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Home My WebLink About2019-01-15 Meeting MinutesCommission Meeting Agenda Commission Chamber - 1/15/2019 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; Few, Garrett, Sias, Fennoy, Frantom, M. Williams, Davis, D. Williams, Hasan and Clarke, members of Augusta Richmond County Commission. INVOCATION: Reverend Marc Trimm, Lead Pastor, Metropolitan Community Church of Our Redeemer. PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA. RECOGNITION(S) December 2018 Employee of the Month A. Congratulations! Mr. Marvin Coleman, Augusta Utilities Department as Augusta, Ga December 2018 Employee of the Month. Item Action: None December_Employee_of_the_Month.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Recognition of Mr. Marvin Coleman as the 2018 December Employee of the Month. Five (5) minute time limit per delegation DELEGATIONS B. Ms. Angela C. Harden and Dr. Willie R. Rivers regarding justice for Melquan Robinson. Item Action: None Ms._Angela_Harden.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Presentation is made by Ms. Angela Harden and Dr. Willie Rivers. CONSENT AGENDA (Items 1-29) PLANNING 1. Z-18-61- A request for concurrence with the Augusta Georgia Planning Commission to approve with the conditions below a petition by Nicole Cooper requesting a change of zoning from Zone R-2 (Two-family Residential) to Zone R-3B (Multiple-Family Residential) to expand a Family Personal Care Home to a Group Personal Care Home affecting property containing 0.17 acres and known as 2059 Clark Street. Tax Map 027-3-044-00-0 DISTRICT 1 1. Limit the number of allowed clients to 9 residents upon completion of 400 sf rear addition. 2. All setback and lot coverage requirements set in the Augusta Zoning Ordinance Section 17 (R-3B zone) be met. 3. Maintain the existing living rooms as is in order to keep high quality of living for residents. 4. The applicant must provide four (4) improved on-site parking spots in the rear; surface material to be approved by Augusta Engineering Dept. 5. The applicant must maintain all local and state business licenses. Item Action: Approved z-18-61.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Voting No: Commissioner John Clarke. Motion Passes 9-1. Commissioner Mary Davis Commissioner Marion Williams Passes 2. Z-19-01 – A request for concurrence with the Augusta Georgia Planning Commission to approve with the conditions below petition by Teddy R. Crafton Jr. requesting a Special Exception to expand an existing Family Personal Care Home serving boys (Fresh Start for Boys) into a Group Personal Care Home in the R-3A (Multiple-family Residential) Zone per Section 16-2 (d) of the Comprehensive Zoning Ordinance for Augusta, Georgia affecting property containing 1.02 acres and known as 5007 Old Waynesboro Road. Tax Map 336-0-256-01-0 DISTRICT 8 1. The home shall be limited to twelve (12) residents to comply with the current square foot requirements. 2. The home shall be staffed and maintained in compliance with all State Department of Community Health regulations for A Child Care Residential Home. 3. A private room shall be continued to be provided for owner/staff to conduct business. 4. The applicant must maintain a City of Augusta business license and continue to maintain a license with the State of Georgia. Proof of compliance with the minimum requirements of Chapter 290- 2-5-18 of the O.C.G.A must be provided, and the applicant must provide annual inspection reports. 5. The home must maintain all licenses without a 12-month lapse or the Special Exception is void. 6. The existing septic system must be inspected by the Richmond County Department of Public Health to ensure its capacity. Item Action: Approved z-19-01.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Voting No: Commissioner John Clarke. Motion Passes 9-1. Commissioner Mary Davis Commissioner Marion Williams Passes 3. Z-19-02 – A request for concurrence with the Augusta Georgia Planning Commission to approve with the conditions below petition by A. Anthony Atkins, on behalf of BAH, LLC, requesting a Special Exception to construct an business park in the B-2 (General Business) Zone with 30% of the gross leasable area of buildings is designed for and occupied by commercial, retail or service tenants per Section 22-2(f) of the Comprehensive Zoning Ordinance for Augusta, Georgia affecting property containing 2.58 acres and known as 3729 Wrightsboro Road. Tax Map 040-0-013-05-0 DISTRICT 3 1. Any Item Action: Approved proposed development must adhere to approved conditions of the 2016 rezoning case, Z-16-11 and all required development regulations. z-19-02.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Voting No: Commissioner John Clarke. Motion Passes 9-1. Commissioner Mary Davis Commissioner Marion Williams Passes 4. Z-19-03 - A request for concurrence with the Augusta Georgia Planning Commission to approve with the conditions below petition by Lionel Prather, on behalf of Benchmark Seat, LLC, requesting a change of zoning from Zone A (Agriculture) to Zone B-2 (General Business) affecting property containing 1.99 acres and known as 3711 Benchmark Drive. Tax Map 029-0- 077-00-0 DISTRICT 3 1. The conceptual plan provided is for zoning review purposes only. Issuance of development permits shall be contingent upon submission of plans meeting all applicable development standards. Item Action: Approved z-19-03.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Voting No: Commissioner John Clarke. Motion Passes 9-1. Commissioner Mary Davis Commissioner Marion Williams Passes 5. Z-19-04 – A request for concurrence with the Augusta Georgia Planning Commission to approve with the conditions below petition by Lionel Prather, on behalf of Benchmark Seat, LLC, requesting a Special Exception to construct an business park in the B-2 (General Business) Zone with 30% of the gross leasable area of buildings is designed for and occupied by Item Action: Approved commercial, retail or service tenants per Section 22-2(f) of the Comprehensive Zoning Ordinance for Augusta, Georgia affecting property containing 1.99 acres and known as 3711 Benchmark Drive. Tax Map 029-0-077-00-0 DISTRICT 3 1. The conceptual plan provided is for zoning review purposes only. Issuance of development permits shall be contingent upon submission of plans meeting all applicable development standards. z-19-04.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Voting No: Commissioner John Clarke. Motion Passes 9-1. Commissioner Mary Davis Commissioner Marion Williams Passes 6. Z-19-05 – A request for concurrence with the Augusta Georgia Planning Commission to approve with the conditions below petition by Ivey Development LLC, on behalf of 11th. Street Canal Group LLC, requesting a change of zoning from Zone LI (Light Industry) to Zone R-3C (Multiple- family Residential) affecting property containing 4 acres and known as 636 Eleventh Street. Tax Map 046-2-094-00-0 DISTRICT 1 1. The final submitted plan must adhere to all zoning requirements set in Section 18, including height, density, lot coverage, and setbacks. 2. Any increased density greater than the zoned 29 units per acre must be reviewed and approved by the Board of Zoning Appeals. 3. Any setback and lot coverage requirements that are not met must be approved by the Board of Zoning Appeals. 4. Number of parking spaces shall be determined by the Planning Commission through the parking variance process. 5. Should the petitioner fail to close within 12 months of this approval, the R-3C zoning becomes null and void and parcel reverts back to the original Light Industrial District. 6. Proposed internal drives shall meet all standards of the Augusta Traffic Engineering Department. 7. The existing sidewalks adjacent to the properties must adhere to current ADA standards. 8. Issuance of development permits shall be contingent upon the submission and approval of plans meeting all applicable development regulations. Item Action: Approved z-19-05.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. Hasan out. Motion Passes 9-0. Commissioner William Fennoy Commisioner Sean Frantom Passes PUBLIC SERVICES 7. Motion to renew the Sec. 5311 Rural Transit grant application between the Georgia Department of Transportation (GDOT) and Augusta, Georgia for July 1, 2019 to June 30, 2020. (Approved by Public Services Committee January 8, 2019) Item Action: Approved 12052018164358.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Seconded By Motion Result Approve Motion to approve. Voting No: Commissioner John Clarke. Motion Passes 9-1. Commissioner Mary Davis Commissioner Marion Williams Passes 8. Motion to approve New Location: A.N. 19-01: request by Anita Jones for a retail package Beer & Wine License to be used in connection with Masters Food Mart located at 2443 Peach Orchard Rd. District 2. Super District 9. (Approved by Public Services Committee January 8, 2019) Item Action: Approved AN.19-01.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Passes Motion to approve. Voting No: Commissioner John Clarke. Motion Passes 9-1. Commissioner Mary Davis Commissioner Marion Williams 9. Motion to approve New Application: A.N. 19-02: A request by Jeremy Lafontaine for an on premise consumption Wine License to be used in connection with Joe's Underground located at 144 8th Street. (Approved by Public Services Committee January 8, 2019) Item Action: Approved AN.19-02.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Motion Result Approve Motion to approve. Motion Passes 10-0. Commissioner Marion Williams Commisioner Sean Frantom Passes 10. Motion to authorize the Planning & Development and Legal Departments to research the steps necessary to amend the city's alcohol ordinance to allow Augusta & Co. to serve free samples of local products to visitors and locals. (Approved by Public Services Committee January 8, 2019) Item Action: Approved Augusta___Co..pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Voting No: Commissioner John Clarke. Motion Passes 9-1. Commissioner Mary Davis Commissioner Marion Williams Passes 11. Motion to approve the Fire Fighter Physicals Contract with University Health for the Augusta Regional Airport. This is an amendment to the Augusta Richmond County Contract for fire fighter physicals (RFP 17-196). (Approved by Public Services Committee January 8, 2019) Item Action: Approved FIRST_AMENDMENT_TO_contract_for_Fire_Fighter_Examinations.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Voting No: Commissioner John Clarke. Motion Passes 9-1. Commissioner Mary Davis Commissioner Marion Williams Passes 12. Motion to approve a contract amendment with Reeves Young LLC for Construction Project Management Services for Augusta’s Transit Operation and Maintenance Facility project and task the Administrator to come back in 90 days with a recommendation of how to proceed forward in terms of a project management plan. (Approved by Public Services Committee January 8, 2018) Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve with the deletion of the words "Project Management" from the phrase "Construction Project Management Services". Mr. Garrett out. Motion Passes 9-0. Commissioner Sammie Sias Commissioner William Fennoy Passes 13. Motion to approve a contract amendment with SKANSKA USA Building Inc. for Construction Project Management Services for Augusta’s Transit Operation and Maintenance Facility project and task the Administrator to come back in 90 days with a recommendation of how to proceed forward in Item Action: Approved terms of a project management plan. (Approved by Public Services Committee January 8, 2018). ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. Garrett out. Motion Passes 9-0. Commissioner Sammie Sias Commissioner William Fennoy Passes 14. Motion to approve an amendment to increase the value of the Architectural and Engineering services contract with Wendel Companies dated March 25, 2013 for the Design of a Transit Operation and Maintenance Facility for Augusta, Georgia and task the Administrator to come back in 90 days with a recommendation of how to proceed forward in terms of a project management plan. (Approved by Public Services Committee January 8, 2018) Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. Garrrett out. Motion Passes 9-0. Commissioner Sammie Sias Commissioner William Fennoy Passes ADMINISTRATIVE SERVICES 15. Motion to approve First Vehicle Services, Inc. provide fleet maintenance services to Augusta, Georgia with the emergency response time being reduced from 120 minutes to 90 minutes - RFP 19-225. (Approved by Administrative Services Committee January 8, 2019) Item Action: Approved AGREEMENT.doc 19-225_Sent_to_Paper.doc 19-225_TAB.xls 19-225__Department_Recommendation_of_Award.pdf 19-225_Cumulative.pdf 19-225_Planholder_List.pdf Process_Regarding_RFPs.pdf Fleet_Maintenance_Contract_Update_(002).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 9-1. Commissioner Sammie Sias Commissioner Dennis Williams Passes 16. Motion to approve the proposed drafts of the dedication plaques for the following projects: 1)Maxwell Library Renovations 2)Reynolds Street Pedestrian Bridge 3)Augusta Records Retention Center Annex 4)Augusta Public Transit Operations and Maintenance Facility and 5)Augusta Wellness Center (Approved by Administrative Services Committee January 8, 2019) Item Action: Approved Plaque_Drafts.pdf Maxwell_Plaque_Prev.bmp Augusta_Transit_Maintenance_Facility.pdf Jeff_Maxwell_Library-_Renovations.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Voting No: Commissioner John Clarke. Motion Passes 9-1. Commissioner Mary Davis Commissioner Marion Williams Passes 17. Motion to deny the Protest and Appeal of Corizon Health regarding RFP #18-200 Inmate Medical Services for the Sheriff's Office and RCCI. (Approved by Administrative Services Committee January 8, 2019) Item Action: Approved Exhibit_1_RFP_Official_TAB_SHEET_18-200.pdf Exhibit_2_18-200_Non-Compliant_Letter_to_Corizon.pdf Exhibit_3_18-200_Protest_Letter_From_Corizon_Health.pdf Exhibit_4_18-200_18-200_Procurment_Response_to_Protest_from_Corizon.pdf Exhibit_5_18-200_Appeal_to_Commission_-_Corizon_Health.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Defer Motion to refer this item back to the Administrator, General Counsel and Procurement Department to address it in accordance with the process outlined in the procurement ordinance #7314 and as a request for a waiver. Commissioner Ben Hasan Dies for lack of Second Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve the agenda item as presented. Voting No: Commissioner Ben Hasan. Motion Passes 9-1. Commisioner Sean Frantom Commissioner Marion Williams Passes 18. Motion to approve the bid award for the Municipal Building Condenser Water Pipe Insulation to Contract Management of Augusta, GA in the amount of $79,900.00. Bid Item 18-222A. (Approved by Administrative Services Committee January 8, 2019) Item Action: Approved 18-222_ITB_-_SENT_TO_PAPER_Revised.pdf Bid_Price_Tabulation_-_OFFICIAL.pdf 18-222A_MPB.pdf 18-222A_Department_Recommendation__of_Award.pdf Mail_List_and_Demandstar_Planholders.pdf Georgia_Procurement_Registry_Summary.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commissioner Marion Williams Commisioner Sean Frantom Passes 19. Motion to approve the bid award for the Municipal Building Drainpipe installation to Contract Management of Augusta, GA in the amount of $77,369.00. Bid Item 18-223A.(Approved by Administrative Services Committee January 8, 2019) Item Action: Approved Invitation_to_Bid_Sent_to_Newspaper.pdf Bid_Price_Tabulation_-_OFFICIAL.pdf Mandatory_Pre_Bid_Sign_In_Sheet.pdf 18-223A_Department_Recommendation_of_Award.pdf Mail_List_and_Demandstar_Planholders.pdf Georgia_Procurement_Registry_Summary.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commissioner Marion Williams Commisioner Sean Frantom Passes PUBLIC SAFETY 20. Motion to approve Accountability Court FY19 Supplemental Grant. (Approved by Public Safety Committee January 8, 2019) Item Action: Approved CACJ2019Supplemental_Grant_Award.pdf PR000182.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Voting No: Commissioner John Clarke. Motion Passes 9-1. Commissioner Mary Davis Commissioner Marion Williams Passes 21. Motion to approve an Amendment of the Contract with Pierce Manufacturing in reference to RFP 17-137 Emergency Apparatus/Fire Pumper to Pierce to purchase three (3) Pierce Engines, and to authorize the Mayor to execute the appropriate documents.(Approved by Public Safety Committee January 8, 2019) Item Action: Approved PIERCE_PRICING.pdf 2018-12-12_First_Amendment_to_Contract_to_Purchase_Fire_Apparatus.docx ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Voting No: Commissioner John Clarke. Motion Passes 9-1. Commissioner Mary Davis Commissioner Marion Williams Passes ENGINEERING SERVICES 22. Motion to approve additional funding of Professional Services Contract to implement Cityworks AMS software and Integrate with enQuesta CIS Software in the amount of $200,000.00. (Approved by Engineering Services Committee January 8, 2019) Item Action: Approved Augusta_Meter_Shop_SOW_2018-11-08_(003).pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Voting No: Commissioner John Clarke. Motion Passes 9-1. Commissioner Mary Davis Commissioner Marion Williams Passes 23. Motion to approve the Award of Bid Item 18-278 – Articulated Dump Truck to Yancey Brothers. (Approved by Engineering Services Committee January 8, 2019) Item Action: Approved 18-278__ITB.pdf 18-278_OFFICAL_TAB.pdf 18-278_DEPARTMENT_RECOMMENDATION_OF_AWARD.pdf 18-278_Planholders.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Voting No: Commissioner John Clarke. Motion Passes 9-1. Commissioner Mary Davis Commissioner Marion Williams Passes 24. Motion to approve RFQ #18-263: Task Order Program (2018) for Utilities Department in the amount of $6,000,000.00 for execution by Beam’s Construction, Inc.; Blair Construction, Inc.; Garnto Southern Construction, Inc.; Gearig Civilworks, LLC; Legacy Water Group, LLC; North American Pipeline Management, Inc.; Reynolds Construction, LLC as qualified and selected contractors. (Approved by Engineering Services Committee January 8, 2019) Item Action: Approved 18-263_REQUEST_FOR_QUALIFICATIONS.doc 18-263_Bid_Summary.PDF 18-263_Pre-Bid_Sign_In_Sheet.pdf 18-263_Evaluation_Scoring.pdf 18-263_Task_Order_Directors_Recommendation.pdf 18-263_Task_Order_Contract_DRAFT.pdf 18-263_PLANHOLDERS_LIST.pdf Process_Regarding_RFQs.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. Hasan, Mr. Frantom and Mr. Clarke out. Motion Passes 7-0. Commissioner Marion Williams Commissioner Brandon Garrett Passes 25. Motion to accept proposal from Zimmerman, Evans and Leopold, Inc. (ZEL Engineers) to provide engineering services to design the Utilities Department’s Fort Gordon B Street Water Main Replacement project at a cost of $80,295.00. (Approved by Engineering Services Committee January 8, 2019) Item Action: Approved Fort_Gordon_Water_Main_Replacement_-_Proposal.pdf Fort_Gordon_Water_Main_Replacement_-_Project_Map.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. Sias, Mr. Hasan and Mr. Clarke out. Motion Passes 7-0. Commissioner Marion Williams Commisioner Sean Frantom Passes 26. Motion to approve award of Bid #18-294 for the Construction of Brussels Street Pump Station Abandonment Project to CBH Excavation in the Amount of $139,560.40.(Approved by Engineering Services Committee January 8, 2019) Item Action: Approved Brussels_Street_Pump_Station_Abandonment_-_Map.pdf 18-294_Invitation_to_Bid.doc 18-294_Tab_Sheet.xlsx 18-294_Department_Recommendation_of_Award.pdf 19-294_Planholders.docx ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Voting No: Commissioner John Clarke. Motion Passes 9-1. Commissioner Mary Davis Commissioner Marion Williams Passes 27. Motion to approve entering into a Project Framework Agreement with the Georgia Department of Transportation for ADA and Sidewalk Improvements Along Kissingbower Road (Marschalk Rd to White Rd, PI #0015958) as requested by AED. (Approved by Engineering Services Committee January 8, 2019) Item Action: Approved Project_Framework_Letters.pdf Project_Framework_Agreement.pdf PR000200.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commissioner Marion Williams Commissioner Mary Davis Passes 28. Motion to approve entering into a Project Framework Agreement with the Georgia Department of Transportation for ADA and Sidewalk Improvements Along Walton Way (7th Street to 11th Street, PI #0015959) as requested by AED.(Approved by Engineering Services Committee January 8, 2019) Item Action: Approved Project_Framework_Letters.pdf Project_Framework_Agreement.pdf PR000198.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commissioner Marion Williams Commissioner Mary Davis Passes PETITIONS AND COMMUNICATIONS 29. Motion to approve the minutes of the regular meeting of the Augusta Commission held January 2, 2019 and Special Called meeting held January 8, 2019. Item Action: Approved Regular_Commission_Meeting_January_2_2019.pdf Called_Commission_Meeting_January_8_2019.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Voting No: Commissioner John Clarke. Motion Passes 9-1. Commissioner Mary Davis Commissioner Marion Williams Passes ****END CONSENT AGENDA**** AUGUSTA COMMISSION 1/15/2019 AUGUSTA COMMISSION REGULAR AGENDA 1/15/2019 (Items 30-31) APPOINTMENT(S) 30. Motion to appoint Commissioner Sias to serve as Ex-Officio on the Richmond County Board of Health replacing Commissioner Dennis Williams and appoint Commissioner Dennis Williams to the Augusta Item Action: Approved Aviation Commission as in previous years. (Requested by Mayor Pro Tem Sean Frantom) Item_from_Commissioner_Frantom.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve the appointments of Mr. Sias to the Board of Health and Mr. Dennis Williams to the Augusta Aviation Commission.. Motion Passes 10-0. Commissioner William Fennoy Commisioner Sean Frantom Passes ADDENDUM 31. Motion to go into an Executive Session.Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve going into an Executive Session to discuss potential litigation and personnel. Ms. Davis out. Motion Passes 9-0. Commisioner Sean Frantom Commissioner Sammie Sias Passes LEGAL MEETING A. Pending and Potential Litigation. B. Real Estate. C. Personnel. 32. Motion to authorize execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve the closed meeting affidavit. Mr. M. Williams and Ms. Davis out. Motion Passes 8-0. Commissioner Ben Hasan Commisioner Sean Frantom Passes Upcoming Meetings www.augustaga.gov Commission Meeting Agenda 1/15/2019 2:00 PM Attendance 1/15/19 Department: Department: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 1/15/2019 2:00 PM Invocation Department: Department: Caption:Reverend Marc Trimm, Lead Pastor, Metropolitan Community Church of Our Redeemer. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: AUGUSTA, GEORGIA EM PLOY EE R ECCre N fi ' ON COM M ITTE E Date January 812019 Mayor Davis: The Employee Recognition Committee has selected Marvin Coleman as Augusta, Georgia's Employee of the Month for December 2018. Mr. Coleman is wonderful to know and a pleasure to work with as an employee. He has been with the Augusta Utilities Maintenance Group for the past 5 Y, years. Mr. Coleman has demonstated his skills and craftsmanship by performing masonry work when needed. His excellent skills has not only produced atkactive work, but has considerably saved Augusta, Georgia in costs verses the hiring of contractors. He has allowed the Utilities Department to build rooms and containment areas for just the cost of materials, which has saved Augusta, Georgia $18,300.00 on two separate projects. Marvin has always been a team player and is quick to help others in any situation. He never shies away from any project and takes pride in his work. Marvin uses his talents to enhance the quality of life in Augusta, Georgia, through community involvement. As a volunteer, he helped to deliver emergency generators to other water systems that had been impacted by the last three hurricanes that affected Georgia. He is applauded for being one of Augusta, Georgia's most industrious workers. Based on this nomination, Marvin Coleman's outstanding contribution to the Augusta Utilities Maintenance Group and service to Augusta, Georgia, the Employee Recognition Committee would appreciate you joining us in recognizing Marvin Coleman as the December 2018 Employee of the Month. Thank you, The Employee Recognition Committee: Sylvia Williams, Committee Chairperson Alma R. Phillips, Employee Relations Takiyah A. Douse, Central Services Edeltraud Coleman, Finance Linda Jones, Utilities Carla S. Moore, Tax Assessor,s Office Robert Silas, Sheriffs OIIice Commission Meeting Agenda 1/15/2019 2:00 PM December 2018 Employee of the Month Department: Department: Caption: Congratulations! Mr. Marvin Coleman, Augusta Utilities Department as Augusta, Ga December 2018 Employee of the Month. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: AGENDA ITEM REQUEST FORM Commission meetings: First and third Tuesdays of eech month - 2:00 p.m' Commiffee meetingi: Second and last Tuesdays of each month - l:00 p.m. Commission/Comrnitteel (Please check one and insert meeting date) Commission Public Safety Committee Public Services Committee Adminisltative Sewices Committee Engineering Services Committee Finanqe Committee FaxNumber: - = -,E-Mail Xaar. Date orM-e *"r I Ff Pft Date of Meeting / Date of Meeting Date of Meeting Date of Meeting Date of Meeting Contact lnformation for Individuel/Presenter Making the Request: Name: Address: Telephone Number: Caption/Topic gf Discussion to be placed on the Agendr: Please send this request form to the following address: Ms. Lena J. Bonner Clerk of Commission Room 805 Municipal Building 530 Greerre Street Augusta, GA 30901 Telephone Numben 706-E2I -f 820 Fax Number: 706-821.1838 E-MailAddress: nmorewski@augustaga.gov Requests may be faxed, e-mailed or delivered iu person and must be received in the Clerkts Office no later tharr 9:00 a.m. oil the Thursday preceding the Commission meeting and 9:00 a.m. or the Thursday preceding thc Committee meeting of the following week. A five- minute tilne limit will be allowed for presentations, Commission Meeting Agenda 1/15/2019 2:00 PM Justice for Melquan Robinson Department: Department: Caption:Ms. Angela C. Harden and Dr. Willie R. Rivers regarding justice for Melquan Robinson. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 1/15/2019 2:00 PM Z-18-61 Department:Planning and Development Dept. Department:Planning and Development Dept. Caption: Z-18-61- A request for concurrence with the Augusta Georgia Planning Commission to approve with the conditions below a petition by Nicole Cooper requesting a change of zoning from Zone R-2 (Two-family Residential) to Zone R-3B (Multiple- Family Residential) to expand a Family Personal Care Home to a Group Personal Care Home affecting property containing 0.17 acres and known as 2059 Clark Street. Tax Map 027-3-044- 00-0 DISTRICT 1 1. Limit the number of allowed clients to 9 residents upon completion of 400 sf rear addition. 2. All setback and lot coverage requirements set in the Augusta Zoning Ordinance Section 17 (R-3B zone) be met. 3. Maintain the existing living rooms as is in order to keep high quality of living for residents. 4. The applicant must provide four (4) improved on-site parking spots in the rear; surface material to be approved by Augusta Engineering Dept. 5. The applicant must maintain all local and state business licenses. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Commission Meeting Agenda 1/15/2019 2:00 PM Z-19-01 Department:Planning and Development Dept. Department:Planning and Development Dept. Caption: Z-19-01 – A request for concurrence with the Augusta Georgia Planning Commission to approve with the conditions below petition by Teddy R. Crafton Jr. requesting a Special Exception to expand an existing Family Personal Care Home serving boys (Fresh Start for Boys) into a Group Personal Care Home in the R-3A (Multiple-family Residential) Zone per Section 16-2 (d) of the Comprehensive Zoning Ordinance for Augusta, Georgia affecting property containing 1.02 acres and known as 5007 Old Waynesboro Road. Tax Map 336-0-256-01-0 DISTRICT 8 1. The home shall be limited to twelve (12) residents to comply with the current square foot requirements. 2. The home shall be staffed and maintained in compliance with all State Department of Community Health regulations for A Child Care Residential Home. 3. A private room shall be continued to be provided for owner/staff to conduct business. 4. The applicant must maintain a City of Augusta business license and continue to maintain a license with the State of Georgia. Proof of compliance with the minimum requirements of Chapter 290-2-5-18 of the O.C.G.A must be provided, and the applicant must provide annual inspection reports. 5. The home must maintain all licenses without a 12-month lapse or the Special Exception is void. 6. The existing septic system must be inspected by the Richmond County Department of Public Health to ensure its capacity. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Commission Meeting Agenda 1/15/2019 2:00 PM Z-19-02 Department:Planning and Development Dept. Department:Planning and Development Dept. Caption: Z-19-02 – A request for concurrence with the Augusta Georgia Planning Commission to approve with the conditions below petition by A. Anthony Atkins, on behalf of BAH, LLC, requesting a Special Exception to construct an business park in the B-2 (General Business) Zone with 30% of the gross leasable area of buildings is designed for and occupied by commercial, retail or service tenants per Section 22-2(f) of the Comprehensive Zoning Ordinance for Augusta, Georgia affecting property containing 2.58 acres and known as 3729 Wrightsboro Road. Tax Map 040-0-013-05-0 DISTRICT 3 1. Any proposed development must adhere to approved conditions of the 2016 rezoning case, Z-16-11 and all required development regulations. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Commission Meeting Agenda 1/15/2019 2:00 PM Z-19-03 Department:Planning and Development Dept. Department:Planning and Development Dept. Caption: Z-19-03 - A request for concurrence with the Augusta Georgia Planning Commission to approve with the conditions below petition by Lionel Prather, on behalf of Benchmark Seat, LLC, requesting a change of zoning from Zone A (Agriculture) to Zone B-2 (General Business) affecting property containing 1.99 acres and known as 3711 Benchmark Drive. Tax Map 029- 0-077-00-0 DISTRICT 3 1. The conceptual plan provided is for zoning review purposes only. Issuance of development permits shall be contingent upon submission of plans meeting all applicable development standards. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Commission Meeting Agenda 1/15/2019 2:00 PM Z-19-04 Department:Planning and Development Department Department:Planning and Development Department Caption: Z-19-04 – A request for concurrence with the Augusta Georgia Planning Commission to approve with the conditions below petition by Lionel Prather, on behalf of Benchmark Seat, LLC, requesting a Special Exception to construct an business park in the B-2 (General Business) Zone with 30% of the gross leasable area of buildings is designed for and occupied by commercial, retail or service tenants per Section 22-2(f) of the Comprehensive Zoning Ordinance for Augusta, Georgia affecting property containing 1.99 acres and known as 3711 Benchmark Drive. Tax Map 029-0-077-00-0 DISTRICT 3 1. The conceptual plan provided is for zoning review purposes only. Issuance of development permits shall be contingent upon submission of plans meeting all applicable development standards. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Commission Meeting Agenda 1/15/2019 2:00 PM Z-19-05 Department:Planning and Development Department Department:Planning and Development Department Caption: Z-19-05 – A request for concurrence with the Augusta Georgia Planning Commission to approve with the conditions below petition by Ivey Development LLC, on behalf of 11th. Street Canal Group LLC, requesting a change of zoning from Zone LI (Light Industry) to Zone R-3C (Multiple-family Residential) affecting property containing 4 acres and known as 636 Eleventh Street. Tax Map 046-2-094-00-0 DISTRICT 1 1. The final submitted plan must adhere to all zoning requirements set in Section 18, including height, density, lot coverage, and setbacks. 2. Any increased density greater than the zoned 29 units per acre must be reviewed and approved by the Board of Zoning Appeals. 3. Any setback and lot coverage requirements that are not met must be approved by the Board of Zoning Appeals. 4. Number of parking spaces shall be determined by the Planning Commission through the parking variance process. 5. Should the petitioner fail to close within 12 months of this approval, the R-3C zoning becomes null and void and parcel reverts back to the original Light Industrial District. 6. Proposed internal drives shall meet all standards of the Augusta Traffic Engineering Department. 7. The existing sidewalks adjacent to the properties must adhere to current ADA standards. 8. Issuance of development permits shall be contingent upon the submission and approval of plans meeting all applicable development regulations. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Subrecipient: District: 2 Date: 10/4/2018 Please submit budget to GDOT for approval by: October 05, 2018 @ 4:00 p.m. State Budget Year: SFY2020 1-Jul-2019 To:30-Jun-2020 Subrecipients fill-in green highlighted areas ONLY Cost Cost Qty Cost/Each Cost 31.Standard Van* $0.00 1.$17,550.00 16.Driver Salary $92,030.00 32.Conversion Van*$0.00 2.$13,743.00 17.Dispatcher Salary $14,760.00 33.Conversion Van / Lift*$0.00 3.$12,150.00 18.Mechanic Salary 34.Shuttle Van $42,502.92 $0.00 4.$11,520.00 19.Fuel $63,000.00 35.Shuttle Van / Lift $46,249.92 $0.00 5.$2,700.00 20.Maintenance and repairs $18,000.00 36.Shuttle Bus $48,792.92 $0.00 6.21.$27,900.00 37.Shuttle Bus / Lift $51,285.92 $0.00 7.$900.00 22.Drug/Alcohol Testing $720.00 38.Mobile Radio 1 $2,000.00 $2,000.00 8.$360.00 23.Fringe Benefits 39.Base Radio 1 $7,200.00 $7,200.00 9.24.License Expense $45.00 40.Computer System $3,200.00 $0.00 10.25.41.3"- 6" Lettering $25.00 $0.00 11.$2,880.00 26.Utilities $473.00 42.Vehicle Striping $265.00 $0.00 27.43.Other:$0.00 28.Communications 44.Other:$0.00 12.$900.00 29.Other $4,320.00 45.$0.00 13.30. Other 46. Tablets $0.00 14.47. Roof Hatch $300.00 $0.00 15.48. Bike Rack $1,200.00 $0.00 $62,703.00 Operating Total $221,248.00 Capital Total 2 $9,200.00 Net Operating Summary Administrative Total / Ratio $62,703.00 22.08%*Note: These vehicle options are not currently available Operating Total / Ratio $221,248.00 77.92% 6" Letteringand Striping are costs per vehicle for system name/ Total Operating Budget $283,951.00 must equal total number of vehicles requested if selected 49. LESS: Purchase of Service (POS) Revenue 50. LESS: Non-5311 Expenses $0.00 List vehicles requested to be replaced: Vehicle # Mileage Vehicle # Mileage Public Transportation Budget $283,951.00 51. Net Operating Total $283,951.00 Budget Summary Totals Operating Budget Total $283,951.00 **Purchase of Service (POS) Local Funds $0.00 Capital Budget Total $9,200.00 Budget Grand Total $293,151.00 $149,335.00 $142,895.00$920.00 $920.00 Surveillance System Local $141,975.00$141,975.00 $7,360.00 $920.00 Administrative Total Federal State Other Other Vehicle Insurance Expenses Telephone Office Supplies Rental Expenses/Equip Rental Standard Overhead Computer Software Indirect Expenses Director Salary Supervisor Salary Bookkeeper Salary Secretary Salary Audit Software Licensing SECTION 5311 - RURAL TRANSIT BUDGET State fiscal year period: July 1, 2019 - June 30, 2020 Operating Period: Operating BudgetAdministrative Budget Augusta-Richmond County Training Uniforms Expenses Marketing Capital Budget C:\Program Files (x86)\neevia.com\docConverterPro\temp\NVDC\AE1C558C-3A5D-471C-9BEF-6D9189F250F3\PDFConvert.39782.1.Copy_of_FY20.Propsed.Budget.Form_-_ORIGINAL_(002)12/3/201812:57 PM Part C: Authorizing Resolution The following authorizing resolution must be enacted by the governing body of the Applicant Organization and signed by the Chair of the County Commission, Mayor, or the head of the governing body of other eligible Applicant Organization, as appropriate. The authorizing resolution must be properly witnessed and notarized, including the date the notary’s commission expires. The resolution should also be stamped with the notary seal as well as the seal of the county commission, city, or appropriate applicant jurisdiction. The certificate of the attesting officer must also be completed. 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 TITLE 49 U.S.C., SECTION 5311. WHEREAS, the Federal Transit Administration and the Georgia Department of Transportation are authorized to make grants to non-urbanized (rural) areas for mass transportation projects; and WHEREAS, the contract for financial assistance will impose certain obligations upon Applicant, including the provision of the local share of project costs; and WHEREAS, it is required by the United States Department of Transportation and the Georgia Department of Transportation in accordance 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 the United States Department of Transportation requirements thereunder; and WHEREAS, it is the goal of the Applicant that Minority Business Enterprise (Disadvantaged Business Enterprise and Women's Business Enterprise) be utilized to the fullest extent possible in connection with this project, and that definitive procedures shall be established and administered to ensure that minority business shall have the maximum feasible opportunity to compete for contracts and purchase orders when procuring construction contracts, supplies, equipment contracts, or consultant and other services. NOW THEREFORE, BE IT RESOLVED BY Augusta, GA dba Augusta-Richmond County, hereinafter referred to as the “Applicant”, That the Designated Official Mayor Hardie Davis, Jr., 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 5311 of the Federal Transit Act. 1. 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. 2. 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. 3. That the Official is authorized to execute grant contract agreements on behalf of the Applicant with the Georgia Department of Transportation. 4. That the Official is authorized to set forth and execute Minority Business Enterprise, DBE (Disadvantaged Business Enterprise) and WBE (Women Business Enterprise) policies and procedures in connection with the project's procurement needs as applicable. 