirements.
Site Inventory: The Consultant will review the inventory of existing Augusta-
Richmond County-owned land to determine its potential use in the future
development of facilities. A listing of such potential sites which are not
committed to other purposes nor limited in use by deed restrictions will be
prepared.
Along with the site inventory any building conditions that either inhibit or
enhance the use or reallocation of space will be identified.
Define Traffic, Transportation, and Parking Impact: The Consultant will
determine parking requirements for employees, visitors, and Augusta-
Richmond County vehicles for the operation of each building through 2007.
In addition, the Consultant will determine the number of person trips
generated by County employees and visitors relative to each department
through the initial survey instrument. Through this analysis, a determination
will be made of future parking requirements, by department.
Recommend Methods and Improvements to Address Handicapped Access:
Federally required handicapped access requirements will be reviewed in
general and, specifically, as they relate to the need to improve the accessibility
of particular agencies and programs and the buildings they now occupy. The
Consultant, after completion of a full evaluation, will recommend specific
building improvements or locational changes which will address handicapped
accessibility requirements which, at a minimum, must be met.
Section 3: Development of Short-and Long-Tenn Space Utilization Plans
Once the information detailed in Sections 1 and 2 has been accumulated it becomes
incumbent upon the Consultant to apply creativity based on experience and vision to look at
the options that become available and to ensure that they comply with operational
requirements. There is no single outcome to this section of a study since, for a range of
reasons, a number of alternatives will need to be considered all with different impact on the
consolidated government. This information needs to be analyzed so that objective decisions
can be made by the Board of Commissioners once the final report is adopted. This phase
of the study will involve the following tasks:
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Task 12:
Task 13:
Task 14:
Task 15:
Comparison of Replacement versus Renovation: The Consultant will address
the potential for additional building renovation as an option to new
construction to meet some of the future space needs. Recent past renovations
will be reviewed in terms of cost and evaluated relative to success and
building operational and maintenance costs. In turn, the result of the
evaluation and analysis will be compared to the cost of new construction to
meet future space needs.
Comparison of Rental versus County-Owned Facilities: As another option in
meeting future and current space needs, the Consultant will conduct an
analysis of lease costs versus construction and ownership using concrete
examples, to provide an effective and informative picture of the cost and
benefits of each, and a direct comparison utilizing the current local market
figures for both ownership and lease costs.
Develop Alternatives to Meet Future Needs: Once the space and parking
requirements for the County agencies have been established, the Consultant
will develop up to five alternatives to meet the space requirements. This will
include options such as renovation and expansion of existing buildings and
parking areas; reallocation of existing space and parking to meet the
determined needs; construction of new space and parking to meet future space
requirements; or a combination of the various options listed above. Existing
County-owned sites will be reviewed in terms of their ability to meet building
expansion or new construction requirements. The potential need for
additional land acquisition will also be discussed in each alternative that is
developed, along with the potential expansion of existing buildings where
appropriate and feasible.
As part of the development of alternatives and options a review will be made
of potential building and/or land acquisition if considered appropriate to the
space demands identified. Local Real Estate commercial property specialists
may be engaged to assist in the identification of potentially suitable
properties. Typically this aspect of the task might determine the validity of
considering existing buildings such as the currently unoccupied Davidson
department store or other buildings which might become available such as the
Southern Bell offices.
All development alternatives will be reviewed by the Project Technical
Committee, and the Consultant will make recommendation to the Committee
on preferred alternatives.
Preparation of Comprehensive Spatial Analysis Report, Capital Improvement
and Implementation Program: The conclusion of the work program will be
the development of a comprehensive analysis of space incorporating all work
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program elements, including personnel requirements for each of the County
departments identified in Task 1. Space and location requirements for each
agency will be presented in a graphic and analytical format.
A schedule of priorities will be drawn up to give an overview of how best to
manage the short-term and long-term needs. This analysis will be separated
into two district parts in order to provide the Augusta-Richmond County
Board of Commissioners with a budgetary planning tool for both the short-
term and subsequently, in a phased program for the long-term.