5. That the applicant while making application to or receiving grants from the Federal Transit Administration will comply with FTA Circular 9040.1G, FTA Certifications and Assurances for Federal Assistance 2020 as listed in this grant application and General Operating Guidelines as illustrated in the Georgia State Management Plan. 6. That the applicant has or will have available in the General Fund the required non-federal funds to meet local share requirements for this grant application. APPROVED AND ADOPTED this _____day of ___________, 2018. _______________________________________ Authorized Official Hardie Davis, Jr., Mayor Type Name and Title Signed, sealed and delivered this _____day of _______________, 2018 in the presence of _______________________ Witness ______________________ Notary Public/Notary Seal CERTIFICATE The undersigned duly qualified and acting Clerk of Commission of Augusta, GA dba Augusta-Richmond County certifies that the foregoing is a true and correct copy of a resolution adopted at a legally convened meeting held on ____________________________, 2018. ________________________________ Name of Certifying/Attesting Officer (Seal) ________________________________ Title of Certifying/Attesting Officer AUGUSTA, GEORGIA New Grant ProposaUApplication Receiwd Administtatofs Office DEC o I 2018 Auguela, GA Before e DepaftmenUegency moy apply for the grant/award on behalf of Augustr Richmond County, they must first obtain rpproval signature from the Administrator end the Finrnce Director. The Administrator will obtgin information on the grant progrum and requirements from the funding agetrcy rnd review these for feasibility to determine if this granUaward will benefit Auguste Richmond County. The Finance Director will review the funding requirement to determine if the grant will fit within our budget structure and financial goals. Proposal Project No. Project Title PROOOI9g TRANSIT 53II RURAL Rural iransit 531 i ri.rrai Transit Rant applicdiion berween the Georgia Department of Transportation (GDOT) and August4 Georgia Matching Funding required: Yes. Operating expense: 50% Fed. and 50% Local match Capital: 80olo Federal, l0%o State, and l0o/o local match Source of Match: GENERAL FUND, already in 2019 Budget. EEO Required (YA{): No EEO Dept Notified: No Start Date: 0710112019 Submit Date: l2/o3l2ots Total Budgeted Amount: 293,151.00 Sponsor: GM0005 Sponsor Type: PT Purpose: 20 Name f,nd Date: 06t30t2020 Department: 091 Total Funding Agency: Fed Transit Adm Pass thru Federal Public Transit Contacts Transit Cash Mrtch? Y 150,256.00 Totel cesh Mrtch: 142,895.00 Flow Thru ID: GM0006 GDOT ID PhoneTYPe I GMIOI5 Dottery, Sharon (706)82r-18r8 Type FA _EI- S. DOTTORY Approvals Dete 1210312018 DepL Signature: Grrnt Coordinator Signrture: l.) I have reviewed the Grant application and enclosed materials and: {Jifrathe granUaward to be feasible to the needs of Augusta Richmond County (L y p.C.Currcnt Ihtc: Currcnt Timc: 12/03t2018 l6:.45:44 t\.'z\vepvrl Finance Director Daft Z.; S(^"rreviewed the Grant application and enctosed materials and:,./ ,b Approve the Department Agency 10 move forward with the applicationr' the request L trscr: SDI 1404 - Rcport GMl000 GMl000: Grants Management: I E Date AUGUSTA, GEORGIA New Grant ProposaUApplication Before a Department/sgency may rpply for the granUrward on behalf of Augusta Richmond County, they must first obtain epprovrl signature from the Administrator and the Finence Director. The Administretor will obtain informrtion on the grant program and requirements from the funding agency rnd review these for fe.esibility to determine if this grenUrward will benefit Augusta Richmond County. The Finence Direclor will review the funding requirement to determine if the grant will lit within our budget structure and finencial goels. Proposal Project No. Project Title This form will also be used to provide the externrl auditors with informrtion on all grants for compliance and certification requirrments as required by the State and Federrt Governmenl uscn SDI1404 - SHARON DOTTERY prgc Currcnt Detc: 12103120'18 Currcnt Timc: l6:45:il4Rcporr: GMl000_PROPOSAL - GM1000: Crans Management:2 Commission Meeting Agenda 1/15/2019 2:00 PM 5311 Rural Grant FY2020 Department:Augusta Public Transit Department:Augusta Public Transit Caption:Motion to renew the Sec. 5311 Rural Transit grant application between the Georgia Department of Transportation (GDOT) and Augusta, Georgia for July 1, 2019 to June 30, 2020. (Approved by Public Services Committee January 8, 2019) Background:The Augusta-Richmond County Commission annually approves Augusta Public Transit’s Sec. 5311 Rural Transit grant application for providing 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 share of the budget for the grant period beginning July 1, 2019 to June 30, 2020 is $142,895. The capital projects for this grant cycle is a Mobile Radio and a Base Radio. The allocated funding breakdown is: Operations 50/50 Split, Federal $141,975 and Local $141,975. Capital 80/10/10 Split Federal $7,360, Local $920.00 and State $920.00. Grand Total $293,951. Alternatives:Deny request. Recommendation:Approve the submission of the grant. Funds are Available in the Following Accounts: Rural Transit Budget for 7/1/19 and 6/30/20. In 2019 budget 54609-1120 and 54709-1120 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda 1/15/2019 2:00 PM Alcohol Application Department:Planning & Development Department:Planning & Development Caption:Motion to approve New Location: A.N. 19-01: request by Anita Jones for a retail package Beer & Wine License to be used in connection with Masters Food Mart located at 2443 Peach Orchard Rd. District 2. Super District 9. (Approved by Public Services Committee January 8, 2019) Background:This is a New Location. Analysis:The applicant meets the requirements of the City of Augusta's Alcohol Ordinance. Financial Impact:The applicant will pay a fee of $1,330.00 Alternatives: Recommendation:The Planning & Development Office approved the application subject to additional information not contradicting the applicant’s statements. The Sheriff’s Office approved the application subject to additional information not contradicting applicant’s statements. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Law Administrator Clerk of Commission Commission Meeting Agenda 1/15/2019 2:00 PM Alcohol Application Department:Planning & Development Department:Planning & Development Caption:Motion to approve New Application: A.N. 19-02: A request by Jeremy Lafontaine for an on premise consumption Wine License to be used in connection with Joe's Underground located at 144 8th Street. (Approved by Public Services Committee January 8, 2019) Background:This is a New Application. Analysis:The applicant meets the requirements of the City of Augusta's Alcohol Ordinance. Financial Impact:The applicant will pay a fee of $625.00. Alternatives: Recommendation:The Planning & Development Office approved the application subject to additional information not contradicting the applicant’s statements. The Sheriff’s Office approved the application subject to additional information not contradicting applicant’s statements. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Law Administrator Clerk of Commission Good Afternoon Commissioner Davis, Commissioner Sias, and Commissioner Frantom, We hope you are all well and preparing for the holidays. We need your help to change the current alcohol ordinance to allow Augusta & Co to serve free samples of local products to viiitors and locals. Augusta & Co. is a retail establishntent uhere people cin sample aid purchase local and regionalproducts, Augusta themed nterchandise,local art, and receiue complimentary information about Augusto. Asyou know we are planning the opening of Augusta & co in early 2o:.g. As part of providing an authentic Augusta experience, and to get visitors and locals to shop in our stores, restaurants, bars, breweries, and distilleries we are planning on having a local samplingbar. Here we will invite the owners of products to provide free samples to visitors/locals ai spicial events. Additionally, we will stock those local products to provide to customers by our own siaffat any time. Fridaywe met with Rob Sherman to pursue applying for an alcohol license. We want to provide free samples of products such as Riverwatch Brewing, Savannah River Brewing, Second Citybistillery, and Fruitland Augusta Vodka and others as this industry continues to grow in Augustu. ny doingsothiswill push a visitor/local into these businesses and encourage visito; spendingln theii establishments. The current alcohol ordinances are prohibitive to the type of free sampling we'd like to provide. An onpremise consumption license for beer, wine, and liquor is the most applicable but would require us to be closed on Sundays (we're open 7 clays a week) and only allow thosb zr and over into the store. Rob commented a change in ordinance fbr alcohol as enincidental part of the business is likely what's needed for us to be able to provide free samples, be open 7 diys a week, and not restricted to zr and over. Rob mentioned a similar need was recently identihed with a group painting business who also wants to serve beer and r,r,ine. Further, Rob thought there might 6. u *iy this could be built into the Entertainment Zone Ordinance but also remarked this type of need may need to have county-wideopportunities. Attached you will find the rendering of the local expert area and sampling bar to refresh your memories. We will be in touch with etich of you to discuss this further, and are hoping you will be willing to seek the ordinance change to allor,v us to truly sell all of Augusta. We are targeting the end of March as an opening date for Augusta & Co and a grand opening in May, so timing is of the essence. Thank you all for all of .vout' support. We look forward to talking to you about this need andopportunity in the near firture. Sincerely, Jennifer Jennifer Bowen VP of Destination Development & Community Engagement 0o6) 8z3-6613 Commission Meeting Agenda 1/15/2019 2:00 PM Augusta & Co. Department: Department: Caption:Motion to authorize the Planning & Development and Legal Departments to research the steps necessary to amend the city's alcohol ordinance to allow Augusta & Co. to serve free samples of local products to visitors and locals.(Approved by Public Services Committee January 8, 2019) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: FIRST AMENDMENT TO PROFESSIONAL SERVICES CONTRACT THIS FIRST AMENDMENT TO THE PROFESSIONAL SERVICES CONTRACT ("Contract") is made and entered into by and between Augusta, Georgia, a political subdivision of the State of Georgia, by and through its Board of Commissioners, whose address is 535 Telfair Street, Augusta, Ga. 30901, hereinafter referred to as "Augusta", and University Health Care System, whose address is 3121 Peach Orchard Road, Suite 201, Augusta, Georgia 30906, hereinafter referred to as "Consultant". WHEREAS, on March 15, 2018, Augusta engaged the Consultant to provide fire service specific medical assessments in accordance with the IAFFI IAFC Joint Labor Management Wellness Fitness Initiative, the Firefighter Life Safety Initiative and Current NFPA 1582: Standard on Comprehensive Occupational Medical Program for Fire Departments, to provide consolidated medical assessments, possible immunizations, possible referrals, and data record-keeping services for all uniformed personnel of the Augusta Fire Department (AFD"); and WHEREAS, the Augusta Aviation Commission for the Augusta Regional Airport (Airport) has expressed a desire to use the contract to provide similar services to all Aircraft Rescue and Fire Fighting (ARFF) assigned fire fighters and has requested that the Contract be amended to allow the ARFF to avail itself of the services under the Contract. NOW, THEREFORE, in consideration of the foregoing, the provisions contained herein and the mutual benefits derived here from and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, Consultant and Augusta agree as follows: 1. Article 1, Scope of Work is hereby amended to add services for the Airport’s ARFF firefighters. 2. Article 6a, Confidentiality, is hereby amended to add the ARFF Fire Chief for all reports regarding ARFF firefighters. 3. Article 11 Invoicing, is hereby amended to add the ARFF Fire Chief as the contact for billing for all ARFF related examinations and information. 4. Article 26, Notice, is hereby amended to add the following for all ARFF related matters: AUGUSTA AVIATION COMMISSION: Augusta Regional Airport Attn: ARFF Fire Chief 1501 Aviation Blvd. AUGUSTA, GA. 30901 5. Except as modified herein all other terms and conditions of the Contract shall remain the same. SIGNATURES ON NEXT PAGE IN WITNESS WHEREOF, the parties have executed this First Amendment to the Contract as of the day and year first above written. UNIVERSITY HEALTH CARE SYSTEM ________________________ AUGUSTA, GEORGIA _________________________ Hardie Davis, Jr. Mayor Attest: _________________________ Lena Bonner, Clerk Commission Meeting Agenda 1/15/2019 2:00 PM Firefighter Physicals- Airport Department:Augusta Regional Airport Department:Augusta Regional Airport Caption:Motion to approve the Fire Fighter Physicals Contract with University Health for the Augusta Regional Airport. This is an amendment to the Augusta Richmond County Contract for fire fighter physicals (RFP 17-196). (Approved by Public Services Committee January 8, 2019) Background:It is a National Fire Protection Standard (NFPA 1582) that Firefighters have an annual comprehensive occupational medical health exam. This standard outlines an occupational medical program that will reduce risks and provide for the health, safety, and effectiveness of firefighters operating to protect civilian life, property and the environment. Current contract between vendor University Health and AFD (effective 3/15/2018) is a three year term with annual extension up to two additional years (expires 12/31/2023). The Contract calls for a 3% increase in cost in the fourth and again in the fifth years. Anticipated cost per Firefighter ranges from $411 to $591 based on need. Analysis:Occupational Health Exams have not been conducted for the Augusta Regional Airport Firefighters in the past. A current contract is in place with Augusta Richmond County Fire Department (AFD). Both AFD and vendor welcomes an amendment to include ARAFD. The 2019 budget has funds allocated for the NFPA 1582 program Financial Impact:Cost per Fire Fighter ranges from $411.00 to $591.00 based upon the exam and the need for it. Alternatives:To Deny Recommendation: The Augusta Aviation Commission approved this item on November 29, 2018 and is requesting approval from the County Commission. Funds are Available in the Following Accounts: 551081107-5212110 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Commission Meeting Agenda 1/15/2019 2:00 PM REEVES YOUNG LLC Department:Augusta Public Transit Department:Augusta Public Transit Caption:Motion to approve a contract amendment with Reeves Young LLC for Construction Project Management Services for Augusta’s Transit Operation and Maintenance Facility project and task the Administrator to come back in 90 days with a recommendation of how to proceed forward in terms of a project management plan. (Approved by Public Services Committee January 8, 2018) Background:On October 10, 2017,Commission approved a contract with REEVES YOUNG LLC for $14,375,000 to provide construction services for the construction of the Transit Bus Operations and Maintenance Facility to be located at 2844 Regency Boulevard in Augusta, Georgia. The project requires site work improvements including lighting, drainage, and installation of storage tanks during the construction process. The Transit Department is requesting approval to increase the contract value for the Construction Services with Reeves Young, LLC from $14,375,000 to a total of $14,463,019.98. This is a net increase of $88,019.98. Analysis:The required change order amendment one is due to unsuitable soils-pipe installation; Reduction in Air Dampers per ASI; SSMH-1 Manhole Tie-in and Additional Storm Structure. The required change order amendment two is due to unsuitable soils- Trench Backfill; Trench Stabilization, ASI 4 Updated Locations and Undercut of subgrade in paving area; Fire Line Size increase. All of this work is out of scope work due to unforeseen conditions. Financial Impact:This contract will be funded with local and federal grant funds from the Transit Department’s 2018 and 2019 Capital Budget. 54709-1211, 1214, 1215 and 1224. Alternatives:If not approved, it will delay the project and result in more increased costs. Recommendation:Approve the contact change order amendments with Reeves Young LLC. Funds are Available in the Following Accounts: GA-90-X307, GA-90-X330, GA-90-X343 and GA-2018-016. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Curtis Elswick, CCM, LEED® AP Sr. Vice President/Regional Executive Skanska USA Building Inc. Integrated Solutions 55 Ivan Allen Jr. Boulevard, Suite 600 Atlanta, GA 30308 October 8, 2018 (Revised November 6, 2018) Phone: 540-423-2860 Email: curtis.elswick@skanska.com Ms. Sharon Dottery Transit Manager Augusta Public Transit 1535 Fenwick Street Augusta, GA 30904 RE: Construction Project Management Services August Transit Bus Operations and Maintenance Facility Contract Extension Dear Ms. Dottery: Skanska is pleased to present this proposal for additional services related to an extension of our existing contract to provide Construction Project Management Services on the Augusta Transit Bus Operations and Maintenance Facility. Our current contract reflects a date for Substantial Completion of the project of November 6, 2018 and Final Completion of December 13, 2018. Since the time these dates were established, the schedule for the project has been extended due to inclement weather conditions that have impacted progress on the site. Per the General Contractor’s latest construction schedule, they anticipate reaching Substantial Completion and receiving a certificate of occupancy on March 13, 2019 with Final Completion on April 1, 2019. Due to the extended schedule, we are requesting an extension of our contract of approximately 15 weeks. Our request for additional services related to the extension is as follows: Role Hours Hourly Rate Total Sr. Project Manager 62 $155.00 $ 9,610 Project Management 157 $125.00 $19,625 Contract Compliance 64 $125.00 $ 8,000 Project Inspector 322 $120.00 $38,640 Expenses $14,360 Lump Sum Total: $90,235 Per your request, our Lump Sum Fee is broken down by calendar year as follows: December 2018 (2 weeks): $10,500 January to April 2019: $79,735 The above number of hours assumes the following: · Sr. Project Manager at 4 hours per week on average. · Project Manager at 4 hours per week on average with support from our subconsultant PBA of 5 hours per week on average. · Contract Compliance (DBE and Davis-Bacon Act) at 16 hours per month. · Project Inspector at 20 hours per week on average. We look forward to continuing to serve as your trusted advisor on this important project. Upon your review of our proposal, please let me know if you have any questions. Mr. Sharon Dottery October 8, 2018 (Rev. November 6, 2018) Page 2 Sincerely, Curtis Elswick, CCM, LEED® AP Sr. Vice President/Regional Executive Commission Meeting Agenda 1/15/2019 2:00 PM SKANSKA USA BUILDING, INC. Department:Augusta Public Transit Department:Augusta Public Transit Caption:Motion to approve a contract amendment with SKANSKA USA Building Inc. for Construction Project Management Services for Augusta’s Transit Operation and Maintenance Facility project and task the Administrator to come back in 90 days with a recommendation of how to proceed forward in terms of a project management plan. (Approved by Public Services Committee January 8, 2018). Background:On October 18, 2017,Commission approved a contract with SKANSKA USA Building Inc. for $395,000.00 to provide Construction Project Management Services. As Project Manager for the construction of the Bus Operations and Maintenance Facility their role is to act as the Augusta’s representative and provide the necessary resources to ensure the facility is constructed according to design, budget, timeline, and quality control standards. The contract period for these services began in October 2016 and is was scheduled to end in March 2018, which coincided with the original planned completion date of the building. The completion date for this project is now scheduled for March of 2019. This delay was the result of inclement weather conditions that have impacted progress on the site. Per the General Contractor’s latest construction schedule, they anticipate reaching Substantial completion and receiving a certificate of occupancy on March 13, 2019 with final completion on April 1, 2019. The Transit Department is now requesting approval to increase the contract value for Project Management Services with SKANSKA from $475,876 to a total of $566,111.00. This is a net increase of $90,235.00. These additional costs will be used to cover the services due to the extension of time on the project. Role Hours Hourly Rate Total Sr. Project Manager 62 $125.00 $ 9,610 Project Management 157 $125.00 $19,625 Contract Compliance 64 $125.00 $ 8,000 Project Inspector 322 $120.00 $38,640 Expenses $14,360 The above number of hours assumes the following: • Sr. Project Manager at 4 hours per week on average. • Project Manager at 4 hours per week on average with support from the sub- consultant PBA of 5 hours per week on average. • Contract Compliance (DBE and Davis-Bacon Act) at 16 hours per month. • Project Inspector at 20 hours per week on average. Analysis:Acquiring the services of a qualified firm to their role as Project Manager for the construction of the Bus Operations and Maintenance facility will provide Augusta with the necessary resources to ensure that facility is constructed according to design, budget, timeline, and quality control standards. SKANSKA’s qualifications meets federal Transit Administration requirements and the associated fee is within construction project estimates. Financial Impact:FTA Grant GA-90-X307, GA-90-X330, GA-90-X343, and GA- 2018-016. 80/20 Split. Alternatives:If not approved, it will delay the progress of the project. Recommendation:Approve contract change with SKANSKA USA Building Inc. Funds are Available in the Following Accounts: 54709-1211, 1214, 1215 and 1224 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Commission Meeting Agenda 1/15/2019 2:00 PM WENDEL Department:Augusta Public Transit Department:Augusta Public Transit Caption:Motion to approve an amendment to increase the value of the Architectural and Engineering services contract with Wendel Companies dated March 25, 2013 for the Design of a Transit Operation and Maintenance Facility for Augusta, Georgia and task the Administrator to come back in 90 days with a recommendation of how to proceed forward in terms of a project management plan. (Approved by Public Services Committee January 8, 2018) Background:Impacts to the General Contractor's critical path have resulted in the need to extend Wendel's Contract Administration Services. Initial purchase order for CA services on the APT O & M Facility project included a duration of 12 months from NTP to the contractor. Formal NTP was November 13, 2017. Contractor has provided a revised construction schedule showing a completion date of April 1, 2019. · · · · · · · · Analysis:This scope includes the continuation of professional Architecture and Engineering (A/E) Construction Administrations services to be conducted by the Wendel Teal for the extended duration of construction for the APT Operations and Maintenance Facility. Continuing through this extension, Skanska’s Owner Representative will also review and observe the Contractor's work on a part-time basis for quality assurance and compliance with the Construction Documents. An important part of this work is the recording, filing distributing and processing of required Funding Agency Compliance Documentation. A/E Construction Administration services are to include: • Continued review of all project submittals, shop drawings and respond to Requests for Information • Continued review and observe the Contractor’s work for compliance with the Construction Documents • Continue to assist APT Operations with Move Management Plan • Continue to assist APT with design and construction services related to interior design and/or furniture, fixtures and equipment • Continue to verify and observe the start-up of major building systems and specialty equipment. Financial Impact:This change will increase the contract amount from $1,224,856 to $1,334,512.34, an increase of $109,656.34. GA-90-X307, GA-90-X330, GA-90-X343 and GA-2018-016 Capital and local Funds, spilt 80/20. Alternatives:If not approved, it will delay the progress of the project Recommendation:Approve contract amendment with Wendel Companies. Funds are Available in the Following Accounts: 54709-1211, 1214, 1215, and 1224. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission 1 AGREEMENT FOR FLEET MAINTENANCE SERVICES FOR AUGUSTA, GEORGIA Section One This agreement is made and entered into as of this 1st day of ____ , 2019, by and between Augusta, Georgia, a political subdivision of the State of Georgia, (herein referred to as “Augusta”), and First Vehicle Services, Inc., 600 Vine Street, Suite 1400, Cincinnati, Ohio 45202, (herein referred to as “Contractor”). Augusta and the Contractor, for the consideration stated herein, agree as follows: 1. AGREEMENT TERM AND TERMINATION: The duration of the Agreement will be from (DATE) to December 31, 2021, for a period of 36 months. Further this agreement may be renewed, expanded and extended by mutual agreement in annual increments, provided that the funds for subject Agreement are available and an operating budget is approved by the Augusta Commission and that the Contractor has established a satisfactory record of performance. 2. GENERAL DESCRIPTION OF SERVICES: The Contractor shall provide the full range of fleet maintenance services to Augusta as set forth in the “Scope of Work” at Section 2. 3. DEFINITIONS: Where the following terms occur herein, the intent and meaning shall be as follows: a. Augusta: shall mean Augusta, Georgia, a political subdivision of the State of Georgia. b. Contractor: shall mean First Vehicle Services, Inc. c. Contract Cost: shall mean the sum of $2,788,787.35 for the calendar year 2019, $2,855,996.47 for calendar year January 2020, $2,924,960.57 for the calendar year 2021. d. Surety: shall mean the party who is bound with and for the Contractor to ensure the payment of all obligations and lawful debts pertaining to and for this Agreement. e. Performance and Payment Bond: shall mean the security approved by Augusta and furnished by the Contractor as a guarantee that the Contractor will execute the work in accordance with the terms of this Agreement and will pay all lawful claims. f. Fleet Manager: shall mean the designated representative of Augusta with the Authority to direct the Contractor in the daily performance of the Agreement, but shall have no authority to direct the time, manner, or method of performance. g. Fleet: Shall mean all of the units listed in the equipment table of the Request for Proposal (RFP) and provided in electronic format (excel spreadsheet) of the RFP, and units that may be added to or deleted from the Augusta fleet. h. Agreement Documents: The documents that will form the Agreement includes: the “Request for Proposal”, all attachments thereto, the proposal by First Vehicle Services, Inc. and the signed Agreement (ref: paragraph 2.16, page 33, Request for Proposal, RFP Item # 19-225. i. Contract Services: Contract services are generally those routing vehicle maintenance and repair activities that are reasonably predictable and there-fore lend themselves to projection and estimation. Examples of Contract services include, but not limited to: preventive maintenance services, failures due to fair wear and tear, remedial repairs, compliances, etc. Repairs 2 necessitated by predictable, normal deterioration incurred during the proper operation use of the vehicle and equipment in proper applications. j. Non-Contract Services: are generally variable in nature and therefore are not predictable; they are also generally dependent on the actions or decisions of individuals other than those who are providing maintenance services, such as vehicle operators and management personnel, and therefore, often avoidable. Non-contract service include accident repairs, modifications or fabrications to vehicles, vandalism, repairs from operator abuse/error, repairs required to extend the life of the vehicles or equipment beyond the normal life cycle or adjusted life expectancy agreed upon and attached here-to. 4. Performance & Payment Bond: The successful bidder shall furnish a Performance and Payment Bond executed by a Surety Company duly authorized to do business in the State of Georgia, in an amount equal to at least one hundred-ten percent (100%) of the annual firm-fixed contract amount, within 15 calendar days of the Notice of the Award. Said bond shall be in full force and effect during the term of this agreement and shall be issued on an annual basis. No contract shall exist until the Augusta Commission receives a duly executed Performance Bond made payable to the Augusta Commission. Failure to provide the Performance Bond as indicated will result in the offer being ruled null and void and the award shall be made to the next most responsive respondent. Payment Bond: A Payment Bond shall be executed in the full amount of the annual firm-fixed amount of the agreement for the protection of all claimants supplying labor and materials in the prosecution of the work. The Performance and Payment Guaranty shall be conditions upon the following: a. if the Contractor performs this agreement between the Contractor and this Government for the deliverables at the times and in the manner prescribed in this Agreement and; b. promptly makes payments to all claimants supplying the Contractor with goods, labor, materials, or supplies, used directly or indirectly by the contractor in the prosecution of and providing the deliverables specified in this Agreement and; c. pays this government all losses, damages, expenses, costs and attorney fees including appellate proceedings in accordance with this Agreement, the Government sustains because of default by the Contractor under this Agreement and; d. provides all deliverables under this Agreement in the time specified in this agreement and such deliverables are accepted by this Government as provided for in this Agreement, then the Performance and/or Payment Bond are released; otherwise they remain in full force. 5. Actions Under Default: To the extent provided for this Agreement, if the Contractor shall be and is declared to be in default under this Agreement, and the Augusta Commission has performed its’ obligations hereunder, the funds available under the Performance Bond and Payment Bond may be immediately claimed in their entirety and used by the Augusta Commission as needed to remedy the default, or may be used to: a. complete this Agreement in accordance with its terms and conditions; or b. obtain a proposal(s) for performing this Agreement in accordance with its terms and conditions, and at the Government’s option, arrange for a contract between such proposer(s) and this Government and make sufficient funds available as work progresses whether or not there is a default or succession of defaults under any agreement(s) or contract(s) for completion less the balance of this agreed price. 6. Contractor’s Relationship to the Commission (Augusta Commission/Government). a. Contractor as Independent Contractor: it is expressly agreed and understood that the Contractor is in all respects an Independent Contractor as to the work and that the Contractor is 3 in no respect an agent, servant or employee of this Government. This contract/agreement specifies the work to be done by the Contractor, but the method utilized to accomplish the work shall be the responsibility of the Contractor b. Subcontracting: The Contractor may subcontract services to be performed hereunder with the prior approval of the Fleet Manager, which shall not be unreasonably withheld. No such approval will be construed as making the government party of, or to, such subcontract, nor shall approval be construed as subjecting the Government to liability of any kind to any Subcontractor. No subcontract shall, under any circumstance, relieve the Contractor of its liability and obligation under this contract/agreement; and despite such subcontracting the Government shall deal through the Contractor, and Subcontractors will be dealt with as workmen and representatives of the Contractor. Where the subcontracting of local services, such as glass work or towing service, requires a request for quote, the Contractor will share the Request for Quote and responses with Augusta. 7. TERMINATION (Other): This Agreement may be terminated by the Augusta Commission without cause upon providing the Contractor with at least thirty (30) days prior written notice. Should either party fail to perform any of its obligations under this contract for a period of thirty (30) days after receipt of written notice of such failure, the non-defaulting party will have the right to terminate the Agreement immediately upon delivery of written notice to the defaulting party of its election to do so. The foregoing rights of termination are in addition to any other rights and remedies that such party may have. 8. Severability: If any term or position of this Agreement is found to be illegal and unenforceable, such terms shall be deemed stricken and the remainder of the Agreement shall remain in full force and effect. 9. Manner of Performance-General: The Contractor agrees to perform its duties and obligations under this contract in a professional manner and in accordance with all applicable local, Federal and State laws, rules and regulations. The Contractor agrees that the services provided in this Agreement shall be provided by employees that are educated, trained, experience, certified (ASE-EVT), and licensed in all areas encompassed within their designated duties. The Contractor will furnish all documentation, certification, authorization, license, permit or registration currently required by applicable laws or rules and regulations. The Contractor further certifies that they and their employees will keep all license, permits registrations, authorizations, or certifications required by applicable laws or regulations in full force and effect during the term of this contract. Failure of the Contractor to comply with the section shall constitute a material breach of this Agreement. 10. Augusta Representative: Unless provided otherwise elsewhere in this Agreement, Augusta authorizes the Fleet Manager as the representative to act on behalf of Augusta on all matters relating to this Agreement and/or services being performed hereunder. The Fleet Manager shall decide all questions, which may arise as the quantity, character and quality of services performed or to be performed pursuant to this agreement. 11. Inspection of Work: The Contractor shall furnish Augusta’s authorized representative with every reasonable opportunity to determine whether the work is performed in accordance with the requirements of the Agreement. Augusta may appoint qualified persons to inspect the Contractor’s operations and equipment, and the Contractor shall permit the authorized representative(s) to make such inspections at a reasonable time and place. 12. Agreement Discrepancy: Verbal notification of an Agreement discrepancy will be made to the Contractor’s General Manager or designee as soon as a discrepancy is identified. The Project Manager shall immediately resolve the problem. The Fleet Manager will determine whether a formal Discrepancy Report shall be issued. If a Report is issued, it will be mailed or hand delivered to the Contractor’s General Manager. Upon receipt of the Report, the Contractor is required to respond in writing to the Fleet Manager within the time period specified, acknowledging the reported discrepancy 4 or presenting contrary evidence and presenting a program for immediate correction of all failures of performance identified in the Report. The Fleet Manager will make the determination if the response to the Discrepancy Report is appropriate and resolves the discrepancy reported. Responses that are determined to be unresponsive or inappropriate will be referred back to the General Manager in writing with the reason for inappropriateness. The General Manager will be provided another opportunity to resolve the issues raised. The Fleet Manager has the authority to apply a reasonable penalty, including monetary deductions to the monthly invoice as appropriate to the Discrepancy. When this is done the Contractor will be notified in writing with full justification and the amount to be deducted. The Fleet Manager’s decision shall be final. Nothing in this paragraph is meant to limit either party’s rights to pursue any action in a Court of Law. 13. Insurance: Prior to the commencement of the Agreement, the Contractor shall obtain and keep in full force and effect until the termination of the Agreement, the following insurance with an insurance company licensed and/or qualified to do business in the State of Georgia, as evidenced by the Certificate of Insurance and/or certified copies of the insurance policy(ies). The Augusta Commission shall be named as an additional insured on all liability policies for claims specifically arising under the Agreement. a. Workers Compensation: statutory minimum limits. b. Employers Liability: minimum of $1,000,000 combined single limit. c. Commercial General Liability: Minimum of $2,000,000 combined single limit of Bodily Injury and Property Damage per occurrence. (Damages to Rented Premises [each occurrence], Medical Expense [any one person-$5,000], Personal & Adv injury, General Aggregate. d. Automobile Liability: Minimum of $1,000,000 combined single limit of Bodily Injury and Property Damage per occurrence including the following: owned automobiles, hired automobiles, and non- owned automobiles. e. Garage Keepers Liability: (any auto) a minimum of $1,000,000 per occurrence. 14. Other Insurance Provisions: a. Each insurance policy required under this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled, reduced in coverage or in limits except after thirty days prior written notice has been provided to Augusta. If the policy is cancelled for non-payment of premium, only ten days’ notice is required. b. Worker’s Compensation and Employer’s Liability Coverage: the insurer shall agree to waive all rights of subrogation against Augusta, its officials, employees and volunteers for losses arising from the activities under this contract. c. Certificates of Insurance and Endorsements affecting coverage required by this clause shall be forwarded to the Fleet Manager, 1568 Broad Street. Section Two SCOPE OF WORK 1. General: The Contractor shall provide preventive maintenance, proactive and reactive remedial repairs, mobile service, tire service, overhaul services, fleet in-processing and de-commissioning, towing, fleet maintenance management and such other associated services as may be required to assure the continuity of effective and economical operations of the Government’s vehicles and equipment. The Contractor shall furnish all necessary supervision, labor employee training, technical service manuals, parts supplies and sub-contract work required to maintain the fleet in a state of repair and service consistent with generally accepted fleet practices and as define in this Statement of Work. In addition, the Contractor shall use and maintain a permanent, detailed, automated record for each vehicle, (using the CCG Systems- FASTER software program) provided by Augusta. 5 2. Preventive Maintenance: A preventive maintenance Inspection (PMI) program is a systematic approach to inspecting a vehicle at planned intervals. This scheduled maintenance is a planned servicing of equipment to maximize vehicle efficiency and to ensure compliance to the established standards set forth by equipment manufacturers and to meet Federal, State and local regulations. a. The primary goal of preventive maintenance is to maximize the equipment availability of the fleet by taking a proactive approach in minimizing unscheduled repairs. b. The PMI program shall be designed in accordance with recognized good fleet management practices and shall meet the terms and conditions necessary to comply with the original equipment manufacturers (OEM) specifications or stricter warranties and recommendations, but may be modified by the Fleet Manager. c. PM Cycle and Costing: The preventive maintenance program/schedule shall, as a minimum, comply with the equipment/vehicle manufacturer’s recommendation as published in the owner’s/service manual. In general, vehicle PM services will be on a 5,000 mile or 6 month (whichever is first) rotation. Equipment with hour-meters will be serviced at 250 hours or 6 months (whichever comes first) and non-motorized equipment (example: trailers) will be serviced annually. Service requirements will be in accordance with the manufacturers recommended services from the operator’s or service manual. PM services will be included in the contract cost. The costing of services and supplies should take into consideration the requirements of the manufacturer for the type of equipment/vehicle. In every case a safety inspection will also be conducted as a part of the service. d. The Contractor is responsible for developing and providing a PM schedule, notifying the user, and performing required maintenance, preventive maintenance, or inspections without requiring any other authority. The schedule should interfere minimally with normal work schedules and must be flexible considering the requirements of the departments. Departments should be notified monthly of which vehicles and equipment require PM services. The current methodology is by email with an attached Excel spreadsheet form. The Fleet Manager will be advised of vehicles and/or equipment that were scheduled but not provided by the user for the service. This will be done monthly and the format will be mutually agreed upon by the Contractor and Fleet Manager. 3. Hourly Inspections: Maintain hourly equipment within compliance of the OEM specifications or as necessary, based on historical data. The format for this type of inspection will be mutually agreed upon by the Contractor and Fleet Manager within thirty days of startup. 4. Annual Inspections: The Contractor will inspect and test all other required gasoline and diesel power-operated equipment on an annual basis in accordance with Federal, State and local laws. Inspections and tests shall be performed by the Contractor in Augusta owned Maintenance Facilities by properly authorized and trained mechanics, or by authorized inspectors from outside sources. The Contractor shall perform these inspections within the fixed price of the Agreement. The Contractor may elect to perform these tests if their employees have been properly trained. Copies of all current certifications must be given to the Fleet Manager prior to commencement of performing the inspections. If no Contractor employee is trained and certified to perform these tests, the Contractor will subcontract these services to a qualified outside source. The cost of performing these inspections by outside vendor will be borne by the Contractor (Contract Cost). The Contractor is required to provide for the following mandated annual inspections: a. Aerial truck dielectric testing b. Aerial boom and bucket testing c. Crane and derrick truck testing 6 d Shop crane and hoist testing e. Other annual testing as required by the manufacturer with respect to specialty equipment. 5. Inspection Continuity: The Contractor will ensure continuity of inspections by performing the required annual inspections in the same month of the previous year’s inspection for each piece of equipment. It is expected the Contractor will schedule all mandated inspection in such a way as to limit equipment downtime. The Contractor may work with the affected department directly to establish the best schedule and time for the inspections. The Contractor will maintain the results of the inspection in the equipment’s file. 6. Oil Analysis: The Contractor will perform a scheduled oil analysis with a reputable outside company on all engines, transmission and differentials on wheeled vehicles above 26,000 GVW and every piece of tracked equipment in the Augusta inventory. The oil analysis program can be used by the Contractor to determine when fluids should be changed; therefore, substituting the normal PM cycled timeframes. The Contractor will recommend to the Fleet Manager any vehicles or equipment recommend for the oil analysis program designation. 7. Repairs: Contractor shall make specific repairs to vehicles and equipment that have been identified through PM services, annual inspection, by Department user(s), Fleet Management or by Risk Management departmental reports, and/or breakdown or malfunction. Repairs shall be made as required, limiting the nature and extent or repairs that are consistent with age, mileage and cost to repair criteria of good fleet maintenance. a. Repair Service Timelines: The Contractor shall be required to complete regular repair services within reasonable times. Scheduled contract repairs shall be started the same day schedules (including PM services). Unscheduled contract repair shall be started with 3 work days. Non- contract repairs require Fleet Management approval and therefore cost estimates shall be prepared and submitted electronically for approval within 3 days of receiving the vehicle or equipment. Parts shall be ordered (if required) within one working day after the non-contract estimate is approved. b. PM Service Timelines: PM Service for light vehicle will be completed within 8 hours or delivery if scheduled by the Contractor; 16 hours for heavy trucks (maximum time allowed). If a vehicle requires repair in addition to the PM Service, the above times do not apply. c. Repair of Small Equipment: The Contractor will be tasked to perform repair work and services of small gas-powered equipment which includes, but not limited to: chain saws, lawn trimmers, push mowers, tillers, pressure washers, tampers, generators, light towers, pumps and sprayers. Repairs to small equipment will be charged as a non-contract cost with the exception of warranty type work. Damages to small equipment caused by the Contractor will be repaired by the Contractor at no cost to Augusta. d. Safety Inspections: Whenever a unit requires any type of maintenance service, the Contractor will also perform a general safety inspection to ensure that the general condition of the equipment meets normal fleet requirements (as well as legal safety requirements of law) prior to the equipment leaving the repair facility. All PM services will include the safety inspection. Safety inspections will be documented on the respective work order. Safety inspections will include, as a minimum the following: All lights, including turn signals, back up lamp, license tag lamp Horn Windshield Wipers Safety belt 7 Steering Braking Tire Tread e. Fire Extinguishers: Vehicles that have been issued fire extinguishers but the extinguisher is missing or discharged will be replaced as a non-contract cost, if the Contractor replaces the extinguisher or at no cost if Fleet Management replaces the extinguisher. All expended extinguishers will be taken to Fleet Management for inspection, recharging and reissue. f. Quick Fix Repairs: The Contractor shall provide a Quick Fix function for minor repairs of less than one hour duration at all repair facilities, when the vehicle operator chooses to wait for the service. This type of repair service is generally allocated to items such as windshield wipers, tire repair or replacement, topping off fluid levels, lighting repair or replacement or other such associated light- duty repair services. g. Tire Services: The Contractor will provide comprehensive tire services including tire management, inflation, maintenance, repairs, rotation, mounting, demounting, disposal and disposal fees, replacement, wear management, balancing, field tire services, warranty management, inventory security and maintenance of an inventory of mounted spares. The contractor will replace tires when tires have reached minimum tread depths as specified in Georgia law appropriate to the type vehicle with the expectation that law enforcement, pursuit vehicles (assigned to Sheriff’ Office- Road Patrol, Narcotics Division, CID) shall have a minimum of 4/32 tread. h. Warranty and Recall Work: The contractor will negotiate, manage, administer, claim and recover all warranties and recalls offered by vehicle manufacturers, parts and component suppliers, and any subcontracted repairs. The contractor will add warranties to Augusta’s MIS (CCG Systems- FASTER) warranty recovery module and return proceeds to Augusta via credits against contract or non-contract invoices. The contractor is encouraged to obtain authorization from the various vehicle manufacturers to perform in-house warranty work on Augusta vehicles in order to reduce the turnaround time for warranty repairs. The deciding factor on warranty repairs is to obtain the quickest turnaround time. i. Outside Repairs: The Contractor’s bid proposal response will define the typed of repairs that will be or anticipated to be conducted by subcontractors, outside Augusta facilities. The Contractor is responsible for arranging and managing the conduct and performance to Contract requirements of all outsource venders for any repairs that are not performed “in-house”. All responsibility for the administration, invoicing, quality control, vehicle movement, vehicle security, etc. shall be that of the Contractor. Subcontractor invoices will be accepted solely by the Contractor and must be addressed to the Contractor, not Augusta. j. Seasonal Equipment Preparation: The Contractor shall coordinate with the Fleet Manager to set up a program to ensure seasonal equipment is fully serviceable prior to the start of each season. Requirements include annual inspections and operational maintenance of air condition and engine cooling systems during warm weather and the winterization of vehicles and equipment during cooler months as applicable. Charges for all seasonal preparation will be included in the contract cost. k. New Vehicle Preparation: The Contractor is responsible for all vehicle and equipment preparation which is brought into the fleet by the Fleet Manager. The Contractor will perform the installation of Government seals or insignia decals and equipment asset and bumper numbers as directed by Fleet Management. The Contractor will include in the contract price, the cost of all seals, insignia and lettering with the exception of those insignia badges or seals for public safety use. These seals will be provided by the respective department. 8 l. Vehicle Disposal Preparation: Vehicles and equipment being removed from the normal Government fleet shall be prepared for disposal/auction sales or storage by the Contractor. Costs associated with disposal prep will be included in the contract cost. Preparation shall include, but not limited to: 1. The Contractor will provide a general vehicle condition assessment using a form provided by Fleet Management. 2. The Contractor will remove all insignias and lettering so that no distinguishable insignia or lettering will remain to identify the retired unit as a Government vehicle. 3. The Contractor will remove all emergency equipment from Public Safety vehicles and equipment. Equipment to be removed include: spot lights, emergency lights, emergency power boxes, camera systems, sirens. 4. The Contractor shall make minor, cost effective, contract cost repairs to increase the resale value of the vehicle (example: replace dead batteries). 5. The Contractor will transport the equipment; to include the cost of any towing required, to the Government storage site or auction site as a contract cost for a “one time” movement cost. Any charges for moving the vehicle or equipment more than once will be charged as non- contract cost. 8. Non-Contract Repairs: a. Repairs for Operator Abuse: Operator abuse is defined as mechanical damage or breakdown caused by the operator through the improper operation of the vehicle or equipment or failure of the operator to provide the vehicle for scheduled service. The Contractor shall identify repairs caused by suspected operator abuse and shall forward estimates for repairs to the Fleet Manager with the proper coding. Fleet Manager will be the final authority in deciding operator abuse. All repairs coded as operator abuse will be a non-contract cost. b. Repairs for Vandalism: Is defined as government property is damaged by an individual and causes mechanical or component damage to a unit through no fault of an Augusta Employee or Contractor Employee. Examples would include: theft of parts, deliberate damage to equipment from unknown parties, damage caused by suspects being transported in Government Vehicles and other such damage. Vandalism is charged as non-contract. c. Directed Work: The Government may direct the Contractor to perform additional tasks under this Contract. No such work shall commence without the Contractor receiving authorization to proceed from the Fleet Manager. It is the intent of the Government that all such work does not reduce the level of service that is provided for in the fixed price portion of the contract. Directed work shall be charged as non-contract. Directed work may include, but not be limited to the following: 1. Welding, fabrication or repair services to other than fleet equipment. 2. Repairs of equipment outside life expectancy. 3. Accident repairs Operator abuse repairs 4. Repairs for Vandalism Repairs due to acts of God Emergency Services 9 9. Road Testing: The Contractor must conduct a road or appropriate operations test on all vehicles and equipment that have had a safety related repair or adjustment. The Contractor, by releasing the equipment or vehicle back to the department or Augusta employee, implies that the vehicle and/or equipment is/are safe to operate. All such driving or operations check will be charged as a contract cost. 10. Other Services: a. Assembly: The contractor will be tasked, at times, to perform assembly which is the initial piecing together or assembly of equipment purchased and delivered in packages, boxes or crates. The scope of the nature of assembly of small equipment shall be considered as a contract cost. It is the intent of Fleet Management to procure most equipment in a state of ready use. b. Fabrication: defined as the construction of a vehicle or equipment component. Fabrication includes, but is not limited to the manufacture of an assembly or a component of security screens and bars, light bars, mounting racks, panels and switches and body parts or bodies, ventilators, racks, bumpers, customization and reinforcing. Fabrication is considered as directed work by the Fleet Manager and shall be charged as non-contract. c. Modification: defined as an alteration of a vehicle or equipment component. Examples of modification would be the installation of accessory equipment that was not installed upon delivery of the vehicle or equipment. Modification is considered as directed work by the Fleet Manager and shall be charged as non-contract. d. Customer Contact of Completed Repairs/Services: The Contractor will immediately notify all Departments or operator by telephone, radio or email when repairs or services have been completed. The Fleet Manager will be informed if the vehicle or equipment is not picked up within a reasonable time on the second notification. e. Completed Service Orders: The Contractor will provide a copy of the completed work order, generated by the FASTER work order system (“Customer” copy) to the employee picking up the vehicle or equipment at the time of pick up. f. Waste & Hazardous Waste: The Contractor shall be responsible for disposal of all trash and other wastes generated during the course of the Contract/Agreement. The Contractor shall hold Augusta, its elected officials and employees free of liability for all actions of the Contractor relating to waste disposal. The Contractor is responsible for good environmental management of all waste created to prevent pollution, encourage recycling and meet all laws and regulations pertaining to waste handling relating to its operation of this Contract/Agreement. This includes the proper required documentation and implementation of programs and training associated with hazardous waste and proper reporting of incidents associated with hazardous waste. g. Scrap Tires: The Contractor is responsible for the proper disposal (and associated required documentation) of scrap/sued tires from the Augusta fleet. Tires with resale value may be sold to tire venders and all revenues acquired from the disposal of such tires will be reimbursed to the Augusta Commission. h. Scrap Metal: All recyclable scrap metal will be sold to local scrap metal recyclers. The Contractor shall arrange for storage bins to be located at each major repair facility by the recycler and all revenues acquired from the sale of scrap metal will be reimbursed to the Augusta Commission. 10 I Accidents: The Risk Management Department is responsible for coordinating repairs for damages to vehicles resulting from accidents. The Contractor will assist in assessing the extent of mechanical damage associated with vehicle accidents. This will be coordinated through Fleet Management. Preparation of estimates will be charged as contract costs if done during the normal workday. Actual repairs will be covered as non-contract. k. Investigations: The Contractor shall support the Government with technical investigations related to the automotive and truck fleet. Such investigations may support accidents, fire, or other issues of a technical nature. The cost of this service will be included in the contract cost. 11. Emergency Road Calls and Towing Services: a. The Contractor shall provide emergency road call service, including towing service for vehicles in the vehicle fleet on a twenty-four (24) hour, seven days per week basis. b. Emergency road call service is considered as repairs to vehicles and equipment that require immediate repairs to allow continued usage of equipment without having the equipment moved to the repair facility. Examples include but are not limited to tire repair or replacement, clogged fuel systems, dead batteries or no-start problems and drive-shaft problems. c. During normal business hours, the Contractor shall have persons on call to expeditiously respond to emergency-road service calls for equipment breakdowns and the Contract response time shall be less than 60 minutes within the County limits. After normal business hours, the Contractor shall have persons on call to handle emergency-road service calls for equipment breakdowns, with a Contract response time of no more than 120 minutes with the County limits. d. The Contractor will ensure that repair personnel are sent to equipment breakdowns to determine if repairs can be made on-site or it towing services are required to deliver equipment to the repair facility. The on-site technician will carry a compliment of tools and repair parts necessary to eliminate excessive downtime or repeated trips to the repair facility. e. The Contractor will have a minimum of one mechanic selected daily as the emergency-road- service person at both the Broad Street Shop and Tobacco Road repair facilities. f. The Contractor will ensure that no more than two service personnel are out of a repair facility at any one time for emergency-road services. g. The Contractor may select to utilize out-source repair vendors to assist in expediting the emergency-road-service calls, but the Contractor must ensure the Contract response times remain in effect. Failure of the Contractor to ensure that the response times of out-source repair venders meet Agreement requirements shall be considered as a Contract discrepancy. h. The Contractor will include in the Contract Cost the emergency road call services inside the Augusta’s defined support area. The Support area for Augusta will be within a 50-mile radius of the Broad Street repair facility. The Contractor will assist Augusta in emergency-road-service calls for “outside the support area” problems by arranging maintenance and/or towing services. i. Fleet Management and the Contractor will review the “outside the support area” changes and determine appropriate reimbursements as non-contract expenses. 11 12. Towing: a. The Contractor shall tow any Augusta owned or leased equipment requiring this service, regardless of whether or not the cause is a repair, tire service or other breakdown incident, regardless of location. b. Accident towing is the responsibility of the Risk Management Department and should be charged as non-contract. It will not be included as part of the Contract cost. c. The Contractor will include, as a Contract expense, towing for equipment that is six (6) years old or newer. The “in service” date entered in FASTER will be the date used for determination of Contract or Non-Contract. d. It will also include any towing associated with comeback repair. e. Exceptions to the “6 year rule” include: confiscated vehicles added to the fleet, used vehicles added to the fleet. These vehicles will be charged as non-contract. f. If the Contractor selects to perform this service with an outsource vendor, the related service will be awarded annually to a single point-of – contact dispatch provider. The Contractor will make bid documents for towing services available to the Fleet Manger and the Augusta Procurement Director. g. The Contractor may utilize multiple vendors for the service, but only one telephone number can be given out regardless of which vendor provides the towing service. h. The Contractor will provide the towing service number to all user departments and the Fleet Manager. The Contractor is responsible for notifying using departments and the Fleet Manager of any changes to the towing service number. i. The acceptable response time during normal business hour is 60 minutes and no more than 120 minutes for all other times. j. Equipment users shall be authorized to make contact for towing services to transport the equipment to the repair facility, if in the best interest of Augusta. k. The fleet MIS system shall track vehicle emergency road call breakdowns and towing expenses for informational retrieval by Fleet Management . Section Three PERSONNEL and SUPPORT LOGISTICS 1. Government Personnel: The Central Services Department Director and the Fleet Manager will have full authority to supervise the Contractor’s performance in daily operations of the contract and shall provide direction to the Contractor in areas relating to policy, information and procedural requirements. The Fleet manager is not authorized to make any changes in the terms and conditions of the contract without the approval of the Government Administrator and the Augusta Commission, as appropriate. The Fleet Manager shall operate in the capacity as Contract manager for Augusta. 12 In the absence of the Fleet Manager, for periods of vacation, short illness’ or temporary periods of authorized absences; the administrative assistant shall have temporary authority as the Contract Manager. 2. Contractor Personnel: The Contractor will designate whom the following Contractor personnel will be when the proposals are submitted and must designate the personnel prior to award of the contract. a. Manager: The Contractor shall provide a General Manager or Project Manager who will liaise with the Fleet Manager and have full authority to act for the Contractor on all contract matters relating to the daily operation of the contract. b The General Manager shall have a minimum of seven years’ experience in the management of fleet maintenance and services. The manager must be able to speak, read, write and understand English. c. The General Manager shall be available through the normal 8 hour work day, Monday through Friday, except Government recognized holidays. The Fleet Manager will be notified in writing (or email notification) when the Contract Manager will not be in the Augusta area and available to respond to the Government needs. d. Any changes in the General Manager shall be subject to advance written approval by the Fleet Manager. Such approval shall not be withheld unreasonably or for an unreasonable length of time. 3. Management Staff: The Contractor shall provide a professional management staff with the proper skills and training in providing the required fleet maintenance and management services. Management staff includes shop supervisors, and parts/supply supervisor. 4. Maintenance Staff: Contractor shall provide maintenance staff personnel with the proper skill and training in providing the required fleet maintenance services. a. The Contractor is responsible to ensure their staff is kept abreast of the latest technology. The Contractor will provide a budgeted training schedule for all eligible maintenance personnel in the Contract cost. b. The Contractor is required to maintain ASE certifications for maintenance personnel in the following categories: 1. Automotive Repair 2. Air Conditioning Recovery and Recycling 3. Advanced Engine performance 4. Medium and Heavy Truck Repair 5. Medium and Heavy Truck Electrical Diesel Engine performance 6. Alternative Fuel 7. Parts Specialist 8. EVT Certification 5. Staffing Provisions: The Contractor shall have the responsibility for selecting personnel to perform the services to be provided here under. a. No applicant with a record of arrests involving a crime of moral turpitude will be hired within two years of the date of that arrest, unless such person is found not guilty of such offense. 13 b. No applicant, with a felony conviction will be hired to provide repair services to public safety equipment. c. The Contractor is responsible for conducting appropriate background checks on prospective new employees and will describe their process in the proposal. If an outside agency is used the agency must be identified in the discussion. d. All Contractor employees will have a valid driver’s license, with proper endorsements, in performance of their job responsibilities. The Contractor will review driver’s license semi-annually and dismiss any employee who fails to have a valid driver’s license (loss of job qualification). Fleet Management will be provided a memorandum stating that an inspection of employee’s licenses has been conducted in accordance with the “Maintenance Agreement” and that all employees are in compliance or not in compliance. When not in compliance a statement of intent to comply and actions to be taken to comply will be made and sent to the Fleet Manager. e. The Contractor is responsible for performance evaluations of its employees. f. The Contractor is responsible for providing employees pay for work performed, every week, two weeks or bi-monthly. g In the event that the Contractor has open Contract position(s) for a period in excess of 45 days the Contractor will credit the Contract cost of the open position(s) from the monthly fixed-Contract invoice(s) until the position(s) is/are filled. The following base rate wage will be used for the purpose of this provision: Automotive: Tech 1 = $14.25; Tech 2 = $12.25; Tech 3 = 9.25 Medium/Heavy: Tech 1 = $15.25, Tech 2 = 13.25, Tech 3 = 10.25 h. Contractor Benefits: The Contractor shall have sole responsibility for determining and providing health and other related benefits for the Contractor employees, however they must comply with the provisions as set forth in the Request for Proposal and the Contractors response to the Request. 6. Disciplinary Actions: Where in the case that Fleet Management finds actions by Contractor personnel affecting contract performance, the Contractor shall take disciplinary action on employees as appropriate. The contractor shall be responsible for removing and replacing any Contractor employee performing services hereunder, when reasonably requested to do so by the Government. In these cases the request by the Government will be in writing stating the cause for such request. 7. Uniforms and Professional Attire: The Contractor will ensure their employees maintain a professional appearance at all times while performing the requirements of the contract. Technicians, shop helpers/porters, laborers, janitors, Service Coordinators/writers, QA representative(s), Fleet Operations Specialist, Shop Supervisors shall be in appropriate uniforms. This shall be included as part of the contract cost. Administrative personnel and parts personnel shall be dressed in appropriate dress as determined by the contractor policy. The contractor is also responsible for appropriate safety foot ware and other safety apparel (eye protection, hearing protection, safety vests). Uniformed shirts should include the Contractor’s logo, first name of the technician and certification patches as appropriate. Proposals shall address the proposer’s intent regarding attire. The cost of such uniformed apparel and safety apparel may be included in the contract cost. 8. Facilities: Notwithstanding anything to the contrary contained herein, the Contractor agrees to indemnify, defend and save harmless the Augusta Commission and its employees, agents and servants from any claim, cause of action, or lawsuit brought against the Government or Elected Officials, or its employees, agents and servants as a result of the possession, operation, handling or 14 transportation of the repair facilities or the equipment contained therein; except to the extent that such claim, cause of action, or lawsuit arises from or in connection with the negligence or willful misconduct of the Commission, its employees, agents or servants. a. Location: The following is a listing of the repair facilities by location and type of work performed at each site: (This Government will not entertain recommendations to consolidate any of the facilities) 1. 1568 Broad Street Repair Facility: - 23 bays with 8 lifts for automobiles, light truck – 1 ton and under, motorcycle repair and lift, firefighting equipment and small gas-powered equipment. Includes parts room, parts storage area, and administrative offices. 2. 2316 Tobacco Road Repair Facility: 10 bays no lifts, services all trucks over 1 ton, off- road/construction equipment, trailers and tractor mounted grass cutting equipment. Includes parts room and administrative offices. Provides the full range of service repairs. b. Facilities Use: The facilities will remain the property of the Government. The Government will lease to the Contractor the maintenance facilities listed above for the charge of $1.00 per year. The Contractor’s first fixed-contract monthly invoice each year will show a credit for the lease cost. The Contractor shall not use the facilities, for work on vehicles or equipment not owned or lease by the Government unless otherwise directed in writing by the Government’s Fleet Manager. The Contractor shall not use the facilities, which shall in any way conflict with any Federal, State or local law, statute, ordinance, rule, order, regulation or requirement, now in force or which may hereafter be enacted or promulgated. The facilities include compressors, lifts, welders, and specialty garage maintenance tools located at each facility. Augusta will be responsible for annual lift inspections and repairs to specialty tools/machines as required. c. Facilities Inspection: Between the date of contract execution and the date that the Contractor actually takes over the facilities, a complete physical inventory of the office and shop equipment will be taken by representatives of the Contractor and Government to determine what the Contractor shall be responsible for. The physical facilities, office and shop equipment provided for the term of the Contract will become the responsibility of the Contractor and will be returned to the Government upon completion of the Contract in the same condition they were provided to the Contractor, except for normal wear and tear. The Contractor hereby acknowledges that the Government has made no representations or warranties regarding the condition of the facilities. The Contractor will accept the facilities in their present state and condition and waives any and all demand upon the government for alterations, repairs or improvements thereof, excepting those items which do not meet local, State or Federal laws. Any cost to improve the facilities to meet said standards will be the responsibility of the Government. There are no known concerns or liabilities currently existing with the waste oil tanks at the repair facilities. The Contractor is responsible for conducting a monthly facilities inspection using a format acceptable to the Fleet Manager. a. Facilities Maintenance: The physical facilities will be maintained by the Government unless such repairs are caused in part or whole by an act, neglect, fault or omission of the Contractor, its agents, servants or employees. If defects, degraded conditions or needed repairs in any facility are found, the Contractor will notify Fleet Management for the execution of repairs by the Government. Facility repair work will not be included into any portion of the Contract cost. The Contractor is responsible for normal routine maintenance of facilities including: interior housekeeping, general cleaning, sweeping, mopping, dusting, disposal of accumulated waste materials and rubbish, minor plumbing (such as stopped up toilet or sink), janitorial maintenance and supplies as required to maintain a safe environment. The Government will Contract pest control services and trash removal to the solid waste facility of normal waste (dumpster). The Government will pay for the proper inspection and refilling or replacement of fire extinguishers assigned to each facility but the Contractor is responsible for the routine monthly inspections of facilities 15 extinguishers and coordinating with Fleet Management on technical inspections or services required. 10. Utilities: The Government will supply those utilities necessary and customary for the proper operation of the facilities. Each facility will include an appropriate number of telephones, computers, and printers for operations. These costs are charged directly to the Government as part of the Fleet Management operating budget and should not be included in the proposers budget proposal (exception is the copy machines). Any communications requirements used solely for corporate communications will be the responsibility of the Contractor. The Government may require a telephone usage log on long distance calls be submitted monthly to ensure compliance. The format will be determined when and if a log is directed. The Contractor is responsible for implementing a utilities conservation plan for each of the facilities. 11. Tools: Fleet Management maintains an annual budget for the replacement or addition of necessary tools and equipment as vehicle and equipment technological changes develop. The Contractor will assist the fleet manager in determining the tools required in the performance of maintenance mission and will submit requests for consideration. Specialty tools of less than $100.00 each will be the responsibility of the Contractor to purchase. The Contractor’s decision to not purchase a specialty tool and the resulting affect could be cause for a Contract Discrepancy if the resulting affect caused a delay in the repairs. None of the Mechanical tools associated as “tools of the trade” for each type of mechanic assigned at the repair facility will be provided by the Government. 12. Radios: Portable radios and two “base stations” will be provided by the Government for use by the Contractor to facilitate communications with Departments. The cost of radio operations (air time) will be the responsibility of the Government. The Contractor is responsible for the security and accountability of those radios assigned to the facilities. 13. Vehicles: A limited number of vehicles and specialty equipment, such as forklifts, and work trucks will be supplied by the Government. The Fleet Manager will have the authority to provide or remove equipment based on the needs and availability of such vehicles. Fuel for these vehicles will be provided by the Government and will not be included in the proposers Contract cost proposal. The Government disclaims any and all express or implied warranties on the equipment, disclaims any implied warranty of merchantability of the equipment or the warranty of fitness for a particular purpose, and the Contractor agrees that the equipment is “as is” and “with all faults”. Repairs to vehicles will be incorporated into the normal repair operations of the Augusta Fleet. All PM services will be considered Contract repairs. All labor for repairs on vehicles and equipment used by the Contractor will be covered under Contract Cost. Parts for repairs shall be charged as Contract/Non- Contract as appropriate to the classifications identified herein. The Fleet Manager shall approve or disapprove any repairs classified as Non-Contract. The Contractor shall assume the risk of loss, damage, or destruction of any Government furnished vehicles, equipment and tools. Liability for the injury, disability and/or death of workers and other persons caused by the operation, handling or transportation of the equipment during the Contract period shall be the sole responsibility of the Contractor. 14. Damages: The Contractor shall be responsible for all damages to persons and/or property that occur as a result of the contractor’s fault or negligence in connection with the performance of this contract. 15. Permits: Contractor shall, without additional expense to the Government, obtain all local, State and Federal business and other licenses and permits required for the performance of work. A copy of all licenses and permits will be displayed at each shop location and copies will be given to Fleet Management. The Contractor shall be required to maintain a Business License from the Augusta Licensing Department. 16. Security: 16 a. General: The Contractor shall ensure the security and confidentiality of all facilities and documents provide by the Government and all such measures must be approved by the government. All reports and records including maintenance records are to be considered property and may only be used for the conduct of Government and Contractor business. b. Facilities: The Contractor may change the locks on any or all the maintenance facilities and equipment leased for the duration of the contract. The Contractor shall provide properly tagged, duplicate keys to the Government Fleet Manager immediately after any change is made. The Contractor is responsible for the implementation of proper security measures, policies and practices associated with building security. c. Vehicles and Equipment: The Contractor is responsible for vehicles and equipment accepted for service at each of the repair facilities. Although all facilities are fenced access is not restricted at this time. The Contractor shall take reasonable precautions to ensure the safety and security of vehicles and equipment under their care. Light vehicles serviced at the Broad Street Shop that have had windows kicked out or are missing for various reasons should be moved inside at the end of the work day and secured to prevent theft, vandalism or weather damage to the interior. It is recommended the Contractor implement a policy of quick “walk around” inspection of all vehicle being brought into the repair facility to identity any damage or missing items and report those observations to the owner department or Fleet Manager. d. Found Damage: The Contractor shall report any found damage to vehicles or equipment that is not associated with the normal operation of such vehicles or equipment if it appears the damage is new. This will be reported to Risk Management and Fleet Management. Repairs should be delayed until the vehicle or equipment has been inspected by Risk Management or Fleet Management. 