A major product of the work effort is the development of a capital
improvements program that defines in 1997 dollars, the estimated cost for
meeting the Augusta-Richmond County space needs for all agencies in
two-year increments to the year 2007. Preliminary construction cost estimates
for renovating existing facilities will be developed, and general guidelines
concerning the costs of constructing new space and renovating existing space
will be included as a part of the comparison of options to meet space needs.
Site work, grading and infrastructure improvements together with any
ancillary improvements identified will be incorporated in the estimates
provided.
The Consultant will present the analysis in two basis stages as mentioned.
The first stage will identify the immediate space requirements for the existing
agencies that are not met in the existing spatial configurations. The second
stage of the analysis will be to identify space and personnel requireme,nts, and
the capital costs for such, for the agencies in two-year increments to 2007.
Each agency will be analyzed according to priority of need. Those immediate
agency needs which can be addressed through relocation within their current
buildings will be identified and reassignment and relocation schedules will be
defined where needed.
Practical recommendations will be made regarding the priorities for initiating
space improvement programs in sufficient detail to enable the County to
immediately act on internal space assignments and relocations. These
recommendations will be coordinated and presented along with locational and
site recommendations and alternatives to assist in meeting near-term needs in
a manner consistent with long-term growth objectives and facility plans.
The Consultant's full report will include all data elements, such as profiles
developed, space standards, and personnel and space forecasts, along with all
plan elements, such as the locational analysis, comparison of options
including leasing, renovating, and new construction, along with considerations
for handicapped access and a capital improvements plan and schedule. The
report will become the working document for utilization by Augusta-Richmond
County for future space planning.
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Task. 16:
Report Submission and Presentations: Prior to submission of the final report
a draft will be submitted for discussion initially with the Project Technical
Committee and subsequent to any alterations or modifications that may be
called for, the summary findings and recommendations will be presented to
the "Leadership Forum" outlined in the General Approach. This strategy of
involving key public leaders and interest groups has been found extremely
beneficial in similar situations and is highly recommended. The Consultant
would assist in this meeting if desired.
The outcome reports developed by the Consultant will be reviewed by the
Project Advisory Committee prior to establishing the manner in which the
information should be best presented to the Board of Commissioners. The
Consultant would be prepared to make presentations at different times to
cover the short-term and long-term needs and to make revisions that may be
requested as a result of these presentations such that a booklet can be
produced and published containing the results of the Study and the
recommendations.
A-a
AITACHMENT B
Schedule of Payments
Progress payment will be make based on monthly billing, less 5% retainage, as
outlined in Section F of the Contract. Retainage will be paid upon acceptance of a
final report by the Augusta-Richmond County Commission.