17. Hours of Service: The Contractor will normally operate an 8 hour day, 40 hours per week from 7:00 A.M. until 4:00 P.M., Monday through Friday. Holidays shall coincide with those of Augusta, usually 11 days per year . These are announced at the beginning of each new year. Repair facilities may be required or may request to adjust their hours to better support Government Departments that may adjust for seasonal or climatic changes. The Contractor normally will have discretion over shop and shift hours as long as vehicle availability remains at acceptable levels and the Fleet Manager concurs. Any changes in shop hours will be announced prior to the change. Vehicles and equipment brought to the repair facility by user departments will be accepted for PM or repair services throughout the normal work hours, including Contractor’s break or lunch periods. The Contractor is expected to provide quick fix repairs at any time during the workday including lunch. 18. Emergency Support: a. In addition to normal hours of operation and upon one-hour notification during normal business hours, the Contractor shall repair equipment seven days a week, 24 hours a day at any location designated by the Fleet Manager. During non-business hours, the Contractor shall repair emergency vehicles as expeditiously as possible. At no time shall the period between notification and commencement of repair exceed two hours. The Contractor shall provide the Fleet Manager with an after-hours emergency contact telephone number for use in emergency situations. In most cases, emergency support during non-business hours is a non-Contract (directed) work. The Contractor will inform Fleet Management the next working day, of all after-hours emergency support accomplished for cost charge determination. b. The Contractor shall mobilize the shop and provide repair and maintenance services for the duration of any Government Recognized emergency. Emergencies include, but are not limited to major fires, floods, earthquakes, civil disturbances and disaster emergencies. Such service shall include adequate staffing to ensure continued vehicle operations at a level determined by the Government. Should an emergency require performance of services beyond the capability of the Contractor, the Government may perform or supplement performance of contract services with 17 Government personnel or non-contract vendors. Such performance shall not constitute a breach of the contract by the Government. Such work conducted outside the normal work day will be charged as non-contract. 19. Service Interruptions: Should services be interrupted or reduced during the term of the contract by the Contractor employees’ work stoppages or slowdowns, the Contractor shall continue services by whatever means available, and shall incur all reasonable related costs associated with the alternate system. If the contractor fails to supply an alternate system, the Government shall have the right to continue services by whatever means available and charge any reasonable costs associated with the alternate system to the Contractor. Further, such interruptions, directly attributable to failures, omissions, or conduct on the part of the Contractor or the Contractor’s employees shall be grounds for termination of the contract. In the event the Contractor is unable to provide the services as specified in this Agreement because of any act of God, civil disturbance, fire, riot, war, terrorism, picketing, strike, labor dispute, labor shortages, governmental action or any other condition or cause beyond the Contractor’s control, Augusta shall excuse the Contractor from performance under this Agreement. 20. Repair of Privately Owned Vehicles and Equipment: No use of the Government facilities, land, specialty equipment or tools may be used to effect repairs on any privately-owned vehicle or equipment with the exception of the Contractor owned equipment or vehicles supporting this contact. Any repairs performed on Contractor provided equipment shall be at the risk of the Contractor and the Government shall be held harmless. 21. Safety: The Contractor shall be responsible for implementing a comprehensive safety program for their employees to comply with local, State or Federal guidelines affecting job safety. Proposers should address their intent or outline their policies/program as part of their proposal. The selected Contractor will provide a copy of written programs, policies or directives to Fleet Management. 22. Equal Opportunity Compliance: The Augusta Commission and the Contractor are subject to the requirements of Executive Order 11246, Section 202, Equal Opportunity; Executive Order 11625; Section 402 of the Vietnam Era Veterans Readjustment Act of 1972, as amended; Section 503 of the Rehabilitation Act of 1973, as amended; and related rules and regulations of the Department of Labor and the Office of Federal Contract Compliance Programs. Attachment J of the RFP is hereby incorporated into this Agreement by reference. 23. Drug Free Workplace Certification: The Augusta Commission has a zero tolerance policy on prohibited drug use and an aggressive drug testing program. Augusta complies with all State and Federal requirements for drug testing. The Contractor is required to comply with the requirements of O.C.G.A. 50-24-3 which is a certification of establishing a Drug Free Workplace. The attached certification will be required to be signed by the Contractor for each year the Agreement is in effect. The Contractor is also required to have a testing policy that complies with Federal Transit requirements as this Government receives Federal and State funds for Transit operation and must therefore comply with State and Federal drug testing requirements. Drug testing is required for pre- employment, post-accident, random, and probable cause. The Contractors program must be published in writing and is subject to review by the Government’s Risk Management Department. Section Four REPAIR PARTS 1. Parts Supply: a. General: The Contractor will procure and furnish all parts, materials, supplies and fluids (except fuel) required for the operation and maintenance of all vehicle and equipment of the Augusta Commission under this contract/agreement. The Contractor shall procure repair parts at its discretion, utilizing best business judgment, to provide the Government with products of the best 18 price and highest quality and that will ensure meeting all relevant standards of performance as outlined elsewhere in this request for proposal. The use of local area venders for all such procurement is preferred, excepting any parts or specialty items that require purchase by other means and are not available in the local area. b. OEM Parts: Parts installed by the Contractor shall meet or exceed the original equipment manufacturers (OEM) specification and must meet the equipment manufacturer’s requirements for coverage under their equipment warranty programs. The Contractor will accept all risks and penalties due to damage and partial or complete voiding of equipment warranties in the use of generic components and shall hold the Government harmless. Repairs to such equipment due to the cancellation of warranties shall be the responsibility of the Contractor during the remainder of the warranty period. c. Parts Options: The Contractor may propose alternative parts supply options, during the course of this agreement, such as but not limited to, consignment parts, single source suppliers, Just-In- Time purchasing, or subcontracting. The use of a supplier, located within the repair facilities can be accomplished but the Government accepts no physical or financial responsibility and shall be held harmless by the Contractor and all other parties. d. Taxes: The Contractor will be required to pay all applicable taxes on parts and supplies purchased for their own use. e. Parts Information and Documentation: The Contractor will use the appropriate modules and tabs within the CCG Systems-FASTER application to document all aspects of parts management for the Government. 2. Inventory –General: The Contractor will be totally responsible for parts accountability and security. 3. Obsolete Parts: By direction of the Fleet Manager, the Contractor will administer the disposal of all other remaining inactive, excess and obsolete parts in the Government stock. The Fleet Manager will direct the Contractor to establish a secondary inventory location in the Fleet MIS system to account for the safeguard, control and usage of such inventory until it is used or disposed. a. Parts Inventory: The Contractor is responsible for maintaining an adequate “on demand” inventory to minimize downtime. These parts will be charged back to the Government on an “as used” basis, without mark up. c. Parts Warranty: The Contractor will insure that tracking of replacement repair parts warranty information is managed. All repair parts placed in the inventory will have their prospective warranty information entered into the MIS system. The MIS system will alert shop management within the part being replaced is still within its warranty period and that recovery is possible. d. Core Charges: The Contractor shall have the responsibility for absorbing the cost of all core charges normally associated with replacement parts. In no case shall the MIS system charge core charges to any repair order for returnable part cores. Core charges for damaged, unusable, non-returnable parts will be listed as a separate item on repair orders. e. Cannibalized Parts: The Contractor shall have the option to request from Fleet Management the ability to remove parts from accident-damaged or salvaged vehicles for reuse. The removed part may be utilized on other fleet vehicles if the condition of the used part is safe and serviceable. f. Tires: The Contractor will replace worn or damaged tires on vehicles with replacement equal to or exceeding the equipment manufacturer’s recommendations. The Contractor will follow the manufacturer’s recommendations for repairing of tires to ensure vehicle and equipment safety. The Contractor will comply with the restricted repair capability on V-Rated tires used on public 19 safety vehicles. Tires will be replaced on automobiles and pickup trucks when 3/32 of an inch of usable tread is remaining across the entire tire crown. If any area of the tire crown is below 3/32 of usable tread or if any wear bar is showing the tire will be replaced. Any tires that are out-of- round or having flat spots will be replaced regardless of tread depth. The Contractor will comply with the requirements of the State of Georgia for tread depth applicable to vehicles requiring CDL licenses as well as tread patterns and recaps. 4. Re-Purchase of Contractor Active Inventory: The Government shall have the option to purchase, at cost from the Contractor the entire demand supported repair parts in inventory upon completion or termination of the Contract. If the government chooses to purchase any parts that the Government considers valid, demand-supported repair parts, a joint complete physical inventory will be taken by representative of the government and the Contractor. Payment for the acquisition of the Contractor’s demand supported inventory will be within one hundred and eighty (180) working days of contract expiration. Section Five Reports, Records and Billing 1. Information Systems Requirements: The Contractor will be required to use Augusta’s existing fleet management information system, CCG System – FASTER. The Contractor will follow all Augusta policies and procedures for maintenance and use of the system. The Contractor will operate the system in real time mode with work orders opened immediately upon receipt of an Augusta vehicle or equipment and timely input of all labor, parts, sublet and other data relating to the vehicle or its repair. FASTER Update seminars are normally scheduled each year and the Contractor is required to have one representative that is the “subject matter expert” (SME) in the use of the system. To maintain continuity of information and training the Contractor should budget for the attendance of the SME normally held in or around Norfolk, VA. 2. Files: The Contractor shall maintain a complete file of service manuals, service and technical bulletins, lubrication charts and other information needed to properly service and repair the fleet. A hard copy history folder shall be maintained by the Contractor for each vehicle. The file will contain, in chronological order, the last repair order in front and contain all work orders generated on the vehicle for a period of two years. These files are subject to review at any time by any authorized agent of the Government. 3. Records Management: The Contractor shall use the CCG FASTER software, a permanent, detailed automated record system that provides a basis for optimum fleet management and provides detailed maintenance and operating information for the Government. The Government Information Technology Department is responsible for maintenance and security of the system. Fleet Management budgets for the licenses each year. This system has been used since February 2000 and has been found to be acceptable for continued Government use. It is capable of supporting all reports, records, and supporting documentation or invoicing. 4. Reports: a. Monthly Management Report: The Contractor shall provide a monthly management report (with the monthly invoice) to be delivered to the Fleet Manager by the 10th working day of each month for the previous month (consistent with billing cutoff date). The report shall include a currently accepted format with the following information: · Number of shop orders · Number of road service calls · Number of vehicle PM’s scheduled and completed · Number of work orders processed, by facility · Delinquent PM’s 20 · Number of re-work repairs · Number of Manufacturer Recalls Performed · Warranty recovery/deductible · Number of Service Calls · Non Contract/Contract repairs by class and cost · Inventory by shop · Monthly staffing report b. Daily Reports: Daily reports will be limited to the Daily Backlog Report and Daily parts status report, the format is already devised and will be continued. The Contractor may provide recommendations for changes to the formatting of any report to the Fleet Manager for consideration. c. Inspection Records: The Contractor must be able to provide to the Government a record of all inspections conducted by the Contractor and the corrective action taken. d. Contract Discrepancy Report: Verbal notification of a Contract discrepancy will be made to the Contract Manager or designee as soon as possible whenever a Contract discrepancy is identified. The problem shall be immediately resolved by the Contract Manager. The Fleet Manager shall determine whether a formal Contract Discrepancy Report shall be issued. If a Contract Discrepancy Report is issued, it will be mailed or hand delivered to the Contract Manager. The Contract Manager is require to respond in writing to the Fleet Manager with the time period specified, acknowledging the reported discrepancy or presenting contrary evidence, and presenting a program for immediate correction of all failures of performance identified in the Contract Discrepancy Report. 5. Monthly Billing: Payment to the Contractor will be made monthly in arrears at the rates specified in the Contract provided that the Contractor is not in default under any provision(s) of the Agreement, and an accurate statement of payment due is submitted, with documentation attached supporting the statement of payment due. The format currently used is attached as Attachment N. Backup is generated from FASTER reports. Invoices shall be paid completely by the Augusta Commission and the processing of payment will be within 30 working days after receipt of the Contractor’s billing and the payment authorization by the Fleet Manager. Payment authorization will be delayed pending receipt of all required billing information. The Contractor shall be liable for payment on Thirty days written notice of any liquidated damages or other offset authorized by the agreement not deducted from any payment made by the Government to the Contractor. The Government may delay the last payment due hereunder until six (6) months after termination of this Contract. 6. Operating Statement: The Contractor’s Operating Statement for each month will be presented with the monthly billing. The operating statement will report costs of current period (billing period) and cost of year to date for the following major categories: (format is provided by Fleet Management) a. Cost of parts: oil, tires, repair parts, batteries, charges, O/S service repair, Total b. Payroll Expense: Salaries and wages, payroll taxes, vacation pay, payroll costs-other-Total payroll expense c. Operating Expense: uniforms, supplies, training, travel, office expenses etc. d. Fees: administrative fees, management fee, Total Section Seven COSTING METHODOLOGY 21 1. Cost Proposal: The Contract cost for the initial year is $2,788,787.35, includes the following cost items: Personnel costs/Labor Costs (salaries, wages and benefits); Parts/supplies/outside services; Overhead expenses and Management Fees. 2. Labor Costs: Personnel costs will include wages, salaries, fringe benefits, payroll taxes, and mechanic and management costs. 3. Parts/Supplies/Outside Services: The Contractor will charge the Government for parts, supplies and outside services as the items or services are used, as reflected in the Contractor’s repair orders without any markup. 4. Over-head Expenses: Overhead expenses will include such items as office supplies, uniforms, bonding costs, copying costs and insurance. All over-head expenses will be calculated as they are expected to incur monthly at the Contractors net cost without any markup. These Other Direct Cost charges are to be detailed in a monthly report. 5. Administrative Costs and Management Fees: Line items in the approved budget for administrative costs and management fees will be charged to the Government for each accounting period on a pro rata basis. These items will not be subject to documentation in the monthly invoice, but are expected to be listed separately in the proposal. 6. Cost Incentives: In addition to the Contractors cost and fee, the Contractor may receive 50 percent of any aggregate annual savings for the Government on the Contract cost for each fiscal year. Aggregate annual savings shall be defined as the difference between a lower twelve (12) month actual cost to the Government and the amount of the Contract cost. Aggregate costs that exceed the maximum amount of 100 percent of the operating Contract shall be borne totally by the Contractor. 7. ADDITIONAL COSTS: The approved budget shall include the Contract cost as adjusted in accordance with the additional cost items described herein. 8. Capital Expenditures: Any and all Government-approved capital expenditures of the Contractor for equipment or other capitalized items (i.e., computers, printers, engine analyzer), in connection with the services and work to be provided by the Contractor hereunder, shall not be included in the approved Contract cost, but such expenditures shall be depreciated over the terms of the Contract. 9. Directed Work: Government approved overtime and material cost incurred by the Contractor in performance of emergency or other directed work shall not be included in the approved Contract cost, pursuant to the terms of the Contract, unless otherwise noted herein. The Government will not approve or reimburse the Contractor for overtime charges for work included in the Contract cost. 10. Transition Costs: The Government will NOT approve or reimburse the Contractor for items related to transition costs. The Contractor will accept the Government’s fleet “as-is”. 11. ADJUSTMENTS TO THE APPROVED BUDGET: any adjustments to the approved “fixed price” (Contract cost) will require approval by the Augusta Commission. 12. Unusual Costs: The Contractor may request the Government for an adjustment to the approved budget at reasonable times based on unusual changes in the Contractor’s cost of doing business. For purposes of this Section, “Unusual Changes” shall mean items not covered by this Agreement, which occur through no fault of the Contractor, the term shall not include price increases arising in the ordinary course of business. The amount of any adjustment pursuant to this paragraph shall be determined by mutual agreement. 13. Annual Adjustments: The Contract base cost, approved budget, including the Contractors fee may be adjusted for any subsequent years of the Contract in accordance with the Annual Meeting. During 22 the Annual Meeting between the Government and the Contractor, the Contractors performance will be reviewed. The Government will present a report card that includes the Government’s assessment of Contractor performance in the areas of fleet maintenance, operations, cost/performance, Contract incentives, and other issues. The meeting shall also include a review of the Contractors cost of doing business. Escalation of the approved budget for the ensuing year shall not exceed the Bureau of Labor Statistics – Consumer Price Index (CPI) for all urban consumers in the Transportation Category for Atlanta, Georgia for the most current year reporting period. Changes to the Contract resulting from the annual meeting shall be documented in an Agreement Amendment, subject to approval by the Augusta Commission. 14. Changes in Fleet Size or Mix: The Contract cost shall be adjusted to correspond to increases or decreases of at least five (5%) of the fleet. The Contractor and Fleet Manager shall negotiate the adjusted amount and the Fleet Manager will present the request to the Augusta Commission for approval. 15. Funding: The obligation of the Government for payment to the Contractor is limited to the availability of funds appropriated in a current fiscal period, and continuation of the Contract into a subsequent fiscal period is subject to appropriation of funds, unless authorized by law. CONTROLING LAW The substantive law of Georgia shall govern the validity of this Agreement, its interpretation and performance, and any other claims related to it. VENUE All claims disputes and other matters in question between Augusta and the Contractor arising out of or relating to this Agreement, or breach thereof, shall be decided in the Superior Court of Richmond County, Georgia. The Contractor, by executing this Agreement, specifically consents to jurisdiction and venue in Richmond County and waives any right to contest the venue in the Superior Court of Richmond County, Georgia. IN WITNESS WHEREOF Augusta, Georgia, acting by and through the Augusta Commission and the Contractor have affixed their signatures as of the dated indicated below. AUGUSTA FIRST VEHICLE SERVICES, INC. Signature Signature Name: Hardie Davis, Jr. Name: Steve Breeden Title: Mayor Title: Regional Vice President Date: Date: Attest: Attest: Clerk of Commission Request for Proposal Request for Proposals will be received at this office until Tuesday, October 16, 2018 @ 3:00 p.m. for furnishing: RFP Item # 19-225 Fleet Management Services for Augusta, GA – Central Services Fleet Maintenance RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Mandatory Pre Proposal/Telephone Conference will be held on Thursday, September 27, 2018, @ 3:00 p.m. in the Procurement Department, 535 Telfair Street, Room 605. If you choose to teleconference there is a $35.00 fee. Make the $35.00 check payable to “Augusta Georgia Commission” and mail to Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901. A 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, September 28, 2018, @ 5:00 P.M. No RFP will be accepted by fax, all must be received by mail or hand delivered. No RFP may be withdrawn for a period of 60 days after bids have been opened, pending the execution of contract with the successful bidder(s). A 10% Bid bond is required to be submitted along with the bidders’ qualifications; a 100% performance bond and payment bond will be required for award. Request for proposals (RFP) and specifications. An RFP shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the request for proposal including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waivable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFP number on the outside of the envelope. Proponents are cautioned that acquisition of RFP documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFP documents from unauthorized sources places the proponent at the risk of receiving incomplete or inaccurate information upon which to base their qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov GERI A. SAMS, Procurement Director Publish: Augusta Chronicle August 30, September 6, 13, 20, 2018 Metro Courier August 30, 2018 OFFICIAL VENDORS Attachment "B"E-Verify #Addendum 1 SAVE Form Original 7 Copies Fee Proposal Compliance Review Goal 10% VECTOR FLEET MANAGEMENT 9300 HARRIS CORNERS PKWY CHARLOTTE, NC 28269 Yes 699145 Yes Yes Yes Yes Yes YES FIRST VEHICLE SERVICES 600 VINE STREET, SUITE 1400 CINCINNATI, OH 45202 Yes 51762 Yes Yes Yes Yes Yes YES RFP Item #19-225 Fleet Management Services for Augusta, Georgia -Central Services-Fleet Maintenance RFP Date: Tuesday, October 16, 2018 @ 3:00 p.m. Total Number Specifications Mailed Out: 24 Total Number Specifications Download (Demandstar): 36 Total Electronic Notifications (Demandstar): 6 Mandatory Pre-Proposal/Telephone Conference Attendees: 4 Total packages submitted: 2 Total Noncompliant: 2 Page 1 of 1 Central Services Department Takiyah A. Douse, Director Ron Crowden, Fleet Manager MEMORANDUM $aj Sams, Director, Procurement Departmentd4 -TakiyahA. Douse, Director, Central Senrices Deparhnent Ron Crowden, Fleet Manager, Central Services Department committee Recommendation 19 -22s Fleet Management Seryices December 19,2018 Fleet Management 1568-C Broad Street Augusta GA 30904 Phone: [06) 821-2892 TO: THRU: FROM: RE: DATE: The Evaluation Committee for RFP l9-225,Fleet Maintenance Services, met on Monday November 5, 2018 to evaluate submitted vendor proposals. The revised pricing proposai submitted on December 18, 2018 for Fleet maintenance and Environmental Services Department parts markup is accepted by the commiffee. After review and negotiations, the committee wouldlike to recommend First vehicle Services as the vendor of choice. Cc: Nancy Williams VECTOR FLEET MANAGEMENT 9300 HARRIS CORNERS PKWY CHARLOTTE, NC 28269 FIRST VEHICLE SERVICES 600 Vine Street, Suite 1400 Cincinnati, OH 45202 VECTOR FLEET MANAGEMENT 9300 HARRIS CORNERS PKWY CHARLOTTE, NC 28269 FIRST VEHICLE SERVICES 600 Vine Street, Suite 1400 Cincinnati, OH 45202 Evaluation Criteria Ranking Points 1. Completeness of Response • Package submitted by the deadline • Package is complete (includes requested information as required per this solicitation) • Attachment B is complete, signed and notarized N/A Pass/Fail PASS PASS PASS PASS 2. Proposals & Experience (0-5)20 3.4 4.4 68.6 88.6 3. Organization & Approach (0-5)15 3.9 4.7 57.9 70.7 4. Scope of Services • Proposals should address, in narrative form, their approach to preventive maintenance, proactive and reactive remedial repairs. • Proposals should address their process for subcontracting specialty work described in the RFP. This is work not done by the contractor personnel directly. Indicate what specialty work the contractor might be subcontracting. • Proposals should address how the contractor will maximize the vehicle and equipment availability. (0-5)20 4.0 4.4 80.0 88.6 5. Financial Statements (0-5)5 4.1 4.1 20.7 20.7 6. References (0-5)5 3.9 4.1 19.3 20.7 Within Richmond County 5 10 0 0 Within CSRA 5 6 0 0 Within Georgia 5 4 0 0 Within SE United States (includes AL, TN, NC, SC, FL) 5 2 5 10 0  All Others 5 1 5 0 5 75 20.1 22.7 256.4 294.3 8. Presentation by Team (0-5)10 3.7 4.5 36.7 45.0 9. Q&A Response to Panel Questions (0-5)5 4.0 4.7 20.0 23.3 Within Richmond County 5 10 5 0 50 Within CSRA 5 6 5 30 0 Within Georgia 5 4 0 0 Within SE United States (includes AL, TN, NC, SC, FL) 5 2 0 0  All Others 5 1 0 0 Total Phase 2 (Total Possible Maximum Ranking 25 Maximum Weighted Total Possible 125) 25 12.7 9.2 86.7 68.3 32.8 31.9 343.1 362.6 Procurement Department Completion Date: 11/5/18 Internal Use Only Total Cumulative Score (Maximum point is 500) RFP Item #19-225 Fleet Management Services for Augusta, Georgia -Central Services-Fleet Maintenance Evalaution Meeting: Monday, November 5, 2018 @ 3:00 p.m. Vendors Phase 2 (Option - Numbers 8-9) Procurement DepartmentRepresentative:_______Nancy Williams____________________________________ Evaluator: Cumulative Date: 11/5/18 Total (Total Possible Score 500) Ranking of 0-5 (Enter a number value Weighted ScoresPhase 1 Scale 0 (Low) to 5 (High) 7. Proximity to Area (only choose 1 line according to location of the company - enter the ranking value for the one line only) 10. Cost/Fee Proposal Consideration (only choose 1 line according to dollar value of the proposal in relation to all fee proposals - enter the point value for the one line only) Phase 1 Total - (Total Maximum Ranking 75 - Maximum Weighted Total Possible 425) 1 AGREEMENT FOR FLEET MAINTENANCE SERVICES FOR AUGUSTA, GEORGIA Section One This agreement is made and entered into as of this 1st day of ___________ , 2019, by and between Augusta, Georgia, a political subdivision of the State of Georgia, (herein referred to as “Augusta”), and First Vehicle Services, Inc., 600 Vine Street, Suite 1400, Cincinnati, Ohio 45202, (herein referred to as “Contractor”). Augusta and the Contractor, for the consideration stated herein, agree as follows: 1. AGREEMENT TERM AND TERMINATION: The duration of the Agreement will be from ___________ , 2019 to ___________ , 2022, for a period of 36 months. Further this agreement may be renewed, expanded and extended by mutual agreement in annual increments, provided that the funds for subject Agreement are available and an operating budget is approved by the Augusta Commission and that the Contractor has established a satisfactory record of performance. 2. GENERAL DESCRIPTION OF SERVICES: The Contractor shall provide the full range of fleet maintenance services to Augusta as set forth in the “Scope of Work” at Section 2. 3. DEFINITIONS: Where the following terms occur herein, the intent and meaning shall be as follows: a. Augusta: shall mean Augusta, Georgia, a political subdivision of the State of Georgia. b. Contractor: shall mean First Vehicle Services, Inc. c. Contract Cost: shall mean the sum of $2,788,787.35 for the calendar year 2019, $2,855,996.47 for calendar year January 2020, $2,924,960.57 for the calendar year 2021. d. Surety: shall mean the party who is bound with and for the Contractor to ensure the payment of all obligations and lawful debts pertaining to and for this Agreement. e. Performance and Payment Bond: shall mean the security approved by Augusta and furnished by the Contractor as a guarantee that the Contractor will execute the work in accordance with the terms of this Agreement and will pay all lawful claims. f. Fleet Manager: shall mean the designated representative of Augusta with the Authority to direct the Contractor in the daily performance of the Agreement, but shall have no authority to direct the time, manner, or method of performance. g. Fleet: Shall mean all of the units listed in the equipment table of the Request for Proposal (RFP) and provided in electronic format (excel spreadsheet) of the RFP, and units that may be added to or deleted from the Augusta fleet. h. Agreement Documents: The documents that will form the Agreement includes: the “Request for Proposal”, all attachments thereto, the proposal by First Vehicle Services, Inc. and the signed Agreement (ref: paragraph 2.16, page 33, Request for Proposal, RFP Item # 19-225. i. Contract Services: Contract services are generally those routing vehicle maintenance and repair activities that are reasonably predictable and there-fore lend themselves to projection and estimation. Examples of Contract services include, but not limited to: preventive maintenance 2 services, failures due to fair wear and tear, remedial repairs, compliances, etc. Repairs necessitated by predictable, normal deterioration incurred during the proper operation use of the vehicle and equipment in proper applications. j. Non-Contract Services: are generally variable in nature and therefore are not predictable; they are also generally dependent on the actions or decisions of individuals other than those who are providing maintenance services, such as vehicle operators and management personnel, and therefore, often avoidable. Non-contract service include accident repairs, modifications or fabrications to vehicles, vandalism, repairs from operator abuse/error, repairs required to extend the life of the vehicles or equipment beyond the normal life cycle or adjusted life expectancy agreed upon and attached here-to. 4. Performance & Payment Bond: The successful bidder shall furnish a Performance and Payment Bond executed by a Surety Company duly authorized to do business in the State of Georgia, in an amount equal to at least one hundred-ten percent (100%) of the annual firm-fixed contract amount, within 15 calendar days of the Notice of the Award. Said bond shall be in full force and effect during the term of this agreement and shall be issued on an annual basis. No contract shall exist until the Augusta Commission receives a duly executed Performance Bond made payable to the Augusta Commission. Failure to provide the Performance Bond as indicated will result in the offer being ruled null and void and the award shall be made to the next most responsive respondent. Payment Bond: A Payment Bond shall be executed in the full amount of the annual firm-fixed amount of the agreement for the protection of all claimants supplying labor and materials in the prosecution of the work. The Performance and Payment Guaranty shall be conditions upon the following: a. if the Contractor performs this agreement between the Contractor and this Government for the deliverables at the times and in the manner prescribed in this Agreement and; b. promptly makes payments to all claimants supplying the Contractor with goods, labor, materials, or supplies, used directly or indirectly by the contractor in the prosecution of and providing the deliverables specified in this Agreement and; c. pays this government all losses, damages, expenses, costs and attorney fees including appellate proceedings in accordance with this Agreement, the Government sustains because of default by the Contractor under this Agreement and; d. provides all deliverables under this Agreement in the time specified in this agreement and such deliverables are accepted by this Government as provided for in this Agreement, then the Performance and/or Payment Bond are released; otherwise they remain in full force. e. The terms of this agreement supersede any and all provisions of the Georgia Prompt Pay Act. 5. Actions Under Default: To the extent provided for this Agreement, if the Contractor shall be and is declared to be in default under this Agreement, and the Augusta Commission has performed its’ obligations hereunder, the funds available under the Performance Bond and Payment Bond may be immediately claimed in their entirety and used by the Augusta Commission as needed to remedy the default, or may be used to: a. complete this Agreement in accordance with its terms and conditions; or b. obtain a proposal(s) for performing this Agreement in accordance with its terms and conditions, and at the Government’s option, arrange for a contract between such proposer(s) and this Government and make sufficient funds available as work progresses whether or not there is a default or succession of defaults under any agreement(s) or contract(s) for completion less the balance of this agreed price. 6. Contractor’s Relationship to the Commission (Augusta Commission/Government). 3 a. Contractor as Independent Contractor: it is expressly agreed and understood that the Contractor is in all respects an Independent Contractor as to the work and that the Contractor is in no respect an agent, servant or employee of this Government. This contract/agreement specifies the work to be done by the Contractor, but the method utilized to accomplish the work shall be the responsibility of the Contractor b. Subcontracting: The Contractor may subcontract services to be performed hereunder with the prior approval of the Fleet Manager, which shall not be unreasonably withheld. No such approval will be construed as making the government party of, or to, such subcontract, nor shall approval be construed as subjecting the Government to liability of any kind to any Subcontractor. No subcontract shall, under any circumstance, relieve the Contractor of its liability and obligation under this contract/agreement; and despite such subcontracting the Government shall deal through the Contractor, and Subcontractors will be dealt with as workmen and representatives of the Contractor. Where the subcontracting of local services, such as glass work or towing service, requires a request for quote, the Contractor will share the Request for Quote and responses with Augusta. 7. TERMINATION (Other): This Agreement may be terminated by the Augusta Commission without cause upon providing the Contractor with at least thirty (30) days prior written notice. Should either party fail to perform any of its obligations under this contract for a period of thirty (30) days after receipt of written notice of such failure, the non-defaulting party will have the right to terminate the Agreement immediately upon delivery of written notice to the defaulting party of its election to do so. The foregoing rights of termination are in addition to any other rights and remedies that such party may have. 8. Severability: If any term or position of this Agreement is found to be illegal and unenforceable, such terms shall be deemed stricken and the remainder of the Agreement shall remain in full force and effect. 9. Manner of Performance-General: The Contractor agrees to perform its duties and obligations under this contract in a professional manner and in accordance with all applicable local, Federal and State laws, rules and regulations. The Contractor agrees that the services provided in this Agreement shall be provided by employees that are educated, trained, experience, certified (ASE-EVT), and licensed in all areas encompassed within their designated duties. The Contractor will furnish all documentation, certification, authorization, license, permit or registration currently required by applicable laws or rules and regulations. The Contractor further certifies that they and their employees will keep all license, permits registrations, authorizations, or certifications required by applicable laws or regulations in full force and effect during the term of this contract. Failure of the Contractor to comply with the section shall constitute a material breach of this Agreement. 10. Augusta Representative: Unless provided otherwise elsewhere in this Agreement, Augusta authorizes the Fleet Manager as the representative to act on behalf of Augusta on all matters relating to this Agreement and/or services being performed hereunder. The Fleet Manager shall decide all questions, which may arise as the quantity, character and quality of services performed or to be performed pursuant to this agreement. 11. Inspection of Work: The Contractor shall furnish Augusta’s authorized representative with every reasonable opportunity to determine whether the work is performed in accordance with the requirements of the Agreement. Augusta may appoint qualified persons to inspect the Contractor’s operations and equipment, and the Contractor shall permit the authorized representative(s) to make such inspections at a reasonable time and place. 12. Agreement Discrepancy: Verbal notification of an Agreement discrepancy will be made to the Contractor’s General Manager or designee as soon as a discrepancy is identified. The Project Manager shall immediately resolve the problem. The Fleet Manager will determine whether a formal 4 Discrepancy Report shall be issued. If a Report is issued, it will be mailed or hand delivered to the Contractor’s General Manager. Upon receipt of the Report, the Contractor is required to respond in writing to the Fleet Manager within the time period specified, acknowledging the reported discrepancy or presenting contrary evidence and presenting a program for immediate correction of all failures of performance identified in the Report. The Fleet Manager will make the determination if the response to the Discrepancy Report is appropriate and resolves the discrepancy reported. Responses that are determined to be unresponsive or inappropriate will be referred back to the General Manager in writing with the reason for inappropriateness. The General Manager will be provided another opportunity to resolve the issues raised. The Fleet Manager has the authority to apply a reasonable penalty, including monetary deductions to the monthly invoice as appropriate to the Discrepancy. When this is done the Contractor will be notified in writing with full justification and the amount to be deducted. The Fleet Manager’s decision shall be final. Nothing in this paragraph is meant to limit either party’s rights to pursue any action in a Court of Law. 13. Insurance: Prior to the commencement of the Agreement, the Contractor shall obtain and keep in full force and effect until the termination of the Agreement, the following insurance with an insurance company licensed and/or qualified to do business in the State of Georgia, as evidenced by the Certificate of Insurance and/or certified copies of the insurance policy(ies). The Augusta Commission shall be named as an additional insured on all liability policies for claims specifically arising under the Agreement. a. Workers Compensation: statutory minimum limits. b. Employers Liability: minimum of $1,000,000 combined single limit. c. Commercial General Liability: Minimum of $2,000,000 combined single limit of Bodily Injury and Property Damage per occurrence. (Damages to Rented Premises [each occurrence], Medical Expense [any one person-$5,000], Personal & Adv injury, General Aggregate. d. Automobile Liability: Minimum of $1,000,000 combined single limit of Bodily Injury and Property Damage per occurrence including the following: owned automobiles, hired automobiles, and non- owned automobiles. e. Garage Keepers Liability: (any auto) a minimum of $1,000,000 per occurrence. 14. Other Insurance Provisions: a. Each insurance policy required under this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled, reduced in coverage or in limits except after thirty days prior written notice has been provided to Augusta. If the policy is cancelled for non-payment of premium, only ten days’ notice is required. b. Worker’s Compensation and Employer’s Liability Coverage: the insurer shall agree to waive all rights of subrogation against Augusta, its officials, employees and volunteers for losses arising from the activities under this contract. c. Certificates of Insurance and Endorsements affecting coverage required by this clause shall be forwarded to the Fleet Manager, 1568 Broad Street. Section Two SCOPE OF WORK 1. General: The Contractor shall provide preventive maintenance, proactive and reactive remedial repairs, mobile service, tire service, overhaul services, fleet in-processing and de-commissioning, towing, fleet maintenance management and such other associated services as may be required to assure the continuity of effective and economical operations of the Government’s vehicles and equipment. The Contractor shall furnish all necessary supervision, labor employee training, technical service manuals, parts supplies and sub-contract work required to maintain the fleet in a state of 5 repair and service consistent with generally accepted fleet practices and as define in this Statement of Work. In addition, the Contractor shall use and maintain a permanent, detailed, automated record for each vehicle, (using the CCG Systems- FASTER software program) provided by Augusta. 2. Preventive Maintenance: A preventive maintenance Inspection (PMI) program is a systematic approach to inspecting a vehicle at planned intervals. This scheduled maintenance is a planned servicing of equipment to maximize vehicle efficiency and to ensure compliance to the established standards set forth by equipment manufacturers and to meet Federal, State and local regulations. a. The primary goal of preventive maintenance is to maximize the equipment availability of the fleet by taking a proactive approach in minimizing unscheduled repairs. b. The PMI program shall be designed in accordance with recognized good fleet management practices and shall meet the terms and conditions necessary to comply with the original equipment manufacturers (OEM) specifications or stricter warranties and recommendations, but may be modified by the Fleet Manager. c. PM Cycle and Costing: The preventive maintenance program/schedule shall, as a minimum, comply with the equipment/vehicle manufacturer’s recommendation as published in the owner’s/service manual. In general, vehicle PM services will be on a 5,000 mile or 6 month (whichever is first) rotation. Equipment with hour-meters will be serviced at 250 hours or 6 months (whichever comes first) and non-motorized equipment (example: trailers) will be serviced annually. Service requirements will be in accordance with the manufacturers recommended services from the operator’s or service manual. PM services will be included in the contract cost. The costing of services and supplies should take into consideration the requirements of the manufacturer for the type of equipment/vehicle. In every case a safety inspection will also be conducted as a part of the service. d. The Contractor is responsible for developing and providing a PM schedule, notifying the user, and performing required maintenance, preventive maintenance, or inspections without requiring any other authority. The schedule should interfere minimally with normal work schedules and must be flexible considering the requirements of the departments. Departments should be notified monthly of which vehicles and equipment require PM services. The current methodology is by email with an attached Excel spreadsheet form. The Fleet Manager will be advised of vehicles and/or equipment that were scheduled but not provided by the user for the service. This will be done monthly and the format will be mutually agreed upon by the Contractor and Fleet Manager. 3. Hourly Inspections: Maintain hourly equipment within compliance of the OEM specifications or as necessary, based on historical data. The format for this type of inspection will be mutually agreed upon by the Contractor and Fleet Manager within thirty days of startup. 4. Annual Inspections: The Contractor will inspect and test all other required gasoline and diesel power-operated equipment on an annual basis in accordance with Federal, State and local laws. Inspections and tests shall be performed by the Contractor in Augusta owned Maintenance Facilities by properly authorized and trained mechanics, or by authorized inspectors from outside sources. The Contractor shall perform these inspections within the fixed price of the Agreement. The Contractor may elect to perform these tests if their employees have been properly trained. Copies of all current certifications must be given to the Fleet Manager prior to commencement of performing the inspections. If no Contractor employee is trained and certified to perform these tests, the Contractor will subcontract these services to a qualified outside source. The cost of performing these inspections by outside vendor will be borne by the Contractor (Contract Cost). The Contractor is required to provide for the following mandated annual inspections: a. Aerial truck dielectric testing 6 b. Aerial boom and bucket testing c. Crane and derrick truck testing d Shop crane and hoist testing e. Other annual testing as required by the manufacturer with respect to specialty equipment. 5. Inspection Continuity: The Contractor will ensure continuity of inspections by performing the required annual inspections in the same month of the previous year’s inspection for each piece of equipment. It is expected the Contractor will schedule all mandated inspection in such a way as to limit equipment downtime. The Contractor may work with the affected department directly to establish the best schedule and time for the inspections. The Contractor will maintain the results of the inspection in the equipment’s file. 6. Oil Analysis: The Contractor will perform a scheduled oil analysis with a reputable outside company on all engines, transmission and differentials on wheeled vehicles above 26,000 GVW and every piece of tracked equipment in the Augusta inventory. The oil analysis program can be used by the Contractor to determine when fluids should be changed; therefore, substituting the normal PM cycled timeframes. The Contractor will recommend to the Fleet Manager any vehicles or equipment recommend for the oil analysis program designation. 7. Repairs: Contractor shall make specific repairs to vehicles and equipment that have been identified through PM services, annual inspection, by Department user(s), Fleet Management or by Risk Management departmental reports, and/or breakdown or malfunction. Repairs shall be made as required, limiting the nature and extent or repairs that are consistent with age, mileage and cost to repair criteria of good fleet maintenance. a. Repair Service Timelines: The Contractor shall be required to complete regular repair services within reasonable times. Scheduled contract repairs shall be started the same day schedules (including PM services). Unscheduled contract repair shall be started with 3 work days. Non- contract repairs require Fleet Management approval and therefore cost estimates shall be prepared and submitted electronically for approval within 3 days of receiving the vehicle or equipment. Parts shall be ordered (if required) within one working day after the non-contract estimate is approved. b. PM Service Timelines: PM Service for light vehicle will be completed within 8 hours or delivery if scheduled by the Contractor; 16 hours for heavy trucks (maximum time allowed). If a vehicle requires repair in addition to the PM Service, the above times do not apply. c. Repair of Small Equipment: The Contractor will be tasked to perform repair work and services of small gas-powered equipment which includes, but not limited to: chain saws, lawn trimmers, push mowers, tillers, pressure washers, tampers, generators, light towers, pumps and sprayers. Repairs to small equipment will be charged as a non-contract cost with the exception of warranty type work. Damages to small equipment caused by the Contractor will be repaired by the Contractor at no cost to Augusta. d. Safety Inspections: Whenever a unit requires any type of maintenance service, the Contractor will also perform a general safety inspection to ensure that the general condition of the equipment meets normal fleet requirements (as well as legal safety requirements of law) prior to the equipment leaving the repair facility. All PM services will include the safety inspection. Safety inspections will be documented on the respective work order. Safety inspections will include, as a minimum the following: 7  All lights, including turn signals, back up lamp, license tag lamp  Horn  Windshield Wipers  Safety belt  Steering  Braking  Tire Tread e. Fire Extinguishers: Vehicles that have been issued fire extinguishers but the extinguisher is missing or discharged will be replaced as a non-contract cost, if the Contractor replaces the extinguisher or at no cost if Fleet Management replaces the extinguisher. All expended extinguishers will be taken to Fleet Management for inspection, recharging and reissue. f. Quick Fix Repairs: The Contractor shall provide a Quick Fix function for minor repairs of less than one hour duration at all repair facilities, when the vehicle operator chooses to wait for the service. This type of repair service is generally allocated to items such as windshield wipers, tire repair or replacement, topping off fluid levels, lighting repair or replacement or other such associated light-duty repair services. g. Tire Services: The Contractor will provide comprehensive tire services including tire management, inflation, maintenance, repairs, rotation, mounting, demounting, disposal and disposal fees, replacement, wear management, balancing, field tire services, warranty management, inventory security and maintenance of an inventory of mounted spares. The contractor will replace tires when tires have reached minimum tread depths as specified in Georgia law appropriate to the type vehicle with the expectation that law enforcement, pursuit vehicles (assigned to Sheriff’ Office- Road Patrol, Narcotics Division, CID) shall have a minimum of 4/32 tread. h. Warranty and Recall Work: The contractor will negotiate, manage, administer, claim and recover all warranties and recalls offered by vehicle manufacturers, parts and component suppliers, and any subcontracted repairs. The contractor will add warranties to Augusta’s MIS (CCG Systems-FASTER) warranty recovery module and return proceeds to Augusta via credits against contract or non-contract invoices. The contractor is encouraged to obtain authorization from the various vehicle manufacturers to perform in-house warranty work on Augusta vehicles in order to reduce the turnaround time for warranty repairs. The deciding factor on warranty repairs is to obtain the quickest turnaround time. i. Outside Repairs: The Contractor’s bid proposal response will define the typed of repairs that will be or anticipated to be conducted by subcontractors, outside Augusta facilities. The Contractor is responsible for arranging and managing the conduct and performance to Contract requirements of all outsource venders for any repairs that are not performed “in-house”. All responsibility for the administration, invoicing, quality control, vehicle movement, vehicle security, etc. shall be that of the Contractor. Subcontractor invoices will be accepted solely by the Contractor and must be addressed to the Contractor, not Augusta. j. Seasonal Equipment Preparation: The Contractor shall coordinate with the Fleet Manager to set up a program to ensure seasonal equipment is fully serviceable prior to the start of each season. Requirements include annual inspections and operational maintenance of air condition and engine cooling systems during warm weather and the winterization of vehicles and equipment during cooler months as applicable. Charges for all seasonal preparation will be included in the contract cost. k. New Vehicle Preparation: The Contractor is responsible for all vehicle and equipment preparation which is brought into the fleet by the Fleet Manager. The Contractor will perform the installation 8 of Government seals or insignia decals and equipment asset and bumper numbers as directed by Fleet Management. The Contractor will include in the contract price, the cost of all seals, insignia and lettering with the exception of those insignia badges or seals for public safety use. These seals will be provided by the respective department. l. Vehicle Disposal Preparation: Vehicles and equipment being removed from the normal Government fleet shall be prepared for disposal/auction sales or storage by the Contractor. Costs associated with disposal prep will be included in the contract cost. Preparation shall include, but not limited to: 1. The Contractor will provide a general vehicle condition assessment using a form provided by Fleet Management. 2. The Contractor will remove all insignias and lettering so that no distinguishable insignia or lettering will remain to identify the retired unit as a Government vehicle. 3. The Contractor will remove all emergency equipment from Public Safety vehicles and equipment. Equipment to be removed include: spot lights, emergency lights, emergency power boxes, camera systems, sirens. 4. The Contractor shall make minor, cost effective, contract cost repairs to increase the resale value of the vehicle (example: replace dead batteries). 5. The Contractor will transport the equipment; to include the cost of any towing required, to the Government storage site or auction site as a contract cost for a “one time” movement cost. Any charges for moving the vehicle or equipment more than once will be charged as non- contract cost. 8. Non-Contract Repairs: a. Repairs for Operator Abuse: Operator abuse is defined as mechanical damage or breakdown caused by the operator through the improper operation of the vehicle or equipment or failure of the operator to provide the vehicle for scheduled service. The Contractor shall identify repairs caused by suspected operator abuse and shall forward estimates for repairs to the Fleet Manager with the proper coding. Fleet Manager will be the final authority in deciding operator abuse. All repairs coded as operator abuse will be a non-contract cost. b. Repairs for Vandalism: Is defined as government property is damaged by an individual and causes mechanical or component damage to a unit through no fault of an Augusta Employee or Contractor Employee. Examples would include: theft of parts, deliberate damage to equipment from unknown parties, damage caused by suspects being transported in Government Vehicles and other such damage. Vandalism is charged as non-contract. c. Directed Work: The Government may direct the Contractor to perform additional tasks under this Contract. No such work shall commence without the Contractor receiving authorization to proceed from the Fleet Manager. It is the intent of the Government that all such work does not reduce the level of service that is provided for in the fixed price portion of the contract. Directed work shall be charged as non-contract. Directed work may include, but not be limited to the following: 1. Welding, fabrication or repair services to other than fleet equipment. 2. Repairs of equipment outside life expectancy. 9 3. Accident repairs Operator abuse repairs 4. Repairs for Vandalism Repairs due to acts of God Emergency Services 9. Road Testing: The Contractor must conduct a road or appropriate operations test on all vehicles and equipment that have had a safety related repair or adjustment. The Contractor, by releasing the equipment or vehicle back to the department or Augusta employee, implies that the vehicle and/or equipment is/are safe to operate. All such driving or operations check will be charged as a contract cost. 10. Other Services: a. Assembly: The contractor will be tasked, at times, to perform assembly which is the initial piecing together or assembly of equipment purchased and delivered in packages, boxes or crates. The scope of the nature of assembly of small equipment shall be considered as a contract cost. It is the intent of Fleet Management to procure most equipment in a state of ready use. b. Fabrication: defined as the construction of a vehicle or equipment component. Fabrication includes, but is not limited to the manufacture of an assembly or a component of security screens and bars, light bars, mounting racks, panels and switches and body parts or bodies, ventilators, racks, bumpers, customization and reinforcing. Fabrication is considered as directed work by the Fleet Manager and shall be charged as non-contract. c. Modification: defined as an alteration of a vehicle or equipment component. Examples of modification would be the installation of accessory equipment that was not installed upon delivery of the vehicle or equipment. Modification is considered as directed work by the Fleet Manager and shall be charged as non-contract. d. Customer Contact of Completed Repairs/Services: The Contractor will immediately notify all Departments or operator by telephone, radio or email when repairs or services have been completed. The Fleet Manager will be informed if the vehicle or equipment is not picked up within a reasonable time on the second notification. e. Completed Service Orders: The Contractor will provide a copy of the completed work order, generated by the FASTER work order system (“Customer” copy) to the employee picking up the vehicle or equipment at the time of pick up. f. Waste & Hazardous Waste: The Contractor shall be responsible for disposal of all trash and other wastes generated during the course of the Contract/Agreement. The Contractor shall hold Augusta, its elected officials and employees free of liability for all actions of the Contractor relating to waste disposal. The Contractor is responsible for good environmental management of all waste created to prevent pollution, encourage recycling and meet all laws and regulations pertaining to waste handling relating to its operation of this Contract/Agreement. This includes the proper required documentation and implementation of programs and training associated with hazardous waste and proper reporting of incidents associated with hazardous waste. g. Scrap Tires: The Contractor is responsible for the proper disposal (and associated required documentation) of scrap/sued tires from the Augusta fleet. Tires with resale value may be sold to tire venders and all revenues acquired from the disposal of such tires will be reimbursed to the Augusta Commission. 10 h. Scrap Metal: All recyclable scrap metal will be sold to local scrap metal recyclers. The Contractor shall arrange for storage bins to be located at each major repair facility by the recycler and all revenues acquired from the sale of scrap metal will be reimbursed to the Augusta Commission. I Accidents: The Risk Management Department is responsible for coordinating repairs for damages to vehicles resulting from accidents. The Contractor will assist in assessing the extent of mechanical damage associated with vehicle accidents. This will be coordinated through Fleet Management. Preparation of estimates will be charged as contract costs if done during the normal workday. Actual repairs will be covered as non-contract. k. Investigations: The Contractor shall support the Government with technical investigations related to the automotive and truck fleet. Such investigations may support accidents, fire, or other issues of a technical nature. The cost of this service will be included in the contract cost. 11. Emergency Road Calls and Towing Services: a. The Contractor shall provide emergency road call service, including towing service for vehicles in the vehicle fleet on a twenty-four (24) hour, seven days per week basis. b. Emergency road call service is considered as repairs to vehicles and equipment that require immediate repairs to allow continued usage of equipment without having the equipment moved to the repair facility. Examples include but are not limited to tire repair or replacement, clogged fuel systems, dead batteries or no-start problems and drive-shaft problems. c. During normal business hours, the Contractor shall have persons on call to expeditiously respond to emergency-road service calls for equipment breakdowns and the Contract response time shall be less than 60 minutes within the County limits. After normal business hours, the Contractor shall have persons on call to handle emergency-road service calls for equipment breakdowns, with a Contract response time of no more than 90 minutes within the County limits. d. The Contractor will ensure that repair personnel are sent to equipment breakdowns to determine if repairs can be made on-site or it towing services are required to deliver equipment to the repair facility. The on-site technician will carry a compliment of tools and repair parts necessary to eliminate excessive downtime or repeated trips to the repair facility. e. The Contractor will have a minimum of one mechanic selected daily as the emergency-road-service person at both the Broad Street Shop and Tobacco Road repair facilities. f. The Contractor will ensure that no more than two service personnel are out of a repair facility at any one time for emergency-road services. g. The Contractor may select to utilize out-source repair vendors to assist in expediting the emergency-road-service calls, but the Contractor must ensure the Contract response times remain in effect. Failure of the Contractor to ensure that the response times of out-source repair venders meet Agreement requirements shall be considered as a Contract discrepancy. h. The Contractor will include in the Contract Cost the emergency road call services inside the Augusta’s defined support area. The Support area for Augusta will be within a 50-mile radius of the Broad Street repair facility. The Contractor will assist Augusta in emergency-road-service calls for “outside the support area” problems by arranging maintenance and/or towing services. 11 i. Fleet Management and the Contractor will review the “outside the support area” changes and determine appropriate reimbursements as non-contract expenses. 12. Towing: a. The Contractor shall tow any Augusta owned or leased equipment requiring this service, regardless of whether or not the cause is a repair, tire service or other breakdown incident, regardless of location. b. Accident towing is the responsibility of the Risk Management Department and should be charged as non-contract. It will not be included as part of the Contract cost. c. The Contractor will include, as a Contract expense, towing for equipment that is six (6) years old or newer. The “in service” date entered in FASTER will be the date used for determination of Contract or Non-Contract. d. It will also include any towing associated with comeback repair. e. Exceptions to the “6 year rule” include: confiscated vehicles added to the fleet, used vehicles added to the fleet. These vehicles will be charged as non-contract. f. If the Contractor selects to perform this service with an outsource vendor, the related service will be awarded annually to a single point-of – contact dispatch provider. The Contractor will make bid documents for towing services available to the Fleet Manger and the Augusta Procurement Director. g. The Contractor may utilize multiple vendors for the service, but only one telephone number can be given out regardless of which vendor provides the towing service. h. The Contractor will provide the towing service number to all user departments and the Fleet Manager. The Contractor is responsible for notifying using departments and the Fleet Manager of any changes to the towing service number. i. The acceptable response time during normal business hour is 60 minutes and no more than 120 minutes for all other times. j. Equipment users shall be authorized to make contact for towing services to transport the equipment to the repair facility, if in the best interest of Augusta. k. The fleet MIS system shall track vehicle emergency road call breakdowns and towing expenses for informational retrieval by Fleet Management . Section Three 12 PERSONNEL and SUPPORT LOGISTICS 1. Government Personnel: The Central Services Department Director and the Fleet Manager will have full authority to supervise the Contractor’s performance in daily operations of the contract and shall provide direction to the Contractor in areas relating to policy, information and procedural requirements. The Fleet manager is not authorized to make any changes in the terms and conditions of the contract without the approval of the Government Administrator and the Augusta Commission, as appropriate. The Fleet Manager shall operate in the capacity as Contract manager for Augusta. In the absence of the Fleet Manager, for periods of vacation, short illness’ or temporary periods of authorized absences; the administrative assistant shall have temporary authority as the Contract Manager. 2. Contractor Personnel: The Contractor will designate whom the following Contractor personnel will be when the proposals are submitted and must designate the personnel prior to award of the contract. a. Manager: The Contractor shall provide a General Manager or Project Manager who will liaise with the Fleet Manager and have full authority to act for the Contractor on all contract matters relating to the daily operation of the contract. b The General Manager shall have a minimum of seven years’ experience in the management of fleet maintenance and services. The manager must be able to speak, read, write and understand English. c. The General Manager shall be available through the normal 8 hour work day, Monday through Friday, except Government recognized holidays. The Fleet Manager will be notified in writing (or email notification) when the Contract Manager will not be in the Augusta area and available to respond to the Government needs. d. Any changes in the General Manager shall be subject to advance written approval by the Fleet Manager. Such approval shall not be withheld unreasonably or for an unreasonable length of time. 3. Management Staff: The Contractor shall provide a professional management staff with the proper skills and training in providing the required fleet maintenance and management services. Management staff includes shop supervisors, and parts/supply supervisor. 4. Maintenance Staff: Contractor shall provide maintenance staff personnel with the proper skill and training in providing the required fleet maintenance services. a. The Contractor is responsible to ensure their staff is kept abreast of the latest technology. The Contractor will provide a budgeted training schedule for all eligible maintenance personnel in the Contract cost. b. The Contractor is required to maintain ASE certifications for maintenance personnel in the following categories: 1. Automotive Repair 2. Air Conditioning Recovery and Recycling 3. Advanced Engine performance 4. Medium and Heavy Truck Repair 5. Medium and Heavy Truck Electrical Diesel Engine performance 6. Alternative Fuel 7. Parts Specialist 8. EVT Certification 13 5. Staffing Provisions: The Contractor shall have the responsibility for selecting personnel to perform the services to be provided here under. a. No applicant with a record of arrests involving a crime of moral turpitude will be hired within two years of the date of that arrest, unless such person is found not guilty of such offense. b. No applicant, with a felony conviction will be hired to provide repair services to public safety equipment. c. The Contractor is responsible for conducting appropriate background checks on prospective new employees and will describe their process in the proposal. If an outside agency is used the agency must be identified in the discussion. d. All Contractor employees will have a valid driver’s license, with proper endorsements, in performance of their job responsibilities. The Contractor will review driver’s license semi-annually and dismiss any employee who fails to have a valid driver’s license (loss of job qualification). Fleet Management will be provided a memorandum stating that an inspection of employee’s licenses has been conducted in accordance with the “Maintenance Agreement” and that all employees are in compliance or not in compliance. When not in compliance a statement of intent to comply and actions to be taken to comply will be made and sent to the Fleet Manager. e. The Contractor is responsible for performance evaluations of its employees. f. The Contractor is responsible for providing employees pay for work performed, every week, two weeks or bi-monthly. g In the event that the Contractor has open Contract position(s) for a period in excess of 45 days the Contractor will credit the Contract cost of the open position(s) from the monthly fixed-Contract invoice(s) until the position(s) is/are filled. The following base rate wage will be used for the purpose of this provision: Automotive: Tech 1 = $14.25; Tech 2 = $12.25; Tech 3 = 9.25 Medium/Heavy: Tech 1 = $15.25, Tech 2 = 13.25, Tech 3 = 10.25 h. Contractor Benefits: The Contractor shall have sole responsibility for determining and providing health and other related benefits for the Contractor employees, however they must comply with the provisions as set forth in the Request for Proposal and the Contractors response to the Request. 6. Disciplinary Actions: Where in the case that Fleet Management finds actions by Contractor personnel affecting contract performance, the Contractor shall take disciplinary action on employees as appropriate. The contractor shall be responsible for removing and replacing any Contractor employee performing services hereunder, when reasonably requested to do so by the Government. In these cases the request by the Government will be in writing stating the cause for such request. 7. Uniforms and Professional Attire: The Contractor will ensure their employees maintain a professional appearance at all times while performing the requirements of the contract. Technicians, shop helpers/porters, laborers, janitors, Service Coordinators/writers, QA representative(s), Fleet Operations Specialist, Shop Supervisors shall be in appropriate uniforms. This shall be included as part of the contract cost. Administrative personnel and parts personnel shall be dressed in appropriate dress as determined by the contractor policy. The contractor is also responsible for appropriate safety foot ware and other safety apparel (eye protection, hearing protection, safety vests). Uniformed shirts should include the Contractor’s logo, first name of the technician and 14 certification patches as appropriate. Proposals shall address the proposer’s intent regarding attire. The cost of such uniformed apparel and safety apparel may be included in the contract cost. 8. Facilities: Notwithstanding anything to the contrary contained herein, the Contractor agrees to indemnify, defend and save harmless the Augusta Commission and its employees, agents and servants from any claim, cause of action, or lawsuit brought against the Government or Elected Officials, or its employees, agents and servants as a result of the possession, operation, handling or transportation of the repair facilities or the equipment contained therein; except to the extent that such claim, cause of action, or lawsuit arises from or in connection with the negligence or willful misconduct of the Commission, its employees, agents or servants. a. Location: The following is a listing of the repair facilities by location and type of work performed at each site: (This Government will not entertain recommendations to consolidate any of the facilities) 1. 1568 Broad Street Repair Facility: - 23 bays with 8 lifts for automobiles, light truck – 1 ton and under, motorcycle repair and lift, firefighting equipment and small gas-powered equipment. Includes parts room, parts storage area, and administrative offices. 2. 2316 Tobacco Road Repair Facility: 10 bays no lifts, services all trucks over 1 ton, off- road/construction equipment, trailers and tractor mounted grass cutting equipment. Includes parts room and administrative offices. Provides the full range of service repairs. b. Facilities Use: The facilities will remain the property of the Government. The Government will lease to the Contractor the maintenance facilities listed above for the charge of $1.00 per year. The Contractor’s first fixed-contract monthly invoice each year will show a credit for the lease cost. The Contractor shall not use the facilities, for work on vehicles or equipment not owned or lease by the Government unless otherwise directed in writing by the Government’s Fleet Manager. The Contractor shall not use the facilities, which shall in any way conflict with any Federal, State or local law, statute, ordinance, rule, order, regulation or requirement, now in force or which may hereafter be enacted or promulgated. The facilities include compressors, lifts, welders, and specialty garage maintenance tools located at each facility. Augusta will be responsible for annual lift inspections and repairs to specialty tools/machines as required. c. Facilities Inspection: Between the date of contract execution and the date that the Contractor actually takes over the facilities, a complete physical inventory of the office and shop equipment will be taken by representatives of the Contractor and Government to determine what the Contractor shall be responsible for. The physical facilities, office and shop equipment provided for the term of the Contract will become the responsibility of the Contractor and will be returned to the Government upon completion of the Contract in the same condition they were provided to the Contractor, except for normal wear and tear. The Contractor hereby acknowledges that the Government has made no representations or warranties regarding the condition of the facilities. The Contractor will accept the facilities in their present state and condition and waives any and all demand upon the government for alterations, repairs or improvements thereof, excepting those items which do not meet local, State or Federal laws. Any cost to improve the facilities to meet said standards will be the responsibility of the Government. There are no known concerns or liabilities currently existing with the waste oil tanks at the repair facilities. The Contractor is responsible for conducting a monthly facilities inspection using a format acceptable to the Fleet Manager. a. Facilities Maintenance: The physical facilities will be maintained by the Government unless such repairs are caused in part or whole by an act, neglect, fault or omission of the Contractor, its agents, servants or employees. If defects, degraded conditions or needed repairs in any facility are found, the Contractor will notify Fleet Management for the execution of repairs by the Government. Facility repair work will not be included into any portion of the Contract cost. The Contractor is responsible for normal routine maintenance 15 of facilities including: interior housekeeping, general cleaning, sweeping, mopping, dusting, disposal of accumulated waste materials and rubbish, minor plumbing (such as stopped up toilet or sink), janitorial maintenance and supplies as required to maintain a safe environment. The Government will Contract pest control services and trash removal to the solid waste facility of normal waste (dumpster). The Government will pay for the proper inspection and refilling or replacement of fire extinguishers assigned to each facility but the Contractor is responsible for the routine monthly inspections of facilities extinguishers and coordinating with Fleet Management on technical inspections or services required. 