B-1
ATTACHMENT C
Schedule of Work
September 1, 1997
Contractor commences work
November 21, 1997
Contractor completes "Short Teno" Study
November 24, 1997
Contractor makes presentation to Committee
December 2, 1997
Contractor makes presentation to Commission
January 23, 1998
Contractor completes "Long-Range" Study
January 26, 1998
Contractor makes presentation to Committee
Februray 3, 1998
Contractor makes presentation to Commission
C-l
DEPARTMENT
Tax Commissioner
Water Works
Accounting
Board or Elections
Tax Acces80rs
Superior Court
Finance
Central Sen'lces
JUsk Management
Magistrate Court
Judges Chamber
Court Reports
Case Management
Probate Court
Gmnd Jury
Clerk of Court
Human Resources
Purchasing
Marshal's Omce
Clerk of Magistrate Court
Engineering
Mayor's Omce
Clerk of Commission
Admlnlstmtor's Omce
Law libmry
Jury Clerk
District Attorney Omces
Computer Management
GIS
Central Sen'lces (print shop)
Planning Commission
Clean Community Commission
Planning Commission (dmftlng)
Adult Probation
Adult Probation
Central Sen'lces (Carpenter Shop)
Tax Commission (Tag Omce)
Soli Consen'atlon
Animal Control
Drivers license Omce
AITACHMENT D
Departments In Augusta.Rlchmond County Owned Buildings:
LOCATION
1st Floor Municipal Building
1st Floor Municipal Building
1st Floor Municipal Building
1st Floor Municipal Building
1st Floor Municipal Building
2nd Floor Municipal Building
2nd Floor Municipal Building
2nd Floor Municipal Building
2nd Floor Municipal Building
Jrd Floor Municipal Building
Jrd Floor Municipal Building
Jrd Floor Municipal Building
Jrd Floor Municipal Building
4th Floor Municipal Building
4th Floor Municipal Building
5th Floor Municipal Building
6th Floor Municipal Building
6th Floor Municipal Building
7th Floor Municipal Building
7th Floor Municipal Building
7th Floor Municipal Building
8th Floor Municipal Building
8th Floor Municipal Building
8th Floor Municipal Building
9th Floor Municipal Building
9th Floor Municipal Building
551 Greene Street
5JO Greene Street
1st Floor Patehen Building
Ist Floor Patchen Building
2nd Floor Patehen Building
Jrd Floor Patehen Building
Jrd Floor Patehen Building
5JO Greene Street
Hale Street
5th Street
2059 Lumpldn Road
2059 Lumpldn Road
4164 Mack Lane
Mike Padgett mgtrway
D-1
CONTACT PERSON
Jerry Saul
Alma Stephenson
A.B. McKie
Lynn Bailey
Hamson Sears
Judge William Fleming, Jr.
A.B. McKie
Arlene New
Sandy Wright
Judge William D. Jennings, ill
Judge William D. Jennings, ill
Judge William D. Fleming, Jr.
Elaine Johnson
John Etheridge
Geri Sams
Steve Smith
Judge William D. Jennings, ill
Cllrrord A. Goins
Mayor Larry E. Sconyers
Lena Bonner
Charles R. Oliver
Judge William Fleming, Jr.
Judge William Fleming, Jr.
Danny Cmlg
Cllrrord Rushton
Clirrord Rushton
James Burton
George Patty
George Patty
Langdon Atkins
Langdon Atkins
Jim Burch
Roger Tomlin
Phil Hatterits
Jim Lannar
'.
DEPARTMENT
WCATION
CONTACf PERSON
Public Works (Suburban)
license & Inspections
1815 Marvin Grimn Road
1815 Marvin Grimn Road
Mike Gl'1!ene
Rob Sherman
Roads & Bridges
2316 Tobacco Road
Wayne Shelly
Marshall's Department
Auto Service Department
White Road
White Road
Steve Smith
Recreation Department (Administration Only)
2027 Lumpkin Road
Tom Beck
Solid Waste
4330 Deans Bridge Road
David Smith
Emergency Management
911 4th Street
Pam Tucker
Carpenter's Shop
Electrical Department
Street light Maintenance
1708 mghland Avenue
1708 mghland Avenue
1708 mghland Avenue
Charles ChavOWl
Robert Anderson
David Utley
Tramc Engineering
Prep Phillips Drive
Jim Huffstetler
Trees & Landscapes
Public Works (Urban)
Central Auto Shop
1568 Broad Street
1568 Broad Street
1568 Broad Street
Bany Smith
Hany Hartley
Hany Hartley
Main Street
10th Stl'1!et
Fire Department (Administrative Omce)
1099 Reynolds Street
Chief Ronnie Few
State Court Solicitor
Municipal Court
Juvenile Court
State Court Solicitor
401 Walton Way (2nd Floor)
401 Walton Way (1st Floor)
401 Walton Way (1st Floor)
401 Walton Way (2nd Floor)
Judge Gale Hammrick
Judge Evlta Pascal
Judge Rlchanl Slaby
Sherly Jolly
Special Projects
FIre Station (RIchmond mils)
Kathy Williams
DEPARTMENTS IN LEASED FACILITIES
Central Services (Warehouse) 602 Taylor Street Alvin Mills
County Extension Services 602 Gl'1!ene Street Clyde Lester
Indigent Defense 411 Watkins Street Eddie Goode
Victim Rights 409 Watkins Street Bo Hunter
Human Relations 360 Bay Street Frank Thomas
Coroner 360 Bay Street Leroy Sims
Reconl. Retention 535 15th Street Alvin MIIII.