10. Utilities: The Government will supply those utilities necessary and customary for the proper operation of the facilities. Each facility will include an appropriate number of telephones, computers, and printers for operations. These costs are charged directly to the Government as part of the Fleet Management operating budget and should not be included in the proposers budget proposal (exception is the copy machines). Any communications requirements used solely for corporate communications will be the responsibility of the Contractor. The Government may require a telephone usage log on long distance calls be submitted monthly to ensure compliance. The format will be determined when and if a log is directed. The Contractor is responsible for implementing a utilities conservation plan for each of the facilities. 11. Tools: Fleet Management maintains an annual budget for the replacement or addition of necessary tools and equipment as vehicle and equipment technological changes develop. The Contractor will assist the fleet manager in determining the tools required in the performance of maintenance mission and will submit requests for consideration. Specialty tools of less than $100.00 each will be the responsibility of the Contractor to purchase. The Contractor’s decision to not purchase a specialty tool and the resulting affect could be cause for a Contract Discrepancy if the resulting affect caused a delay in the repairs. None of the Mechanical tools associated as “tools of the trade” for each type of mechanic assigned at the repair facility will be provided by the Government. 12. Radios: Portable radios and two “base stations” will be provided by the Government for use by the Contractor to facilitate communications with Departments. The cost of radio operations (air time) will be the responsibility of the Government. The Contractor is responsible for the security and accountability of those radios assigned to the facilities. 13. Vehicles: A limited number of vehicles and specialty equipment, such as forklifts, and work trucks will be supplied by the Government. The Fleet Manager will have the authority to provide or remove equipment based on the needs and availability of such vehicles. Fuel for these vehicles will be provided by the Government and will not be included in the proposers Contract cost proposal. The Government disclaims any and all express or implied warranties on the equipment, disclaims any implied warranty of merchantability of the equipment or the warranty of fitness for a particular purpose, and the Contractor agrees that the equipment is “as is” and “with all faults”. Repairs to vehicles will be incorporated into the normal repair operations of the Augusta Fleet. All PM services will be considered Contract repairs. All labor for repairs on vehicles and equipment used by the Contractor will be covered under Contract Cost. Parts for repairs shall be charged as Contract/Non- Contract as appropriate to the classifications identified herein. The Fleet Manager shall approve or disapprove any repairs classified as Non-Contract. The Contractor shall assume the risk of loss, damage, or destruction of any Government furnished vehicles, equipment and tools. Liability for the injury, disability and/or death of workers and other persons caused by the operation, handling or transportation of the equipment during the Contract period shall be the sole responsibility of the Contractor. 14. Damages: The Contractor shall be responsible for all damages to persons and/or property that occur as a result of the contractor’s fault or negligence in connection with the performance of this contract. 15. Permits: Contractor shall, without additional expense to the Government, obtain all local, State and Federal business and other licenses and permits required for the performance of work. A copy of all 16 licenses and permits will be displayed at each shop location and copies will be given to Fleet Management. The Contractor shall be required to maintain a Business License from the Augusta Licensing Department. 16. Security: a. General: The Contractor shall ensure the security and confidentiality of all facilities and documents provide by the Government and all such measures must be approved by the government. All reports and records including maintenance records are to be considered property and may only be used for the conduct of Government and Contractor business. b. Facilities: The Contractor may change the locks on any or all the maintenance facilities and equipment leased for the duration of the contract. The Contractor shall provide properly tagged, duplicate keys to the Government Fleet Manager immediately after any change is made. The Contractor is responsible for the implementation of proper security measures, policies and practices associated with building security. c. Vehicles and Equipment: The Contractor is responsible for vehicles and equipment accepted for service at each of the repair facilities. Although all facilities are fenced access is not restricted at this time. The Contractor shall take reasonable precautions to ensure the safety and security of vehicles and equipment under their care. Light vehicles serviced at the Broad Street Shop that have had windows kicked out or are missing for various reasons should be moved inside at the end of the work day and secured to prevent theft, vandalism or weather damage to the interior. It is recommended the Contractor implement a policy of quick “walk around” inspection of all vehicle being brought into the repair facility to identity any damage or missing items and report those observations to the owner department or Fleet Manager. d. Found Damage: The Contractor shall report any found damage to vehicles or equipment that is not associated with the normal operation of such vehicles or equipment if it appears the damage is new. This will be reported to Risk Management and Fleet Management. Repairs should be delayed until the vehicle or equipment has been inspected by Risk Management or Fleet Management. 17. Hours of Service: The Contractor will normally operate an 8 hour day, 40 hours per week from 7:00 A.M. until 4:00 P.M., Monday through Friday. Holidays shall coincide with those of Augusta, usually 11 days per year . These are announced at the beginning of each new year. Repair facilities may be required or may request to adjust their hours to better support Government Departments that may adjust for seasonal or climatic changes. The Contractor normally will have discretion over shop and shift hours as long as vehicle availability remains at acceptable levels and the Fleet Manager concurs. Any changes in shop hours will be announced prior to the change. Vehicles and equipment brought to the repair facility by user departments will be accepted for PM or repair services throughout the normal work hours, including Contractor’s break or lunch periods. The Contractor is expected to provide quick fix repairs at any time during the workday including lunch. 18. Emergency Support: a. In addition to normal hours of operation and upon one-hour notification during normal business hours, the Contractor shall repair equipment seven days a week, 24 hours a day at any location designated by the Fleet Manager. During non-business hours, the Contractor shall repair emergency vehicles as expeditiously as possible. At no time shall the period between notification and commencement of repair exceed two hours. The Contractor shall provide the Fleet Manager with an after-hours emergency contact telephone number for use in emergency situations. In most cases, emergency support during non-business hours is a non-Contract (directed) work. The Contractor will inform Fleet Management the next working day, of all after-hours emergency support accomplished for cost charge determination. 17 b. The Contractor shall mobilize the shop and provide repair and maintenance services for the duration of any Government Recognized emergency. Emergencies include, but are not limited to major fires, floods, earthquakes, civil disturbances and disaster emergencies. Such service shall include adequate staffing to ensure continued vehicle operations at a level determined by the Government. Should an emergency require performance of services beyond the capability of the Contractor, the Government may perform or supplement performance of contract services with Government personnel or non-contract vendors. Such performance shall not constitute a breach of the contract by the Government. Such work conducted outside the normal work day will be charged as non-contract. 19. Service Interruptions: Should services be interrupted or reduced during the term of the contract by the Contractor employees’ work stoppages or slowdowns, the Contractor shall continue services by whatever means available, and shall incur all reasonable related costs associated with the alternate system. If the contractor fails to supply an alternate system, the Government shall have the right to continue services by whatever means available and charge any reasonable costs associated with the alternate system to the Contractor. Further, such interruptions, directly attributable to failures, omissions, or conduct on the part of the Contractor or the Contractor’s employees shall be grounds for termination of the contract. In the event the Contractor is unable to provide the services as specified in this Agreement because of any act of God, civil disturbance, fire, riot, war, terrorism, picketing, strike, labor dispute, labor shortages, governmental action or any other condition or cause beyond the Contractor’s control, Augusta shall excuse the Contractor from performance under this Agreement. 20. Repair of Privately Owned Vehicles and Equipment: No use of the Government facilities, land, specialty equipment or tools may be used to effect repairs on any privately-owned vehicle or equipment with the exception of the Contractor owned equipment or vehicles supporting this contact. Any repairs performed on Contractor provided equipment shall be at the risk of the Contractor and the Government shall be held harmless. 21. Safety: The Contractor shall be responsible for implementing a comprehensive safety program for their employees to comply with local, State or Federal guidelines affecting job safety. Proposers should address their intent or outline their policies/program as part of their proposal. The selected Contractor will provide a copy of written programs, policies or directives to Fleet Management. 22. Equal Opportunity Compliance: The Augusta Commission and the Contractor are subject to the requirements of Executive Order 11246, Section 202, Equal Opportunity; Executive Order 11625; Section 402 of the Vietnam Era Veterans Readjustment Act of 1972, as amended; Section 503 of the Rehabilitation Act of 1973, as amended; and related rules and regulations of the Department of Labor and the Office of Federal Contract Compliance Programs. Attachment J of the RFP is hereby incorporated into this Agreement by reference. 23. Drug Free Workplace Certification: The Augusta Commission has a zero tolerance policy on prohibited drug use and an aggressive drug testing program. Augusta complies with all State and Federal requirements for drug testing. The Contractor is required to comply with the requirements of O.C.G.A. 50-24-3 which is a certification of establishing a Drug Free Workplace. The attached certification will be required to be signed by the Contractor for each year the Agreement is in effect. The Contractor is also required to have a testing policy that complies with Federal Transit requirements as this Government receives Federal and State funds for Transit operation and must therefore comply with State and Federal drug testing requirements. Drug testing is required for pre-employment, post-accident, random, and probable cause. The Contractors program must be published in writing and is subject to review by the Government’s Risk Management Department. Section Four REPAIR PARTS 1. Parts Supply: 18 a. General: The Contractor will procure and furnish all parts, materials, supplies and fluids (except fuel) required for the operation and maintenance of all vehicle and equipment of the Augusta Commission under this contract/agreement. The Contractor shall procure repair parts at its discretion, utilizing best business judgment, to provide the Government with products of the best price and highest quality and that will ensure meeting all relevant standards of performance as outlined elsewhere in this request for proposal. The use of local area venders for all such procurement is preferred, excepting any parts or specialty items that require purchase by other means and are not available in the local area. b. OEM Parts: Parts installed by the Contractor shall meet or exceed the original equipment manufacturers (OEM) specification and must meet the equipment manufacturer’s requirements for coverage under their equipment warranty programs. The Contractor will accept all risks and penalties due to damage and partial or complete voiding of equipment warranties in the use of generic components and shall hold the Government harmless. Repairs to such equipment due to the cancellation of warranties shall be the responsibility of the Contractor during the remainder of the warranty period. c. Parts Options: The Contractor may propose alternative parts supply options, during the course of this agreement, such as but not limited to, consignment parts, single source suppliers, Just-In-Time purchasing, or subcontracting. The use of a supplier, located within the repair facilities can be accomplished but the Government accepts no physical or financial responsibility and shall be held harmless by the Contractor and all other parties. d. Taxes: The Contractor will be required to pay all applicable taxes on parts and supplies purchased for their own use. e. Parts Information and Documentation: The Contractor will use the appropriate modules and tabs within the CCG Systems-FASTER application to document all aspects of parts management for the Government. 2. Inventory –General: The Contractor will be totally responsible for parts accountability and security. 3. Obsolete Parts: By direction of the Fleet Manager, the Contractor will administer the disposal of all other remaining inactive, excess and obsolete parts in the Government stock. The Fleet Manager will direct the Contractor to establish a secondary inventory location in the Fleet MIS system to account for the safeguard, control and usage of such inventory until it is used or disposed. a. Parts Inventory: The Contractor is responsible for maintaining an adequate “on demand” inventory to minimize downtime. These parts will be charged back to the Government on an “as used” basis, without mark up. c. Parts Warranty: The Contractor will insure that tracking of replacement repair parts warranty information is managed. All repair parts placed in the inventory will have their prospective warranty information entered into the MIS system. The MIS system will alert shop management within the part being replaced is still within its warranty period and that recovery is possible. d. Core Charges: The Contractor shall have the responsibility for absorbing the cost of all core charges normally associated with replacement parts. In no case shall the MIS system charge core charges to any repair order for returnable part cores. Core charges for damaged, unusable, non-returnable parts will be listed as a separate item on repair orders. e. Cannibalized Parts: The Contractor shall have the option to request from Fleet Management the ability to remove parts from accident-damaged or salvaged vehicles for reuse. The removed part may be utilized on other fleet vehicles if the condition of the used part is safe and serviceable. 19 f. Tires: The Contractor will replace worn or damaged tires on vehicles with replacement equal to or exceeding the equipment manufacturer’s recommendations. The Contractor will follow the manufacturer’s recommendations for repairing of tires to ensure vehicle and equipment safety. The Contractor will comply with the restricted repair capability on V-Rated tires used on public safety vehicles. Tires will be replaced on automobiles and pickup trucks when 3/32 of an inch of usable tread is remaining across the entire tire crown. If any area of the tire crown is below 3/32 of usable tread or if any wear bar is showing the tire will be replaced. Any tires that are out-of-round or having flat spots will be replaced regardless of tread depth. The Contractor will comply with the requirements of the State of Georgia for tread depth applicable to vehicles requiring CDL licenses as well as tread patterns and recaps. 4. Re-Purchase of Contractor Active Inventory: The Government shall have the option to purchase, at cost from the Contractor the entire demand supported repair parts in inventory upon completion or termination of the Contract. If the government chooses to purchase any parts that the Government considers valid, demand-supported repair parts, a joint complete physical inventory will be taken by representative of the government and the Contractor. Payment for the acquisition of the Contractor’s demand supported inventory will be within one hundred and eighty (180) working days of contract expiration. Section Five Reports, Records and Billing 1. Information Systems Requirements: The Contractor will be required to use Augusta’s existing fleet management information system, CCG System – FASTER. The Contractor will follow all Augusta policies and procedures for maintenance and use of the system. The Contractor will operate the system in real time mode with work orders opened immediately upon receipt of an Augusta vehicle or equipment and timely input of all labor, parts, sublet and other data relating to the vehicle or its repair. FASTER Update seminars are normally scheduled each year and the Contractor is required to have one representative that is the “subject matter expert” (SME) in the use of the system. To maintain continuity of information and training the Contractor should budget for the attendance of the SME normally held in or around Norfolk, VA. 2. Files: The Contractor shall maintain a complete file of service manuals, service and technical bulletins, lubrication charts and other information needed to properly service and repair the fleet. A hard copy history folder shall be maintained by the Contractor for each vehicle. The file will contain, in chronological order, the last repair order in front and contain all work orders generated on the vehicle for a period of two years. These files are subject to review at any time by any authorized agent of the Government. 3. Records Management: The Contractor shall use the CCG FASTER software, a permanent, detailed automated record system that provides a basis for optimum fleet management and provides detailed maintenance and operating information for the Government. The Government Information Technology Department is responsible for maintenance and security of the system. Fleet Management budgets for the licenses each year. This system has been used since February 2000 and has been found to be acceptable for continued Government use. It is capable of supporting all reports, records, and supporting documentation or invoicing. 4. Reports: a. Monthly Management Report: The Contractor shall provide a monthly management report (with the monthly invoice) to be delivered to the Fleet Manager by the 10th working day of each month for the previous month (consistent with billing cutoff date). The report shall include a currently accepted format with the following information: • Number of shop orders 20 • Number of road service calls • Number of vehicle PM’s scheduled and completed • Number of work orders processed, by facility • Delinquent PM’s • Number of re-work repairs • Number of Manufacturer Recalls Performed • Warranty recovery/deductible • Number of Service Calls • Non Contract/Contract repairs by class and cost • Inventory by shop • Monthly staffing report b. Daily Reports: Daily reports will be limited to the Daily Backlog Report and Daily parts status report, the format is already devised and will be continued. The Contractor may provide recommendations for changes to the formatting of any report to the Fleet Manager for consideration. c. Inspection Records: The Contractor must be able to provide to the Government a record of all inspections conducted by the Contractor and the corrective action taken. d. Contract Discrepancy Report: Verbal notification of a Contract discrepancy will be made to the Contract Manager or designee as soon as possible whenever a Contract discrepancy is identified. The problem shall be immediately resolved by the Contract Manager. The Fleet Manager shall determine whether a formal Contract Discrepancy Report shall be issued. If a Contract Discrepancy Report is issued, it will be mailed or hand delivered to the Contract Manager. The Contract Manager is require to respond in writing to the Fleet Manager with the time period specified, acknowledging the reported discrepancy or presenting contrary evidence, and presenting a program for immediate correction of all failures of performance identified in the Contract Discrepancy Report. 5. Monthly Billing: Payment to the Contractor will be made monthly in arrears at the rates specified in the Contract provided that the Contractor is not in default under any provision(s) of the Agreement, and an accurate statement of payment due is submitted, with documentation attached supporting the statement of payment due. The format currently used is attached as Attachment N. Backup is generated from FASTER reports. Invoices shall be paid completely by the Augusta Commission and the processing of payment will be within 30 working days after receipt of the Contractor’s billing and the payment authorization by the Fleet Manager. Payment authorization will be delayed pending receipt of all required billing information. The Contractor shall be liable for payment on Thirty days written notice of any liquidated damages or other offset authorized by the agreement not deducted from any payment made by the Government to the Contractor. The Government may delay the last payment due hereunder until six (6) months after termination of this Contract. 6. Operating Statement: The Contractor’s Operating Statement for each month will be presented with the monthly billing. The operating statement will report costs of current period (billing period) and cost of year to date for the following major categories: (format is provided by Fleet Management) a. Cost of parts: oil, tires, repair parts, batteries, charges, O/S service repair, Total b. Payroll Expense: Salaries and wages, payroll taxes, vacation pay, payroll costs-other-Total payroll expense c. Operating Expense: uniforms, supplies, training, travel, office expenses etc. d. Fees: administrative fees, management fee, Total 21 Section Six COSTING METHODOLOGY 1. Cost Proposal: The Contract cost for the initial year is $2,788,787.35, includes the following cost items: Personnel costs/Labor Costs (salaries, wages and benefits); Parts/supplies/outside services; Overhead expenses and Management Fees. 2. Labor Costs: Personnel costs will include wages, salaries, fringe benefits, payroll taxes, and mechanic and management costs. 3. Parts/Supplies/Outside Services: The Contractor will charge the Government for parts, supplies and outside services as the items or services are used, as reflected in the Contractor’s repair orders without any markup. 4. Over-head Expenses: Overhead expenses will include such items as office supplies, uniforms, bonding costs, copying costs and insurance. All over-head expenses will be calculated as they are expected to incur monthly at the Contractors net cost without any markup. These Other Direct Cost charges are to be detailed in a monthly report. 5. Administrative Costs and Management Fees: Line items in the approved budget for administrative costs and management fees will be charged to the Government for each accounting period on a pro rata basis. These items will not be subject to documentation in the monthly invoice, but are expected to be listed separately in the proposal. 6. Cost Incentives: In addition to the Contractors cost and fee, the Contractor may receive 50 percent of any aggregate annual savings for the Government on the Contract cost for each fiscal year. Aggregate annual savings shall be defined as the difference between a lower twelve (12) month actual cost to the Government and the amount of the Contract cost. Aggregate costs that exceed the maximum amount of 100 percent of the operating Contract shall be borne totally by the Contractor. 7. ADDITIONAL COSTS: The approved budget shall include the Contract cost as adjusted in accordance with the additional cost items described herein. 8. Capital Expenditures: Any and all Government-approved capital expenditures of the Contractor for equipment or other capitalized items (i.e., computers, printers, engine analyzer), in connection with the services and work to be provided by the Contractor hereunder, shall not be included in the approved Contract cost, but such expenditures shall be depreciated over the terms of the Contract. 9. Directed Work: Government approved overtime and material cost incurred by the Contractor in performance of emergency or other directed work shall not be included in the approved Contract cost, pursuant to the terms of the Contract, unless otherwise noted herein. The Government will not approve or reimburse the Contractor for overtime charges for work included in the Contract cost. 10. Transition Costs: The Government will NOT approve or reimburse the Contractor for items related to transition costs. The Contractor will accept the Government’s fleet “as-is”. 11. ADJUSTMENTS TO THE APPROVED BUDGET: any adjustments to the approved “fixed price” (Contract cost) will require approval by the Augusta Commission. 12. Unusual Costs: The Contractor may request the Government for an adjustment to the approved budget at reasonable times based on unusual changes in the Contractor’s cost of doing business. For purposes of this Section, “Unusual Changes” shall mean items not covered by this Agreement, which occur through no fault of the Contractor, the term shall not include price increases arising in the 22 ordinary course of business. The amount of any adjustment pursuant to this paragraph shall be determined by mutual agreement. 13. Annual Adjustments: The Contract base cost, approved budget, including the Contractors fee may be adjusted for any subsequent years of the Contract in accordance with the Annual Meeting. During the Annual Meeting between the Government and the Contractor, the Contractors performance will be reviewed. The Government will present a report card that includes the Government’s assessment of Contractor performance in the areas of fleet maintenance, operations, cost/performance, Contract incentives, and other issues. The meeting shall also include a review of the Contractors cost of doing business. Escalation of the approved budget for the ensuing year shall not exceed the Bureau of Labor Statistics – Consumer Price Index (CPI) for all urban consumers in the Transportation Category for Atlanta, Georgia for the most current year reporting period. Changes to the Contract resulting from the annual meeting shall be documented in an Agreement Amendment, subject to approval by the Augusta Commission. 14. Changes in Fleet Size or Mix: The Contract cost shall be adjusted to correspond to increases or decreases of at least five (5%) of the fleet. The Contractor and Fleet Manager shall negotiate the adjusted amount and the Fleet Manager will present the request to the Augusta Commission for approval. 15. Funding: The obligation of the Government for payment to the Contractor is limited to the availability of funds appropriated in a current fiscal period, and continuation of the Contract into a subsequent fiscal period is subject to appropriation of funds, unless authorized by law. CONTROLING LAW The substantive law of Georgia shall govern the validity of this Agreement, its interpretation and performance, and any other claims related to it. VENUE All claims disputes and other matters in question between Augusta and the Contractor arising out of or relating to this Agreement, or breach thereof, shall be decided in the Superior Court of Richmond County, Georgia. The Contractor, by executing this Agreement, specifically consents to jurisdiction and venue in Richmond County and waives any right to contest the venue in the Superior Court of Richmond County, Georgia. IN WITNESS WHEREOF Augusta, Georgia, acting by and through the Augusta Commission and the Contractor have affixed their signatures as of the dated indicated below. AUGUSTA, GEORGIA FIRST VEHICLE SERVICES, INC. Signature Signature Name: Hardie Davis, Jr. Name: Steve Breeden Title: Mayor Title: Region Vice President Date: Date: Attest: Attest: Clerk of Commission Commission Meeting Agenda 1/15/2019 2:00 PM 2019 - 19-225 Fleet Managment Services - Contract Recommendation Department:Central Servcies - Fleet Management Division Department:Central Servcies - Fleet Management Division Caption:Motion to approve First Vehicle Services, Inc. provide fleet maintenance services to Augusta, Georgia with the emergency response time being reduced from 120 minutes to 90 minutes - RFP 19-225. (Approved by Administrative Services Committee January 8, 2019) Background:At the Commission meeting held on December 18, 2018 the Augusta Commission approved the month to month extension of fleet maintenance services pending the recommendation of the evaluation committee. The evaluation committee recommends First Vehicle Services as the vendor of choice to provide fleet maintenance service to Augusta Georgia, which includes a parts acquisition operation for the Environmental Services Department. The Contract is attached for review. Analysis:Contract negotiations were completed on December 18, 2018 with the following results: First Year Contract Cost = $2,788,787.35 Second Year Contract Cost = $2,855,966.47 Third Year Contract Cost = $2,924,960.57 Parts acquisition operation: For parts costing: $4,999.99 and below = 10% $5,000.00 to $14,999.99 = 8% $15,000.00 to $24,999.99 = 5% $25,000.00 and above = 3% Financial Impact:Funds are available in the 2019 approved budget: 626-01- 6440/52.23113. Alternatives:(1) approve the recommendation of the evaluation committee (2) disapprove the recommendation and provide guidance. Recommendation:Approve the recommendation for First Vehicle Services, Inc. to provide fleet maintenance service to Augusta, Georgia and a parts acquisition operation to the Environmental Service Department. Funds are Available in the Following Accounts: 626-01-6440/52.23113 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission MAYOR HARDIE DAVIS, JR. AUGUSTA COMMISSION DISTRICT 1 WILLIAM FENNOY DISTRICT 6 BEN HASAN DISTRICT 2 DENNIS WILLIAMS DISTRICT 7 SEAN FRANTOM DISTRICT 3 MARY DAVIS, MAYOR PRO TEM DISTRICT 8 WAYNE GUILFOYLE, BRANDON GARRETT DISTRICT 4 SAMMIE SIAS DISTRICT 9 MARION WILLIAMS DISTRICT 5 ANDREW JEFFERSON, JOHNNY FEW DISTRICT 10 GRADY SMITH, JOHN CLARKE AUGUSTA-RICHMOND COUNTY PUBLIC LIBRARY SYSTEM BOARD OF TRUSTEES MARIAN T. BROWN ROY JONES DAVID SCOTT BILL FENNOY SUE PITTMAN BEVERLY M. TARVER TAKIYAH A. DOUSE - DIRECTOR BEATRICE F. GREEN GWENDOLYN ROUNTREE RONIC WEST RICK ACREE - PROJECT MANAGER LILLIE HAMILTON STEVE SANDERS PHILLIP WILLIAMS LAVENDER & ASSOCIATES, INC. - GENERAL CONTRACTOR McMILLAN, PAZDAN, SMITH ARCHITECTURE - ARCHITECT CONSTRUCTION MANAGEMENT CENTRAL SERVICES DEPARTMENT FUNDED BY SPECIAL PURPOSE LOCAL OPTION SALES TAX JEFF MAXWELL LIBRARY- RENOVATIONS 2019 JANICE ALLEN JACKSON LENA BONNER - CLERK OF COMMISSION ADMINISTRATOR MAYOR HARDIE DAVIS, JR. AUGUSTA COMMISSION DISTRICT 1 WILLIAM FENNOY DISTRICT 6 BEN HASAN DISTRICT 2 DENNIS WILLIAMS DISTRICT 7 SEAN FRANTOM DISTRICT 3 MARY DAVIS, MAYOR PRO TEM DISTRICT 8 WAYNE GUILFOYLE, BRANDON GARRETT DISTRICT 4 SAMMIE SIAS DISTRICT 9 MARION WILLIAMS DISTRICT 5 ANDREW JEFFERSON, JOHNNY FEW DISTRICT 10 GRADY SMITH, JOHN CLARKE TAKIYAH A. DOUSE - DIRECTOR RICK ACREE - PROJECT MANAGER R. W. ALLEN & ASSOCIATES, INC. - GENERAL CONTRACTOR STUDIO 3 DESIGN GROUP, P.C. - ARCHITECT REYNOLDS STREET PEDESTRIAN BRIDGE 2019 CONSTRUCTION MANAGEMENT JANICE ALLEN JACKSON ADMINISTRATOR LENA BONNER - CLERK OF COMMISSION AUGUSTA CENTRAL SERVICES DEPARTMENT FUNDED BY SPECIAL PURPOSE LOCAL OPTION SALES TAX MAYOR HARDIE DAVIS, JR. AUGUSTA COMMISSION DISTRICT 1 WILLIAM FENNOY DISTRICT 6 BEN HASAN DISTRICT 2 DENNIS WILLIAMS DISTRICT 7 SEAN FRANTOM DISTRICT 3 MARY DAVIS, MAYOR PRO TEM DISTRICT 8 WAYNE GUILFOYLE, BRANDON GARRETT DISTRICT 4 SAMMIE SIAS DISTRICT 9 MARION WILLIAMS DISTRICT 5 ANDREW JEFFERSON, JOHNNY FEW DISTRICT 10 GRADY SMITH, JOHN CLARKE TAKIYAH A. DOUSE: DIRECTOR RICK ACREE: PROJECT MANAGER CONTRACT MANAGEMENT, INC. - GENERAL CONTRACTOR CHRISTOPHER BOOKER & ASSOCIATES, PC - ARCHITECT CONSTRUCTION MANAGEMENT FUNDED BY SPECIAL PURPOSE LOCAL OPTION SALES TAX LENA BONNER - CLERK OF COMMISSION CENTRAL SERVICES DEPARTMENT CENTRAL SERVICES DEPARTMENT RECORDS RETENTION DIVISION 2018 JANICE ALLEN JACKSON ADMINISTRATOR MAYOR HARDIE DAVIS, JR. AUGUSTA COMMISSION DISTRICT 1 WILLIAM FENNOY DISTRICT 6 BEN HASAN DISTRICT 2 DENNIS WILLIAMS DISTRICT 7 SEAN FRANTOM DISTRICT 3 MARY DAVIS, MAYOR PRO TEM DISTRICT 8 WAYNE GUILFOYLE, BRANDON GARRETT DISTRICT 4 SAMMIE SIAS DISTRICT 9 MARION WILLIAMS DISTRICT 5 ANDREW JEFFERSON, JOHNNY FEW DISTRICT 10 GRADY SMITH, JOHN CLARKE REEVES YOUNG LLC - GENERAL CONTRACTORS WENDEL COMPANIES - ARCHITECT TAKIYAH A. DOUSE - DIRECTOR CENTRAL SERVICES DEPARTMENT CONSTRUCTION PROJECT MANAGER FUNDED BY SPECIAL PURPOSE LOCAL OPTION SALES TAX RICK ACREE - PROJECT MANAGER LENA BONNER - CLERK OF COMMISSION SKANSKA USA BUILDING INC AUGUSTA PUBLIC TRANSIT OPERATIONS AND MAINTENANCE FACILITY 2019 JANICE ALLEN JACKSON ADMINISTRATOR MAYOR HARDIE DAVIS, JR. AUGUSTA COMMISSION DISTRICT 1 WILLIAM FENNOY DISTRICT 6 BEN HASAN DISTRICT 2 DENNIS WILLIAMS DISTRICT 7 SEAN FRANTOM DISTRICT 3 MARY DAVIS, MAYOR PRO TEM DISTRICT 8 WAYNE GUILFOYLE, BRANDON GARRETT DISTRICT 4 SAMMIE SIAS DISTRICT 9 MARION WILLIAMS DISTRICT 5 ANDREW JEFFERSON, JOHNNY FEW DISTRICT 10 GRADY SMITH, JOHN CLARKE TAKIYAH A. DOUSE- DIRECTOR RICK ACREE- PROJECT MANAGER CONTRACT MANAGEMENT INC. - GENERAL CONTRACTOR AUGUSTA CENTRAL SERVICES DEPARTMENT - ARCHITECT FUNDED BY SPECIAL PURPOSE LOCAL OPTION SALES TAX LENA BONNER - CLERK OF COMMISSION CENTRAL SERVICES DEPARTMENT AUGUSTA WELLNESS CENTER 2019 JANICE ALLEN JACKSON ADMINISTRATOR CONSTRUCTION MANAGEMENT MAYOR HARDIE DAVIS, JR. AUGUSTA COMMISSION DISTRICT 1 WILLIAM FENNOY DISTRICT 6 BEN HASAN DISTRICT 2 DENNIS WILLIAMS DISTRICT 7 SEAN FRANTOM DISTRICT 3 MARY DAVIS, MAYOR PRO TEM DISTRICT 8 WAYNE GUILFOYLE, BRANDON GARRETT DISTRICT 4 SAMMIE SIAS DISTRICT 9 MARION WILLIAMS DISTRICT 5 ANDREW JEFFERSON, JOHNNY FEW DISTRICT 10 GRADY SMITH, JOHN CLARKE PUBLIC TRANSIT DEPARTMENT CENTRAL SERVICES DEPARTMENT SHARON DOTTERY, INTERIM DIRECTOR RICK ACREE - PROJECT MANAGER REEVES YOUNG LLC - GENERAL CONTRACTORS WENDEL COMPANIES - ARCHITECT CONSTRUCTION PROJECT MANAGER SKANSKA USA BUILDING INC TAKIYAH A. DOUSE - DIRECTOR RICK ACREE - PROJECT MANAGER FUNDED BY SPECIAL PURPOSE LOCAL OPTION SALES TAX ADMINISTRATOR LENA BONNER - CLERK OF COMMISSION AUGUSTA PUBLIC TRANSIT OPERATIONS AND MAINTENANCE FACILITY 2019 JANICE ALLEN JACKSON MAYOR HARDIE DAVIS, JR. AUGUSTA COMMISSION DISTRICT 1 WILLIAM FENNOY DISTRICT 6 BEN HASAN DISTRICT 2 DENNIS WILLIAMS DISTRICT 7 SEAN FRANTOM DISTRICT 3 MARY DAVIS, MAYOR PRO TEM DISTRICT 8 WAYNE GUILFOYLE, BRANDON GARRETT DISTRICT 4 SAMMIE SIAS DISTRICT 9 MARION WILLIAMS DISTRICT 5 ANDREW JEFFERSON, JOHNNY FEW DISTRICT 10 GRADY SMITH, JOHN CLARKE AUGUSTA-RICHMOND COUNTY PUBLIC LIBRARY SYSTEM BOARD OF TRUSTEES MARIAN T. BROWN ROY JONES DAVID SCOTT BILL FENNOY SUE PITTMAN BEVERLY M. TARVER TAKIYAH A. DOUSE - DIRECTOR BEATRICE F. GREEN GWENDOLYN ROUNTREE RONIC WEST RICK ACREE - PROJECT MANAGER LILLIE HAMILTON STEVE SANDERS PHILLIP WILLIAMS LAVENDER & ASSOCIATES, INC. - GENERAL CONTRACTOR McMILLAN, PAZDAN, SMITH ARCHITECTURE - ARCHITECT CONSTRUCTION MANAGEMENT CENTRAL SERVICES DEPARTMENT FUNDED BY SPECIAL PURPOSE LOCAL OPTION SALES TAX PUBLIC LIBRARY MASHELL FASHION - DIRECTOR JEFF MAXWELL LIBRARY- RENOVATIONS 2019 JANICE ALLEN JACKSON LENA BONNER - CLERK OF COMMISSION ADMINISTRATOR AUGUSTA - RICHMOND COUNTY Commission Meeting Agenda 1/15/2019 2:00 PM Facility Dedication Plaque Text Department:Central Services Department:Central Services Caption:Motion to approve the proposed drafts of the dedication plaques for the following projects: 1)Maxwell Library Renovations 2) Reynolds Street Pedestrian Bridge 3)Augusta Records Retention Center Annex 4)Augusta Public Transit Operations and Maintenance Facility and 5)Augusta Wellness Center (Approved by Administrative Services Committee January 8, 2019) Background:In accordance with the recently approved Building Dedication Plaque and Commemorative Marker policy, the attached draft plaque wording represents projects that have recently been completed, or are currently under construction and nearing completion. We recommend casting the Maxwell Library plaque in bronze, which is consistent with the existing building plaque from 1972, and all other plaques in aluminum. The Municipal Building plaque and Public Defender plaques are both aluminum. Analysis:The Maxwell Library plaque will be installed next to the original plaque, formerly in place. For new installations, the plaque will be installed near the entrance. Financial Impact:Maxwell Plaque $3,000 Estimated Aluminum plaques $2,000 Alternatives:1. Approve the proposed drafts of the dedication plaques for the listed projects. 