Tax Commission (Tag Omce) Laney.Walker Boulevanl Dalla. Boome
Housing & Neighborhood Development One Tenth Street Kevin J. Mack
Suite 430
D-2
PUBLIC WORKS AND ENGINEERING
ROOM 701
530 GREENE STREET
AUGUSTA, GEORGIA 30911
(706) 821-1706 FAX (706) 821-1838
August 28, 1997
Karen I. Duckett, JD, Associate AlA
Duckett and Associates, Inc.
3300 Highlands Parkway
Suite 110
Atlanta, Georgia 30082-8230
RE: Space Utilization Study
"Notice to Proceed"
Project Reference: 97-025
Dear Ms. Duckett:
Enclosed herewith is a copy of the fully executed agreement between
the Augusta-Richmond County Commission and Duckett and Associates,
Inc. for professional services associated with the above referenced
project. This is your "Notice to Proceed" in accordance with this
agreement.
Obviously, the "Schedule of Work" will need to be modified being that
the proposal start date was September 1, 1997. I am proposing in ~
fourteen (14) day slippage in the schedule subject to
Committee/Commission meetings for presentations. Please advise if
this is acceptable and I will prepare the necessary documentation.
Another item we have discussed is your project kick-off presentation
at the weekly Directors Meeting. I have scheduled you for
approximately twenty (20) minutes on September 25, 1997.
If you have any addition questions or requests, please do not hesitate
to call.
~.~
A. Goins
Assistant Director of Public
Engineering Division
CAG\awd
Enclosures
c: Charles R. Oliver, Administrator
Jonathan P. Adams, Director of Engineering & Public Works
Lena Bonner, Clerk of Commission w/original for file
PUBLIC WORKS AND E1VGINEERING
ROOM 701
530 GREENE STREET
AUGUSTA, GEORGIA 30911
(706) 821-1706 FAX (706) 821-1838
August 28, 1997
Karen I. Duckett, JD, Associate AlA
Duckett and Associates, Inc.
3300 Highlands Parkway
Suite 110
Atlanta, Georgia 30082-8230
RE: Space Utilization Study
"Notice to Proceed"
Project Reference: 97-025
Dear Ms. Duckett:
Enclosed herewith is a copy of the fully executed agreement between
the Augusta-Richmond County Commission and Duckett and Associates,
Inc. for professional services associated with the above referenced
project. This is your "Notice to Proceed" in accordance with this
agreement.
Obviously, the "Schedule of Work" will need to be modified being that
the proposal start date was September 1, 1997. I am proposing in ~
fourteen (14) day slippage in the schedule subject to
Committee/Commission meetings for presentations. Please advise if
this is acceptable and I will prepare the necessary documentation.
Another item, we have discussed is your project kick-off presentation
at the weekly Directors Meeting. I have scheduled you for
approximately twenty (20) minutes on september 25, 1997.
If you have any addition questions or requests, please do not hesitate
to call.
A. Goins
Assistant Director of Public
Engineering Division
CAG\awd
Enclosures
C: Charles R. Oliver, Administrator
. Jona than P. ~da~s_,_,)1:i};_~_s:J:..,.9r.J? f ~rlg i1'1:ee5-lD_g-;-&_P_\}Q.!l.~_Works
'CL~~~~r,_f)~k_ oJ Co~j.~~i oii.!flo.r ~.g}rial.:;.,.t6r~f7rle~:-p