2. Do not approve the plaque wording Recommendation:Approve the proposed drafts of the dedication plaques for the listed projects. Funds are Available in the Various project budgets Following Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission OFFICIAL VENDORS Attachment "B"E-Verify Addendums 1-4 SAVE Form Original 12 Copies Fee Proposal Compliance Review 5% CORRECT CARE SOLUTIONS 1281 MURFREESBORO ROAD SUITE 500 NASHVILLE TN 37217 Yes 860960 Yes Yes Yes Yes Yes Yes CENTURION 1593 SPRING HILL ROAD SUITE 600 VIENNA VA 22182 Yes 467179 Yes Yes Yes Yes Yes No CORIZON CORRECTIONAL HEALTHCARE 103 POWELL COURT BRENTWOOD TN 37027 Yes 184774 No-Non- Compliant Yes Yes Yes Yes SOUTHERN CORRECTIONAL MEDICINE 1718 REYNOLDS STREET WAYCROSS GA 31501 Yes 659144 Yes Yes Yes Yes Yes No CORRECT HEALTH 3384 PEACHTREE ROAD NE STE 700 ATLANTA GA 30326 Yes 65870 Yes Yes Yes Yes Yes Yes Total Number Specifications Mailed Out: 37 Total Number Specifications Download (Demandstar): 278 Total Electronic Notifications (Demandstar): 13 Mandatory Pre-Qualifications Conference Attendees: 15 Total Number Mailed to Local Vendors: 6 Total packages submitted: 5 Total Noncompliant: 3 RFP Opening For RFP Item 18-200 Inmate Medical For Augusta, GA – Sheriff's Office and RCCI RFP Due: Friday, September 28, 2018 @ 11:00 a.m. Page 1 of 1 RFP Official TAB SHEET 18-200 EXHIBIT 1 EXHIBIT 2 EXHIBIT 2 EXHIBIT 2 EXHIBIT 2 EXHIBIT 2 EXHIBIT 2 EXHIBIT 2 EXHIBIT 3 EXHIBIT 3 EXHIBIT 3 EXHIBIT 3 EXHIBIT 3 EXHIBIT 3 EXHIBIT 3 EXHIBIT 4 EXHIBIT 4 EXHIBIT 4 EXHIBIT 4 EXHIBIT 4 EXHIBIT 4 EXHIBIT 4 EXHIBIT 5 EXHIBIT 5 EXHIBIT 5 EXHIBIT 5 EXHIBIT 5 EXHIBIT 5 EXHIBIT 5 Commission Meeting Agenda 1/15/2019 2:00 PM Motion to Deny the Protest and Appeal of Corizon Health 18-200 Inmate Medical Services Department:Procurement Department:Procurement Caption:Motion to deny the Protest and Appeal of Corizon Health regarding RFP #18-200 Inmate Medical Services for the Sheriff's Office and RCCI. (Approved by Administrative Services Committee January 8, 2019) Background:On Friday, September 28, 2018 the Procurement Department received five (5) submittals for RFP item #18-200 Inmate Medical Services for the Sheriff's Office and RCCI. A review of the submittals by the Procurements Department resulted in Corizon Health being non-compliant due to the fact that they did not acknowledge Addendum #4. A non-compliant letter was sent to Corizon Health on October 16, 2018. On October 18, 2018 Corizon submitted a protest letter. On October 26, 2018, Procurement denied the protest due to the following statement. The RFP clearly states that "...all specific requirements contained in the request for proposal including, but not limited to , the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waivable or modifiable by the Procurement Director. On November 1, 2018, Corizon Health submitted a request to appeal. A copy of the Tab Sheet is attached (Exhibit 1); Non-Compliant Letter to Corizon Health (Exhibit 2); Corizon Protest Letter (Exhibit 3); Procurement Response to the Protest (Exhibit 4); Corizon Health request to Appeal before the Augusta Commission (Exhibit 5). Analysis: Financial Impact: Alternatives: Uphold the protest of Corizon Health, regarding RFP #18-200 Inmate Medical Services for Augusta, Georgia - Sheriff's Office and RCCI. Recommendation:To Deny the Protest and Appeal of Corizon Health regarding RFP #18-200 Inmate Medical Services for Augusta, Georgia - Sheriff's Office and RCCI. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Invitation to Bid Sealed bids will be received at this office until Thursday, October 25, 2018 @ 11:00 a.m. for furnishing: Bid Item #18-222A Municipal Building Condenser Water Pipe Insulation for Augusta, GA Central Services Department - Facilities Maintenance Bid Item #18-223A Municipal Building Drainpipe Installation for Augusta, GA Central Services Department – Facilities Maintenance Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Bid documents may be 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. A Mandatory Pre Bid Conference for bid item # 18-222A will be held on Thursday, October 11, 2018 @ 10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605. A Mandatory Site Visit to follow. A Mandatory Pre Bid Conference for Bid Item # 18-223A will be held on Thursday, October 11, 2018 @ 3:00 p.m. in the Procurement Department, 535 Telfair Street, Room 605. 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, October 12, 2018 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference an eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project. No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle September 13, 20, 27, October 4, 2018 Metro Courier September 13, 2018 OFFICIAL VENDORS Attachment B E-Verify #Addendum 1 SAVE Form Bid Price MORRIS INSULATION & ENVIRONMENTAL 1463 BROAD ST AUGUSTA, GA. 30901 CONTRACT MANAGEMENT 1827 KILLINGSWORTH RD. AUGUSTA, GA 30904 Yes 225306 Yes Yes $79,900.00 COPPER CONSTRUCTION 410 MCINTOSH ST VIDALIA, GA 30474 Total Number Specifications Mailed Out: 27 Total Number Specifications Download (Demandstar): 3 Total Electronic Notifications (Demandstar): 145 Mandatory Pre-Bid Attendees: 3 Total packages submitted: 1 Total Noncompliant: 0 Re-Bid Item #18-222A Municipal Building Condenser Water Pipe Insulation for Augusta, GA- Central Services Department-Facilities Maintenance Division Re-Bid Date: Tuesday, November 6, 2018 @ 11:00 a.m. Page 1 of 1 Commission Meeting Agenda 1/15/2019 2:00 PM Municipal Building Condenser Water Pipe Insulation Department:Central Services Department - Facilities Maintenance Department:Central Services Department - Facilities Maintenance Caption:Motion to approve the bid award for the Municipal Building Condenser Water Pipe Insulation to Contract Management of Augusta, GA in the amount of $79,900.00. Bid Item 18-222A. (Approved by Administrative Services Committee January 8, 2019) Background:The Augusta, Georgia Municipal Building is a 125,642 SF nine- story, reinforced concrete structure with marble skin constructed in 1957. Modifications to the building include window replacements and roof improvements in 2008 and a total renovation from 2013 to 2015. The former condenser water pipes were insulated. However, since 2015, the condenser water pipes were not insulated, per construction specifications, which can cause condensation throughout the building to develop and result in water gathering in the building’s walls and basement. If not corrected, condensation of this magnitude can cause black mold growth which is environmentally hazardous. Pruett, Ford, the renovation engineer, assisted with the proposed building modification. Analysis:Bids were received for the referenced project on November 6, 2018. Contract Management of Augusta, GA submitted the lowest compliant bid in the amount of $79,900.00. Financial Impact:The contract amount is $79,900.00 Alternatives:1. Award the bid for the Municipal Building Condenser Water Pipe Insulation to Contract Management of Augusta, GA in the amount of $79,900.00. 2. Do not award Recommendation: Award the bid for the Municipal Building Condenser Water Pipe Insulation to Contract Management of Augusta, GA in the amount of $79,900.00. Funds are Available in the Following Accounts: Funds are available in account: 329-05-1120/JL 218059113 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Re-Bid Item 18-223A Municipal Building Drainpipe Installation Re-Bid Due Thursday, October 25, 2018 @ 11:00 a.m. Page 1 of 1 Invitation to Re-Bid Sealed re-bids will be received at this office until Thursday, October 25, 2018 @ 11:00 a.m. for furnishing: Re-Bid Item #18-222A Municipal Building Condenser Water Pipe Insulation for Augusta, GA Central Services Department - Facilities Maintenance Re-Bid Item #18-223A Municipal Building Drainpipe Installation for Augusta, GA Central Services Department – Facilities Maintenance Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Re-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. A Mandatory Pre Bid Conference for Re-Bid item # 18-222A will be held on Thursday, October 11, 2018 @ 10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605. A Mandatory Site Visit to follow. A Mandatory Pre Bid Conference for Re-Bid Item # 18-223A will be held on Thursday, October 11, 2018 @ 3:00 p.m. in the Procurement Department, 535 Telfair Street, Room 605. 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, October 12, 2018 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference an eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project. No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. 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 RE-BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RE-BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No re- bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle September 13, 20, 27, October 4, 2018 Metro Courier September 13, 2018 cc: Janice Jackson Administrator Takiyah Douse Central Services Lonnie Wimberly Central Services - Facilities Revised: 2/2/2016 OFFICIAL VENDORS Attachment B E-Verify #Addendum 1 SAVE Form Bid Price COPPER CONSTRUCTION 410 MCINTOSH SREET VIDALIA, GA 30474 CONTRACT MANAGEMENT 1827 KILLINGSWORTH RD. AUGUSTA, GA 30904 Yes 225306 Yes Yes $77,369.00 Total Number Specifications Mailed Out: 18 Total Number Specifications Download (Demandstar): 1 Total Electronic Notifications (Demandstar): 141 Mandatory Pre-Bid Attendees: 2 Total packages submitted: 1 Total Noncompliant: 0 Re-Bid Item #18-223A Municipal Building Drainpipe Installation for Augusta, GA- Central Services Department-Facilities Maintenance Division Re-Bid Date: Tuesday, November 6, 2018 @ 11:00 a.m. Page 1 of 1 Commission Meeting Agenda 1/15/2019 2:00 PM Municipal Building Drainpipe Installation Department:Central Services Department - Facilities Maintenance Department:Central Services Department - Facilities Maintenance Caption:Motion to approve the bid award for the Municipal Building Drainpipe installation to Contract Management of Augusta, GA in the amount of $77,369.00. Bid Item 18-223A.(Approved by Administrative Services Committee January 8, 2019) Background:The Municipal Building is a 125,642 square foot, nine-story, reinforced concrete structure with marble skin constructed in 1957. Past modifications to the building included window replacements and roof improvements in 2008 and a total renovation from 2013 to 2015. During the renovation of the Municipal Building, when heavy rain persist, the roof drain piping system backups as a result of poor engineering since excessive 90 degree pipe configurations were installed. This coupled with multiple drain lines, results in drain blowbacks and detrimental pressure to the piping system. The current drainpipe design is inadequate to handle the amount of water coming from the roof. As a result, the pipe size will be increased from 6 inches to 8 inches. This change is expected to eliminate the back up pressure in the drain lines. Pruett, Ford has re- engineered drawings to facilitate this installation. Analysis:Bids were received for the referenced project on November 6, 2018. Contract Management of Augusta, GA, submitted the lowest compliant bid in the amount of $77,369.00. Financial Impact:The contract amount is $77,369.00. Alternatives:1. Award the contract for the Municipal Building Drainpipe installation to Contract Management of Augusta, GA in the amount of $77,369.00. 2. Do not award Recommendation: Award the contract for Municipal Building Drainpipe installation to Contract Management of Augusta, GA in the amount of $77,369.00. Funds are Available in the Following Accounts: Funds are available in account: 329-05-1120. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission AUGUSTA, GEORGIA New Grant ProposaUApplication Before a Department/agency may apply for the granUaward on behalf of Augusta Richmond County, they must first obtain approval signature from the Administrator and the Finance Director. The Administrator will obtain information on the grant program and requirements from the funding agency and review these for feasibility to determine if this grant/award will benefit Augusta Richmond County. The Finance Director will review the funding requirement to determine if the grant will fit within our budget structure and financial goals. Proposal Project No. Project Title Requesting grant offered by the Criminal Justice Coordinating Council. This is a Supplemental Grant application to add to existing grant funds already received for the DUI and Veterans Court Programs. Cash Match l0%. Cash match funding source is from 20402232013511410 - Participant fees. EEO required: No EEO Department Notified: No Start Date: 01101/2019 Submit Date: l0/1g/201g Total Budgeted Amount: 45,680.00 Sponsor: GM0012 Sponsor Type: g Purpose: { End Date: 0613012019 Department: 026 Total Funding Agency: Criminal Justice Coord Co State DUI Courts RECEIVED ADMTNISTRATOR'S OFFICE ocT I e 2010 AUGUSTA.RICHMOND COUNTY State Court Cash Match? Y 4l,ll2.OO Total Cash Match: 4,568.00 Flow Thru ID: Type I GMIOOl (706)849-3484 Type FA Jy_ D WATKINS Approvals Date l0ll8l20l8 Dept. Signature: Grant Coordinator Signature: Contacts Page, Crystal 1.) I have reviewed the Grant application and enclosed materials and: s4ind the grant/award to be feasible to the needs of Augusta Richmond County o Deny the request Finance Director :r91P Date 2.) fiur"reviewed the Grant application and enclosed materials and: ,A ApVrove the Department Agency to move forward with the application CP155OO - CRYSTAL PAGE Page Current Date: Current Time: I 0/l 8/20 I 8 l0:45:02GM10OO_PROPOSAL - GM1000: Grants Management: I the request Lo User: Report: Date AUGUSTA, GEORGIA New Grant ProposaUApplication Before a DepartmenUagency may appty for the granuaward on behalf of Augusta Richmond County, they must first obtain approval signature from the Administrator and the tr'inance Director. The Administrator will obtain information on the grant program and requirements from the funding agency and review these for feasibility to determine if this granflaward will bene{it Augusta Richmond County. The Finance Director will review the funding requirement to determine if the grant will fit within our budget structure and linancial goals. Proposal Project No. Project Title This form will also be used to provide the external auditors with information on all grants for compliance and certilication requirements as required by the State and f,'ederal Government. User: Report: CP155OO - CRYSTAL PAGE Page Current Date: Current Time: l0/l 8/201 8 l0:45:02GM I 000_PROPOSAL - GM I 000: Grants Management: 2 NATHAN DEAI GOVERNOR ,AY NTAL EXECUTIVE DIRECTOR At the-dir€ction ofthe Funding committee under the council ofAccountability court Judges (cACJ)the criminal Justice coordinating council (cJCCJ is pleased to announceihat it ii seiktniapplications for competitive funding for qualified new and existing Accountability Courts in the State of Georgia. FY'19 Supplemental Solicitation packet Applicants are limited to local entities for new and existing Accountability Courts. Adult FelonyDrug Court, Adult Mental Health Court, and Veterans Treatment Court submissions are limited toone application per circuit, per court type. State and ,uvenile Court submissions are Iimited to oneapplication per county, per courttype (i.e. DUI, Family Dependency Treatment, ,Iuvenile Drug, or luvenile Mental Health Court]. The amount available for distribution has been determined by the legislature during the 201gsession. There is a 1070 cash match requirement. Please note: ihis malch may likely iicrease every yeor. For existing courts applying for_this grant period, grant funds request will only be accepted for area inwhich courts can iustiS' a need for additional fundi. Those areas are limited to: drug testing supplies,surveillance, and treatment (personnel, treatment supplies, and/or related to anci r.f r".ui.esl. n"quu.tfor funding made outside ofthose areas will not be ionsidered'by the Funding Committee.-wew courtsapplying for this grant period, grant funds are not limited to: diug testing sipplies, surveiilance, andtreatment [personner, treatment supplies, and/or relatea to ancilraiy services). Deadline Applications are due by 5:00 p.m. on Friday, October 19, 201g. Award Period January 1,2078 through June 30, 2018. Release Date: September 24,2079 104 MARIFTTA STREEI, SUITE 440 ATLANTA, GEORGIA 30303.2743404.557.1956 Ai|.Z31.6590 404.657.1957FAx cjcc.georgia.gov Elisibilitv Sate of Georgia THIS GRANT IS NOT INTENDED TO FUND YOUR PROGMM 1OO%. Criminal lustice Coordinating Council The Criminal Iustice Coordinating Council is designated by the Governor of Georgia as the State Administering Agency for criminal justice and victims'assistance programs. Created by the General Assembly (O.C.G.A. S 3S-- 6A-2), the Council is comprised of twenty-four members representing various components olthe criminaljustice system. The Council of Accountability Court of Judge (CACI) was created in 2015 by the Georgia Legislature and byGovernor Nathan Deal to provide courts with the critical funding necessary to support the growth ofAccountability Courts in Georgia to reduce the prison population. How to Apply Interested applicants should review the FY'19 Supplemental Solicitation Packet in its entirety, and submit thecompleted application, including the requested information and all required attachments, using the link onthe Council's website at cicc.georgia.gov on or before 5 p.m., October lg,ZOlB.This form and provided budget detail are the only acceptable formats for submitting the narratives and budget fbr thisfunding year. Please note that the application format has changed signiftcantty this year. It isrecommended that applicants allow adequate time to complete the application. Apptications must besubmitted using the required forma! scanned or handwritten copieJof the applicition will not beaccepted. Any application that does not adequately answer all applicable questions will be consideredincomplete and will not be reviewed for funding Applicants must identifii the source of the 10 percent non-state portion of the total project costs and how theywill use match funds. Match is restricted to the same uses of funds as allowed for the state funds, Applicantsmay satis0/ this match requirement with cash only (no in-kind services). Match Waiver: The CACf may waive the match requirement upon a determination of fiscal hardship. To beconsidered for a waiver of match, a letter of request signed by the Authorized Representative orProgram fudge must be submitted with the grant application defining the fiscat hardship. Fiscalhardship is defined in terms related to reductions in overall budgets, furloughing or reductioni in force ofstaff or other similar documented actions by the local governing authority which have resulted in severebudget reductions. A match waiver request must be submitted ir, r"pr.lt" attachment to the application and titled as the " Match Waiver." NOTE: You do NOT need to match every item you are requesting, but must supply a 1.00/o match in the overallbudget request. The match must be from one of the allowable categories. The formula for calculating the match ist Requested Grant Amount divided by 9 = Required Match Example: L 0 percent match requirement: for a state award amount of $ 100,000, match would be calculated as follows: State Award /9 = Match Ex. $100,000 /9 = $71,111 FY' l9 Supplemental Grant . lnstructions SECTION II: SOLICITATION PROCESS Please read and understand the Certification for Accountability Court Funding attachment before completing the application. All accountability courts shall attend training and submit a proposed budget/narrative for all funds requested through this grant, Existing Courts Complete all sections of the application, unless noted otherwise. Implementation Courts Complete sections of the application to the best of your ability. The committee understands that you may not have all oftlre answers yet but expects that you have thought through all ofthe issues related to each section of the application. Application Review Applications will be reviewed and assessed by the CACf Funding Committee members and its designated representatives who will consider the following: 1. Past compliance with all financial and programmatic reporting requirements; 2. Overall quality and completeness of the application; 3. Demonstration of clear, measurable and appropriate standards; 4. Demonstration of need including geographic location, local demographics, local statistics, other financial resources, etc.; 5. Adequate correlation between the cost ofthe project and the objective(s) to be achieved; and 6. Sharing resources among each accountability court within the circuit is strongly encouraged. All applications within each circuit will be reviewed together. Only complete applications received by the deadline will be reviewed. When an application is received by the C|CC, there is no commitnent on the part of the CACf Funding Committee to fund an application or to fund it at the amount requested. All areas of the budget are subject to review and approval. Decisions related to these budget areas are based on both eligibility and reasonableness. The CAC| Funding Committee has full discretion to determine the reasonableness of budget items based on both objective and subjective decision-making tools. See "Restrictions on Use of Funds" subsection below to determine whetlrer budget items requested are allowable prior to submitting your budget. Applications for funding will undergo several reviews. At any point during these reviews, a decision not to fund a project or any part thereof may be made. These decisions are within the complete discretion of the CACJ Funding Committee. Fundins Decisions All funding decisions related to CfCC applications received in response to this solicitation are made by the CACJ Funding Committee and are based on the availability of funding. The Council will inform the applicants of funding decisions through grant awards. Applicants should not make assumptions regarding funding decisions until they have received official written notification of awards or denials signed by the CJCC Council Director. Once an award is made, the CACJ in conjunction with CfCC, maintains discretion to determine that a grantee is not compliant with applicable policies, and upon such a determination may terminate further funding and require reimbursement of grant funds to the CACJ. Restrictions on Use of Funds For this grant period, grant funds will not be allowed to be used for: out of state training, any part of a salary or pay supplements for state or county paid employees, office space, utilities, furniture (existing courts only), incentives, monthly cell phone charges, case management software (including maintenance and upgrades), FY'19 Supplemental Grant . lnstructions vehicles, weapons, office supplies (existing courts only), construction projects and grant administrativeoverhead. Supplantation Funds must be used to supplement existing funds for program activities and cannot replace or supplant fundsthat have been appropriated for the same purpose Generally, supplanting occurs when a local government or program reduces local or other available funds foran activity specifically because state funds are available (or expected to be available) to fund that sameactivity. When supplanting is not permitted, any State grant funds may not replace any local, or otheravailable funds that have been appropriated or allocated for the samepurposl. ln those instances when aquestion ofsupplanting arises, the applicant or grantee will be required to substantiate that the reduction innon-state resources occurred for reasons other than the receipt or expected receipt ofstate funds. Grant Acceptance Grantees wishing to accept FY'19 funding must submit signed Acceptance Letters and SpecialConditions to the CfCC Office so it is received no later than 5 p.m, Decemeber Zg,ZO1:7. CeCl fundingCommittee will assume your court rejects its FY'19 award if these acceptance documents are not received bythis submission deadline. Special Conditions At the time of the grant award, the CACJ Funding Committee will assign special conditions, as deemedappropriate for the program. The special conditions will outline the grantee's responsibilities, as well as stateregulations that must be followed, as a condition of accepting the grant award forihe approved program. Thespecial conditions will be included in the award packet and must be reviewed, signed and returned io CICC by5 p.m., December 29,20L7 (see above). one half of all awarded funding must be requested in that quarter's SER each reporting period. Thismeans that the expenditure must be paid by your local funding agency and C;CC reimbursement hasbeen requested within that reporting period. Any unused fundslachquarter end will be retained bythe C|CC to be managed by the CACf. This is a reimbursement granL If awarded funds, your court will be required to submit check stubs andcopies of invoices to cfcc for reimbursement on a quarterly basis. Training is made available to each court that accepts grant funding. please seewww.gaaccountabilitycourts.org for the training dates and required attendees, Expenses for trainingwill be reimbursed by the CACJ Funding Committee. Reporting Reo uirements Recipients of this FY'19 Supplemental Grant Award will be required to complete and submit sER andcomply with cACf Reporting Requriements no later than 15 diys after each quarter end. Failure tosubmit reports in a timely fashion could result in a 10o/o penalty that will be based on the initial grant award.Subgrantees are given a 1O-day grace before any action is taken. Please note that the CACJ progrim Report hasbeen replaced with an electronic report submission process generated by the state opprorid ,ri" *onogr^"ntsystems during FY'19. o SER (Sub'grant Expenditure Requests): Reimbursement requests for expenses incurred duringthe grant period on either a monthly or quarterly basis. To request reimbursement, the recipientmust submit a financial report within fifteen days of the month's end date, to their designatedgrant specialist. FY' l9 Supplemental Grant . Instructions Commission Meeting Agenda 1/15/2019 2:00 PM Accountability Court FY19 Supplemental Grant Department:Richmond County State Court Department:Richmond County State Court Caption:Motion to approve Accountability Court FY19 Supplemental Grant.(Approved by Public Safety Committee January 8, 2019) Background:Richmond County Accountability court applied for and received a FY19 Supplemental Grant in the amount of $45,680 for its DUI and Veterans Court Program for program administration and supplies. Analysis:None Financial Impact:Grant award of $45,680 Match of $5,075.56 will be paid out of participant court fees. Alternatives:None Recommendation:Approve Funds are Available in the Following Accounts: Grant award of $45,680 Match of $5,075.56 will be paid out of participant court fees. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission FIRST AMENDMENT TO CONTRACT TO PURCHASE FIRE APPARATUS This First Amendment to the Contract to Purchase Fire Apparatus (“Contract”) is made and entered into this _____ day of _____________, 2019 by and between Augusta, Georgia, a political subdivision of the State of Georgia, by and through its Board of Commissioners (hereinafter “Augusta”) and Pierce Manufacturing, Inc. (hereafter “Vendor”). WHEREAS, the Contract was awarded and issued in response to RFP 17-137, which requires Vendor to supply Augusta with fire apparatus, tools, and equipment as set forth in the RFP for the term of the Contract; WHEREAS, the Contract commenced on May 18, 2017 and has an initial terms of three (3) years; WHEREAS, Paragraph 8 of the Contract allows Augusta make changes to the Contract, including increasing in the number of apparatuses to be purchased, so long such changes are mutually agreed upon by the Parties and are in a written Amendment to the Contract; and NOW THEREFORE, in consideration of the foregoing, the provisions contained herein, and the mutual benefits derived therefrom, and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, Augusta and Vendor agrees as follows: 1. In addition to those apparatuses, tools, and equipment originally purchased in Paragraph 4 of the Contract, Augusta will purchase from Vendor three (3) new fire pumpers (engines) with three-year bumper-to-bumper warranties and all tools and equipment described in Exhibit “B”. Vendor agrees to accept three (3) used fire pumpers from Augusta for trade-in allowance as described in Exhibit “B”. After allowance of the trade-in, the purchase price is $1,726,797.00 for three (3) new fire pumpers, including three (3) year bumper-to-bumper warranties, tools, and equipment. 2. All other terms and conditions set forth in the Contract remain the same and remain in effect. IN WITNESS WHEREOF, Augusta and Vendor have duly executed and delivered this First Amendment to the Contract to Purchase Fire Apparatus. Augusta, Georgia ______________________________ Hardie Davis, Jr., Mayor Attest: ______________________________ Lena Bonner, Clerk of Commission Pierce Manufacturing, Inc. ______________________________ Angela Riedy, Manager, Order Management Commission Meeting Agenda 1/15/2019 2:00 PM Amend Contract with Pierce Department:Augusta Fire Department Department:Augusta Fire Department Caption:Motion to approve an Amendment of the Contract with Pierce Manufacturing in reference to RFP 17-137 Emergency Apparatus/Fire Pumper to Pierce to purchase three (3) Pierce Engines, and to authorize the Mayor to execute the appropriate documents.(Approved by Public Safety Committee January 8, 2019) Background:The original Contract was approved by Commission on February 21, 2017; and the modification was approved May 2, 2017. The term of the contract reads: “Term. This Contact shall commence as of the date executed by Augusta (Commencement Date) and shall have an initial term of three (3) This Contract shall automatically extend for two (2) separate one (1) year terms, unless either party provides notice oftermination at least ninety (90) days prior to the end of the then current We are requesting that an amendment to the contract be approved for the purchase of three (3) additional Pierce Engines at a cost of $575,599 each for a total of $1,726,797. Analysis:The Augusta Fire Department needs three new engines to replace three existing trucks. The older trucks have a higher upkeep in cost. One of the new truck will be for our new fire station #20. The Augusta Fire Department has verified with Legal and Procurement that the contract is still valid and we can purchase the three additional units upon Commission approval. The Director of Procurement states that the current contract supports additional apparatuses if approved by Commission. The funding source is SPLOST 7 funds. Financial Impact:$1,726, 797.00 from SPLOST VII Funds Alternatives:none Recommendation:Approve the Motion to Amend the Contact with Pierce Manufacturing in reference to RFP 17-137 Emergency Apparatus/Fire Pumper to Pierce to purchase three (3) Pierce Engines, and to authorize the Mayor to execute the appropriate documents. Funds are Available in the Following Accounts: SPLOST VII Funds REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission STATEMENT OF WORK City of Augusta Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS City of Augusta, Georgia November 5, 2018 Prepared by Woolpert, Inc. 7400 Beaufont Springs Drive Suite 200 Richmond, VA 23225 www.woolpert.com City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page i Table of Contents INTRODUCTION ............................................................................................................................................................................... 1 OVERVIEW ....................................................................................................................................................................................... 2 TECHNICAL APPROACH .................................................................................................................................................................. 6 QUALITY MANAGEMENT PROCESS ................................................................................................................................................ 7 PHASE 1 - PROJECT MANAGEMENT ........................................................................................................................................................... 10 Project Administration .................................................................................................................................................................................. 10 Project Schedule Coordination ..................................................................................................................................................................... 11 Project Manager Status Meetings ................................................................................................................................................................. 11 Internal Coordination Meetings .................................................................................................................................................................... 12 Change Control ............................................................................................................................................................................................... 13 PHASE 1 – INTEGRATION PLANNING .......................................................................................................................................................... 15 Task 1.1: Software Requirements Specification (SRS) Development ................................................................................... 15 PHASE 2 –SYSTEM DESIGN AND CONFIGURATION ........................................................................................................................................ 17 Task 2.1: Develop Configuration Document ............................................................................................................................. 17 Task 2.2: Provide Asset Management System Configuration Training ................................................................................ 18 Task 2.3: Facilitate Core AM Software Configuration ............................................................................................................ 18 Task 2.4: Facilitate Storeroom Configuration ......................................................................................................................... 19 Task 2.5: Phase 2 Quality Control .............................................................................................................................................. 20 Task 2.6: Phase 2 Acceptance and Close .................................................................................................................................. 20 PHASE 3 – ADVANCED CONFIGURATION AND FUNCTIONALITY ...................................................................................................................... 21 Task 3.1: System Integrations ...................................................................................................................................................................... 21 Task 3.2: Legacy Data Migrations ................................................................................................................................................................ 25 Task 3.3: Custom Reports and Metrics ........................................................................................................................................................ 25 WBS Task 3.4: Phase 3 Quality Control ..................................................................................................................................... 25 WBS Task 3.5: Phase 3 Acceptance and Close ........................................................................................................................................... 25 PHASE 4: SYSTEM DEPLOYMENT .......................................................................................................................................................... 26 Task 4.1: Develop Non-Integrated Configuration User Acceptance Testing Plans .......................................................................... 26 Task 4.2: Facilitate User Acceptance Testing ....................................................................................................................................... 27 Task 4.3: Provide End-User Training ....................................................................................................................................................... 28 Task 4.4: Go-Live & Support .................................................................................................................................................................... 28 Task 4.5: Phase 4 Quality Control ........................................................................................................................................................... 29 Task 4.6: Phase 4 Acceptance and Close ............................................................................................................................................... 29 T&M RATE SHEET .................................................................................................................................................................................. 31 Table of Figures FIGURE 1 - PROJECT LIFE-CYCLE PROCESS GROUPS ............................................................................................................................................. 10 FIGURE 2 - WOOLPERT'S PROJECT COLLABORATION WEB SITE ............................................................................................................................. 10 FIGURE 3 - MICROSOFT PROJECT GANTT CHART ................................................................................................................................................ 11 FIGURE 4 - SAMPLE CHANGE CONTROL NOTICE ................................................................................................................................................. 13 FIGURE 5 - CHANGE CONTROL PROCESS ........................................................................................................................................................... 14 FIGURE 6 - SAMPLE APPLICATION INTEGRATION WORKFLOW DIAGRAM .................................................................... ERROR! BOOKMARK NOT DEFINED. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 1 Introduction The City of Augusta, Georgia Utilities Department implemented Cityworks Asset Management System (AMS) over four (4) years ago to manage operations and maintenance (O&M) work activities for nearly all of its divisions and work groups. One division that did not begin using Cityworks AMS at that time was the Meter Shop. The Meter Shop was in the midst of planning an upgrade to their enQuesta Customer Information System (CIS). In order to fully leverage Cityworks’ work management capabilities it would need to be integrated with enQuesta, so the decision was made at that time to hold of on bringing the Meter Shop onto Cityworks until the enQuesta upgrade was complete and the implementation of Cityworks could include the development of an interface between the two systems. The intent of the upgrade is to automatically send actionable Service Orders from enQuesta to Cityworks as Work Order so they can be assigned to field crews and for the completed Cityworks Work Orders to be automatically communicated back to enQuesta. The intent of the automation is to speed the communication between customer billing service representatives and field maintenance staff, eliminate duplicate entry, and ensure accurate communication between the two groups. Prior to development of this scope of work document, Woolpert met with City Meter Shop and City Customer Service staff to establish some boundaries around the integration. Those boundaries are stated as guiding assumptions within this document. They include items that define the level of complexity of the integration; such as the amount of integration triggers between the system and the number of Cityworks Work Order templates that will be involved. The estimate cost of this effort is related to these assumptions holding true. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 2 Overview The project includes aspects of a typical Cityworks AMS implementation, but it more heavily a software integration project that drives new Cityworks configurations. It is further complicated in that the City is currently using Cityworks in a live environment, so new configurations and data will require careful migration from the Development to the Production environment. The approach for this project will be similar to previous Woolpert-led Cityworks implementation at the City with the following modifications. 1. The Planning phase will be focused on driving out integration specifications and will result in a Software Requirements Specifications document. 2. There will be fewer rounds of Cityworks configuration workshops. 3. There will be a heavy reliance on the City’s Customer Billing team members to participate in design and testing workshops. The City or a third-party will co-develop the integrations with Woolpert. Services, and associated deliverables, are categorized into several groupings called phases, as more fully detailed in the following sections of this document. Completion of each phase will culminate with the execution of a Phase Acceptance and Close document signifying the City’s acceptance of the services rendered to date and authorization for Woolpert to proceed with work on subsequent phases. In some cases, work in subsequent phases will not begin until the deliverables in previous phases have been accepted by the City. In other cases, work in multiple phases will occur simultaneously. Our project plan, its associated budget, and schedule were developed based on many bounding assumptions inferred from information provided to us by the City and discussions with City staff. Both parties (Woolpert and City) agree to these bounding assumptions and understand that if they are not adhered to, there is risk for scope, schedule, and budget impact. The following assumptions apply to this scope of work: • The make-up of the City’s project team will be as follows: o City Project Manager – The City is to identify and empower a Project Manager who will jointly manage the project along with the Woolpert Project Manager. The City Project Manager will be responsible for ensuring the availability, readiness, and participation of the City resources including City-directed sub-consultants, as well as the execution of the City-assigned tasks and completion of the City-assigned deliverables. o City Implementation Team – The City is to identify and empower a set of individuals that constitute the City Core Team, also referred to as the Implementation Team. The Team will consist of Subject Matter Experts from the Meter Shop and Customer Billing department. The selected representatives from each of the participating departments will be available for the project throughout its entirety. Woolpert recommends two power users from each group. We strongly recommend that no single set of expertise / knowledge is single threaded; each group should be championed by multiple core team members so that staff workloads and turnover does not unduly affect the project. o City Technical Team – The City is to identify and empower a set of IT professionals to support this project. These individuals will be known collectively as the Technical Team. The selected City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 3 representatives will be available for the project throughout its entirety. The Technical Team will be comprised of experts on each of the software and hardware components involved in this project including, but not limited to, City servers and workstations, City network infrastructure, Esri GIS and the City’s Esri deployment, the deployed and in-use Cityworks AMS solution and the enQuesta CIS solution with which Cityworks will be implemented. When Technical Team participation is noted within the detailed scope of services, the expectation is that the appropriate Technical Team experts will participate, not all of the team members. • As many as seventy-three (73) enQuesta Service Order types across twenty (20) distinct groups will be integrated with Cityworks. Those Service Requests are listed in the following table: Item Group # Group Description Type # Type Description 1 20 New Site Meters & Ite 6 NS MTR / REM Install 2 50 Final Bills 300 Acct 52 Final Bill Seasonal Off 3 60 Final Bills 300 / 301 64 Final Bill Set New Acct 4 60 Final Bills 300 / 301 66 Final Vacant 5 60 Final Bills 300 / 301 70 Final Vacant MTR Remove 6 60 Final Bills 300 / 301 76 Final Vacant Lock WTR 7 80 Set & Activate Accts 84 SET VACANT SETA 8 80 Set & Activate Accts 86 CONTRACT MTR RENTED 9 80 Set & Activate Accts 89 SET VAC SETA MTR INST 10 80 Set & Activate Accts 5001 NON MOVEABLE 30 DAY 11 80 Set & Activate Accts 5002 NON MOVEABLE 90 DAY 12 80 Set & Activate Accts 5003 NON MOVEABLE 1 YR 13 80 Set & Activate Accts 5004 MOVEABLE 1 YER 14 90 WTR TURN ON/OFF 53 CS SEASONAL TURN ON 15 90 WTR TURN ON/OFF 96 WTR CUST REQUEST OFF 16 90 WTR TURN ON/OFF 98 WTR CUST REQUEST ON 17 90 WTR TURN ON/OFF 170 RETURN SERVICE CALL 18 100 MTR ORD EXCHG =<1" 100 MTR EXCHG ACCT ACTIVE 19 100 MTR ORD EXCHG =<1" 104 MTR EXCHG SIZE CHANGE 20 100 MTR ORD EXCHG =<1" 105 MTR EXCHG / REM EXCHG 21 100 MTR ORD EXCHG =<1" 106 MTR EXCHG / REM INSTALL 22 100 MTR ORD EXCHG =<1" 110 MTR EXCHG /REM INSTALL HW 23 100 MTR ORD EXCHG =<1" 113 ACCT VACANT 24 130 METER ORDERS INSTALL 130 MTR INST ACCT ACTIVE 25 130 METER ORDERS INSTALL 132 MTR INST ACCT VACANT 26 130 METER ORDERS INSTALL 136 MTR INST SPRINKLER 27 150 NEW ORDERS REMOVAL 150 MTR INST ACCT ACTIVE 28 150 NEW ORDERS REMOVAL 151 MTR INST ACCT VACANT 29 150 NEW ORDERS REMOVAL 152 MTR INST SPRINKLER 30 150 NEW ORDERS REMOVAL 157 MTR RMOV/REM RMOV 31 160 METER ORDERS MISC 160 MTR BOX REPAIR / REPLACE 32 160 METER ORDERS MISC 164 MTR INVESTIGATION 33 160 METER ORDERS MISC 165 MTR INVST ENDPOINT 34 160 METER ORDERS MISC 166 MTR LEAK 35 230 HAND HELD BOX 236 HH BOX CLEANOUT City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 4 36 230 HAND HELD BOX 239 HH COVERED 37 230 HAND HELD BOX 246 HH REPLACE MTR LID 38 240 HAND HELD METERS 248 HHMTR LID STUCK 39 240 HAND HELD METERS 250 HH MTR COVERED 40 240 HAND HELD METERS 252 HH MTR WATER IN REG 41 240 HAND HELD METERS 255 HH MTR IN BACKWARDS 42 240 HAND HELD METERS 258 HH MTR LEAKING 43 240 HAND HELD METERS 262 HH REG BROKEN 44 240 HAND HELD METERS 265 HH MTR BROKEN CC 45 240 HAND HELD METERS 271 HH MTR CKREAD STUCK MTR 46 240 HAND HELD METERS 272 HH REGISTER OFF 47 240 HAND HELD METERS 274 HH MTR DULL REGISTER 48 240 HAND HELD METERS 276 HH MTR UNDER WATER 49 240 HAND HELD METERS 286 HH MTR CANT LOCATE 50 240 HAND HELD METERS 287 HH VACNT CONSUMPTION 51 240 HAND HELD METERS 290 TAMPERING / STRAIGHT LINE 52 240 HAND HELD METERS 297 HH MTR GATE LOCKED 53 280 HAND HELD MISC 291 HH MISC NO SERVICE 54 330 CREDIT NSF 344 CC NSF SHUT OFF W/FEE 55 330 CREDIT NSF 347 CC NSF RET CHK W/FEE 56 330 CREDIT NSF 359 CC NSF TURN ON 57 350 CREDIT TURN OFF/ON 314 CC TURN- ON MTR INSTALL 58 350 CREDIT TURN OFF/ON 315 CC TURN- OFF RE-CHECK 59 350 CREDIT TURN OFF/ON 316 CC TURN-OFF MTR REMOVAL 60 350 CREDIT TURN OFF/ON 318 CC TURN-OFF 61 350 CREDIT TURN OFF/ON 320 CC TURN-ON 62 350 CREDIT TURN OFF/ON 2005 STOLEN METER 63 350 CREDIT TURN OFF/ON 3315 CC RE-CHECK AFTER BILLI 64 380 PRE-BILL READ EDIT 389 PB MTR PICK UP READ 65 480 CUST SERVICE READINGS 413 CS REREAD BILLING REQ 66 480 CUST SERVICE READINGS 414 CA REREAD CUST REQUEST 67 490 CUST SERVICE MISC 388 CC WATER RESTRICTION CD 68 490 CUST SERVICE MISC 4110 CITED BY MARCHALLS DEPT 69 490 CUST SERVICE MISC 4111 MARCHALLS CITED OFF 70 500 SPECIAL TESTS 600 MA REQCTIVEATE ACCOUNT 71 530 QUALITY CONTROL 1000 ADD/CHG POLLUTION FILE 72 660 METER TESTING ORDERS 670 MTR TEST FIELD =< 2" 73 660 METER TESTING ORDERS 676 MTR TEST FIELD => 3" • As many as twenty (20) Cityworks Work Order templates will be configured; approximately one (1) for each Service Order group. • In general, each Cityworks Work Order template will require only the following 3 integration touch points: • Upon creation in enQuesta or Cityworks, create a corresponding record in the other system. Each Cityworks Work Order template will always be initiated in the same system. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 5 • Upon completion of the Cityworks Work Order, a standard set of information will be sent to enQuesta. All work completion integrations will begin in Cityworks and end in enQuesta. • Cancellation of the work activity can be triggered from either system for any Work Order template. • All Cityworks Work Orders will be assigned to Service Location records in the GIS. • Any relationship between Service Location records and Meters or ERTs will be managed using the Cityworks Equipment Change Out tool. GIS record relationships will not be managed via the integration. • Only Meters and ERTs will be assets in the GIS. Registers or other components of the service connection will not be managed as an asset. • The City will ensure that enterprise GIS structure and data for those asset classes that are involved in this project are available before Woolpert can begin configuration of Cityworks AMS software and development of the integration. QA/QC of the GIS data to be consumed by the Cityworks AMS software will be the City’s responsibility. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 6 Technical Approach The Woolpert approach will consist of the following phases: Phase PM: Project Management Support Phase Phase 1: Integration Planning Technical Phase Phase 2: System Design and Configuration Technical Phase Phase 3: Advanced Configuration and Functionality Technical Phase Phase 4: System Deployment Technical Phase Project Management will occur throughout the project. The Integration Planning phase consists of a single effort with the deliverable being a Software Requirements Specification defining the integration to the level that it can be coded. The System Design and Configuration phase consists of a set of efforts to define and make the Cityworks configuration tasks that are required within the meter shop. Many will support the integration with enQuesta, but some Cityworks configurations may not be integration-related. The Advanced Configuration and Functionality phase consists of a single effort to develop and test the integrations to the point where they’re ready to deploy to the live Production Cityworks environment. The System Deployment phase consists of a set of efforts to test the configured Cityworks solution, train users on system use, deploy the Cityworks configuration and integration components to the live Production environment, and support the system throughout the critical period immediately after go-live. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 7 Quality Management Process Aligning expectations between the Woolpert and City teams is critical to producing results that satisfy the City. As each task is planned and executed, the Woolpert and City project managers will discuss the scoped deliverables. The Woolpert team will describe the deliverables that they intend to produce (agendas, documents, software configurations, software code, etc.). Where possible, the Woolpert team will provide samples created on similar projects to illustrate the deliverable. No task should begin until both Woolpert and the City expectations of the deliverables are aligned. Each type of deliverable on a project serves a purpose. And the quality review process exists to ensure that the purpose is met. In general, the deliverables that are intended for a larger audience or are expected to be used for a longer time and possibly “survive” the project (be used beyond software go-live) will undergo a more intense quality review. Other deliverables are simply a stepping stone to move the project forward. These are considered “disposable” deliverables. The following examples illustrate how different deliverables serve different purposes. • Disposable Example: Meeting Agenda will ensure that a meeting is planned according to expectations (topics and durations), that the right attendees are invited, and that the time and place for the meeting are appropriate. After the meeting, the agenda serves no further purpose. Agendas will be lightly peer- reviewed by an appropriate team member to ensure that its content and message is appropriate. The review will not place emphasis on writing style, grammar and spelling. • Surviving Example: AM Program Foundational Document will be held to a high-quality standard. The DRAFT deliverable will be reviewed for content, message, and writing style. The FINAL version will be reviewed for content, message, writing style, grammar and spelling. Deliverables will be reviewed for the following items, as appropriate for the deliverable: 1. Content: ensure that the deliverable contains the correct information and that the information is accurate 2. Messaging: ensure that the voice and tone of the writing conveys the appropriate message; ensure that the message is clear and easily understood by the intended audience 3. Writing Style: ensure that the writing is easily read and presents the content in a logical manner; writing is professional and uses minimal slang and jargon 4. Grammar: ensure that writing is free of grammatical errors that could affect the meaning of the statements 5. Spelling and Typos: ensure that the deliverable is free from spelling and typographical errors The following table lists the typical types of deliverables that will be produced on this project and the extent and focus of Woolpert’s quality reviews. Deliverable Extent of Review Areas of Focus Meeting/Workshop Agenda Low Content On-site Prep Sheets Low Content Meeting/Workshop Presentation Medium Content, Messaging Stakeholder Presentation (for audiences outside of the project team) Medium Content, Messaging City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 8 Deliverable Extent of Review Areas of Focus Stakeholder Documents (for audiences outside of the project team) DRAFT Version: Medium FINAL Version: High Content, Messaging Content, Messaging, Grammar and Spelling Industry Presentations Medium Content, Messaging Industry Documents (trade journal articles) DRAFT Version: Medium FINAL Version: High Content, Messaging Content, Messaging, Grammar and Spelling AM Foundational Document DRAFT Version: Medium FINAL Version: High Content, Messaging Content, Messaging, Grammar and Spelling System Configuration High Content Integration Components High Content Reports High Content In general, Woolpert employs five types of quality control methods. The appropriate quality control activities are executed prior to delivering to the City the DRAFT and FINAL versions of a deliverable. • Subject Matter Expert (SME) Peer Review – A Woolpert SME that is not involved in the project will review the deliverable prior to delivery to the City. External SMEs will review documents that do not require intimate knowledge of the City’s project. • Project Team Member Peer Review – Many Woolpert deliverables will be produced by a two-person team after a great deal of interaction with City team members. These deliverables require that the reviewer have detailed working knowledge of the City’s project. Deliverables that require such knowledge will be created by one member of the two-person Woolpert team and reviewed by the other. In some instances, the Woolpert project manager will also review the documents. Along with providing feedback on their quality, the project manager will also perform periodic reviews so that they can stay abreast of decisions made by others, particularly in the areas of system configuration, systems integrations and organizational change management. • Technical Writing Review – Woolpert employs several technical writers who routinely review documents that require the highest level of polish. Deliverables reviewed by these individuals are typically externally facing documents that are designed to survive the project. • Internal Demos to Peers – The Woolpert team stages an internal demonstration of deliverables such as system configuration and integration code (non-document deliverables) to one or more Woolpert peers who are not involved in the project as though they were providing the demonstration to the City team. The peer(s) prepares for the demonstration by reviewing the project documentation (configuration and/or integrations documents). They then sit through the demonstration and ask specific configuration and process questions of the presenters. Along with ensuring that the look and feel of the deliverables are up to Woolpert standards, any gaps in the configuration or documentation are addressed prior to delivery. • Client Reviews – Woolpert employs an iterative approach to configuration. As a result, this approach reduces defects and mitigates configuration issues because we’re getting valuable feedback from the City throughout the project. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 9 Any time Woolpert observes or is otherwise made aware of a project deliverable or staff performance deficiency, the Woolpert project manager will immediately undertake the efforts required to resolve the identified issue(s). This can include executing a more rigorous quality control process, re-visiting/clarifying assumptions, or removing non- performing project team members. Each quality issue often has its own set of unique circumstances that need to be addressed. Woolpert’s team dedicated to this Project takes quality and client satisfaction issues very seriously. Processes are in place internally to immediately engage all necessary parties and employ all appropriate strategies to resolve all quality issues that arise on this project. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 10 Phase 1 - Project Management Woolpert’s Project Management approach provides the resources and tools needed to successfully manage the project through all phases/processes, including: • Initiation: Project authorizations and expectations. • Planning: Project definitions, objectives, deliverables, analysis of alternatives. • Execution: Coordination of resources, quality management, product and service delivery. • Monitoring and Controlling: Monitoring and measuring to identify variances and imitate corrective actions. • Close-Out: Acceptance of project deliverables and results. To fulfill each of these objectives, Woolpert will employ the various project management tools described in the following sections. Project Administration Woolpert will provide the following general project management services: • Develop, in cooperation with the Cli- ent’s project manager, a project plan and schedule; • Proactively manage and update pro- ject plan and schedule, as required, throughout the duration of the pro- ject. Project plan and schedule modifi- cations will be facilitated upon com- mon agreement between the Client and Woolpert in accordance with the issue control process detailed in the project plan; • Coordinate project events with the Cli- ent’s project manager and Woolpert team members; • Author, edit, review, and distribute project documentation and technical reports as required; • Facilitate in-process review meetings with the Client’s project manager, committees, management, and end-users as scheduled, and appropriate, throughout the duration of the project; • Perform miscellaneous project administration (e.g. arrange travel, internal project updates); and • Anticipate problem areas and propose and facilitate solutions • Develop, in cooperation with the City’s Project Manager, a project plan and schedule. Deliverables • Draft and final project plan Figure 1 - Project Life-Cycle Process Groups Figure 2 - Woolpert's Project Collaboration Web Site City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 11 • Monthly project status reports • On-going project management, including resource allocation, invoicing and general consulting • Password protected project collaboration environment and issue log management Assumptions • The activities discussed in this section will begin once a Written Notice-to-Proceed is received from the Client Client Responsibilities • Assemble a team of domain and technical experts and have representation of all work groups within the division to be involved throughout all phases of the project • Provide a point of contact for all project management issues and questions • Review, comment and accept draft project work plan within five days of document delivery • Schedule appropriate internal staff and provide facilities for on-site meetings and off-site conference calls • Review and accept project status reports, or otherwise provide comments on same within a reasonable time frame Project Schedule Coordination Project schedule coordination and management will be performed using Microsoft Project software. Project schedules and tasks will be monitored and adjusted as needed, depending upon the City’s priorities and ability to make its staff and facilities available at the appropriate times throughout the project. An updated project schedule delineating resources, scheduled tasks, and completed tasks will be maintained and available to all Woolpert and City project participants. Deliverables • Woolpert to maintain a project schedule in Microsoft Project and to update the project schedule with significant changes and percent completes on a regular basis. Assumptions • None. City Responsibilities • City to participate in project schedule reviews on a regular basis. Project Manager Status Meetings Woolpert will facilitate regular Project Manager Status Meetings with the City Project Manager. The Woolpert Project Manager and other Woolpert project team members, as appropriate, will participate in regularly scheduled project status meetings with the City Project Manager and designees, as appropriate, for the purpose of reviewing project issues including: 1) activities, action items, and deliverables completed to date; 2) activities, action items, and deliverables in Figure 3 - Microsoft Project Gantt Chart City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 12 process or scheduled; 3) upcoming activities, action items, and deliverables; and 4) technical or contractual issues that require corrective action. Woolpert meeting participants will include Woolpert’s Project Manager and ad hoc team members, as required. City meeting participants will be as determined by the City Project Manager, or as requested by the Woolpert Project Manager. When feasible, Project Manager Status Meetings will be held on-site at City facilities in conjunction with other scheduled on-site tasks. Otherwise, Project Manager Status Meetings will be facilitated remotely using teleconference and web meeting tools. Deliverables • Woolpert to facilitate weekly Project Manager meetings. • Woolpert to author Meeting Minutes for each Project Manager meeting and to upload the minutes to project website. Assumptions • None. City Responsibilities • City to schedule appropriate internal staff and provide facilities for on-site meetings and off-site conference calls. • City to review and accept project status reports, or otherwise provide comments within a reasonable time frame. • City to schedule meeting space and supporting technology peripherals suitable for on-site meetings. • City to coordinate and schedule meeting attendees. Internal Coordination Meetings Internal Woolpert-resource coordination meetings will be held on a regular basis to ensure continuous communication about tasks in process, scheduled tasks, and any issues impacting a successful implementation. The Woolpert Project Manager will utilize these meetings to gather information from project team members required to manage on-going resource loading. Deliverables • Regularly scheduled internal coordination meetings attended by Woolpert team members. Assumptions • See previous assumptions. City Responsibilities • None. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 13 Change Control This section defines how changes to the original objectives and/or deliverables defined in this Statement of Work will be handled. Both Woolpert and the City recognize that change is a normal part of the project life cycle. Woolpert believes that managing change to project scope, cost, and schedule is critical to a project’s success. We employ a comprehensive approach to change control. Woolpert’s established change control process is documented as follows. Any project team member (City or Woolpert) may initiate a change request whenever there is a perceived need for a change that will affect the desired or anticipated outcome of the work or any element of the project. The project team member will use a Change Control Notice (CCN) form as appropriate for the change: • Agreement to a change and execution of the CCN signifies agreement to a change in overall costs, functionality, time scales, schedule or other identified project impact. • Changes will be identified and communicated by/to the respective Project Managers by any of the prescribed communication channels. Change requests may be introduced via verbal conversation or other form of communication but must be supported by the appropriate CCN document. • All CCN’s will be signed by both the City and Woolpert Project Managers to indicate acceptance of the changes. • All project participants should understand that time is of the essence when initiating, reviewing, negotiating, and approving requested changes, as any delays to work in progress caused by a CCN may impact the overall project schedule and budget. All change requests should be managed from their initiation through to their completion (acceptance or rejection) within five (5) business days from the start of the process. If the City and Woolpert Project Managers cannot reach common agreement on the request change within this time frame, the issue will be elevated to the next level of management (both City and Woolpert) for resolution. During the resolution process, all downstream project tasks potentially impacted by the requested change will be placed on hold until such time that resolution is achieved. Figure 4 - Sample Change Control Notice City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 14 The following workflow diagram graphically depicts the above detailed process: Figure 5 - Change Control Process Each Change Control Notice (CCN) will clearly document the following: • Date • Change Control Number • CCN Initiated By • Original Scope of Services (language from the original scope that is being considered for change) • Proposed Change (narrative of the proposed change(s) being sought) • Schedule Impact (details about the proposed change(s) impact to the overall project schedule • Fee Impact (details on the proposed change(s) impact to the project budget) • Risk Assessment (narrative discussion about the risks the proposed change(s) will introduce to the project and the ways in which said risk will be mitigated) • Acceptance Signatures (Woolpert and City Project Managers) City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 15 Phase 1 – Integration Planning The only task in this phase is to plan the integration such that a complete Software Requirements Specification (SRS) document can be created. The SRS defines the integration in its entirety. The integration will be developed using a middleware called NService Bus (NSB). (NSB) is a tool that Woolpert licenses for development purposes but the City will use for free once the integration is deployed. NSB is a framework that allows the integration to reprocess errors (in the event of a temporary issue) such that they can be re-sent a set number of times before they are trapped and reported to the inte- gration administrator as an error. The integration administrator will use the free NSB portal to re-send the integration message once the cause of failure has been corrected. Critical Assumptions: The only business system involved in this integration effort are Cityworks, Esri and enQuesta. Woolpert will develop the integration components that extract data from or insert data into either Cityworks or the Esri geodatabase and will de- velop all code related to processing data through the NSB middleware. Woolpert will not develop any integration components that extract data from or insert data into any system other than these two. The City will be required to ensure the development, either by themselves or by a third-party, of all integration components that extract data from or insert data into enQuesta or any system / database that is not Cityworks or the Esri geodatabase. All Woolpert-assigned integration component development tasks should be assumed to include City-assigned integration component development tasks related to enQuesta. Task 1.1: Software Requirements Specification (SRS) Development Woolpert will conduct one remote Integration Pre-Planning Discovery meeting with Client project manager and key IT and Subject Matter Expert staff. Participants will discuss Client IT architecture and environments; any relevant Client policies and standards re- garding deployment of software into those environments; roles and responsibilities; and testing and deployment plans. Woolpert will deliver the meeting minutes documenting our understanding of these items following the meeting. Should Woolpert’s under- standing be incorrect, Client team should immediately contact the Woolpert project manager and a follow up discussion will be scheduled to gain clarity. Woolpert will conduct an on-site requirements-gathering meeting with key stakeholders from Client. Stakeholders will include a person designated as the lead Integration Administrator for Client; IT staff who will be responsible for administering the integra- tions; Subject Matter Experts (SMEs) for each system, and/or staff that are the primary point of contact with the vendor of the sys- tem; GIS staff (if the integration involves GIS assets); and end users of each system. During these meetings, Woolpert will lead stake- holders through discussions to identify what data is to be sent; whether the integration will be one-way or bi-directional; how fre- quently data will be sent; and what user workflows are involved. During or before these meetings, Client will provide Woolpert with necessary technical specifications to work with each 3rd party software interface (such as flat file format definitions; web service definitions; interface database table schema; etc.) as well as representative sample data. The result is a detailed, draft Software Requirements Specification (SRS) that Woolpert will provide to Client, which will include inte- gration requirements, data mappings, environment specifications, and assumptions. Woolpert will facilitate a remote review meet- ing with the stakeholders to discuss the comments and feedback from Client regarding their internal review of the SRS. Woolpert will finalize the SRS and submit a final version to Client’s integration team. During requirements meetings, the requirements and technical specifications defined in this scope (below) will be refined and, inevi- tably, changed. It is expected that the changes will not represent a significant difference in the total level of effort required; however if they do, Woolpert will discuss priorities and options with the client to determine what can be performed within the existing scope, and determining options for addressing anything that exceeds the original scope. Deliverables • Remote meeting of up to four (4) hours to discuss the architecture and environments; any relevant Client policies and standards regarding deployment of software into those environments; roles and responsibilities; and testing and deployment plans. • Up to two (2) days of onsite workshops to define the integrations to the point where the DRAFT SRS can be created. Integration Planning Deliverables • Integration Software Requirement Specification Document City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 16 • DRAFT version of the SRS document; sections to include: • Overview • Key relationships between records within and across systems • Data Work Flows and Assumptions • Integration Requirements • Data Mappings • Configuration Requirements • Formal remote review of the DRAFT SRS with City team for up to four (4) hours. • FINAL version of the SRS document. Assumptions • Woolpert will develop a DRAFT SRS in collaboration with the City so that there are few errors or omissions and the City team is delivered a document with the information that they are expecting. Therefore, a single review of, and update to, the DRAFT SRS will result in the FINAL version that is accepted by the City team. City Responsibilities • Many sections within the SRS document will require information about the enQuesta system as well as the Cityworks / Esri solutions with which it will integrate. The City is to ensure that these sections are written accurately and delivered to Woolpert for inclusion prior to delivery of the DRAFT and FINAL versions of the SRS document. • Review the DRAFT version of the SRS and be prepared to provide all feedback at the formal review meeting. • Accept the FINAL version of the SRS after all items identified in the formal review meeting have been addressed. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 17 Phase 2 –System Design and Configuration Though this project is largely an integration effort, the Meter Shop may require some workflows that are not integrated with the enQuesta solution. During this phase, Woolpert will lead discover, document findings, and build the identified configurations to support both the enQuesta- integrated and non-integrated Cityworks configurations required by the Meter Shop staff. Woolpert will provide a short demonstration of the Cityworks functionality to the Meter Shop core implementation team members. Following that introductory session, Woolpert will facilitate a single round of Configuration effort to include discussions about the Service Request / Work Order / Inspection processes and the material management / storeroom processes. Critical Assumptions: The Utilities Department has been successfully using Cityworks to process service requests, work orders and inspections for several years. They have strong analyst / technical / GIS support personnel who will facilitate the collection of configuration information beyond the onsite workshop time, if necessary, and provide that information to the Woolpert team in a format consistent with information they’ve provided to Woolpert on past implementation projects. Task 2.1: Develop Configuration Document Woolpert will compile the asset management program data gathered and docu- mented through the multiple on-site workshops and other related project meet- ings completed project-to-date (pre-planning discovery) and distill this infor- mation into a series of organized configuration documents. This configuration documentation, consisting of standard AM system elements, as well as the cus- tomized details required to support the Client’s specific asset management pro- gram, will be used to guide the configuration of the AM system such that it is lo- calized to the Client’s specific work order and asset maintenance management re- quirements. Deliverables • Woolpert team members will develop a set of configuration documents as more fully detailed above. • Woolpert will facilitate a remote review meeting up to two (2) hours in dura- tion with the Client’s technical team. Assumptions • All above listed tasks will be performed remotely. Client Responsibilities • Review the prepared Draft Configuration documentation. • Participate in the remote review meeting. System Design and Configuration Deliverables • Configuration Document • Configured Cityworks Solution Figure 6: Sample AM System Configuration Documentation Table of Contents City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 18 Task 2.2: Provide Asset Management System Configuration Training Woolpert will facilitate an on-site configuration training course for the purpose of providing the Client’s project team members with the AM software knowledge needed to support the system design and implementation decisions. Configuration Training will be comprised of a two-day curriculum designed to cover all relative aspects of the AM system configuration. Completion of the configu- ration training will ensure the Client’s project participants (those with implementation responsibilities) are provided with enough exposure to, and understanding of, the AM software work order and asset management functionality such that they are able to make smart and informed configuration decisions as they relate to the overall implementation objectives. The intent of the Configu- ration Training is not to provide the skills needed to maintain the daily operations of the system. This End-User Training is provided at a later date. Configuration Training will be facilitated in a classroom environment (computer lab or training room) on-site at the Client’s facilities. Deliverables • Woolpert will develop a Configuration Training agenda and provide same to the Client project manager. • Woolpert will provide a single four (4) hour session for Configuration Training. Assumptions • Training will be facilitated utilizing the existing Cityworks TEST environment. • Woolpert will have the necessary access to the AM software environment installed on-premises to perform training. Client Responsibilities • Client project manager to review and accept agenda for training. • Client project manager to schedule and accommodate the appropriate Client project team members such that they are availa- ble, without undue interruption, for the required number of days. • Client project manager will ensure site readiness and staff participation for the training. • Client project manager will provide a conference room or training room with a projector. During Configuration Training, individ- ual computers are not needed for the participants. The software functionality will be demonstrated from the instructor’s com- puter. • Client project manager will secure an appropriate training facility suitable for participants. Task 2.3: Facilitate Core AM Software Configuration Woolpert will facilitate the Core AM Software Configuration in a single on-site configuration workshop. The workshop will address: • Work Orders. Templates for each of the type of maintenance activities that will be performed on each asset in the system. • Tasks. Individual work items associated with a work order. For example, a repair sewer main work order might have tasks for establishing traffic control, utility locate, excavate, etc. • Materials Hierarchy. Organization and rules for items that are used to repair assets. Examples of materials are things such as pipes and meters. • Equipment Hierarchy. Organization and rules for items that are utilized to complete a work order but are not consumed. Exam- ples are items such as backhoes, vehicles, vacuum trucks, etc. • Service Requests. Templates for requests for service. Many times, maintenance activities are initiated starting with a service request whose purpose is to determine if work is necessary or not. • Inspections. Templated for inspections where detailed results are recorded for each observation. • Reporting. Current or future expected reports will be discussed and designed. Woolpert will update the System Configuration Document upon completion of the configuration workshops. At the end of the work- shops, there will be a set of action items for the Client team members, such as compiling a list of employees, work crews, and con- tractors, as well as hard copies of work orders, reports, inspection forms, and other relevant data sets. Woolpert will prepare a de- tailed list of action items and submit them to the Client project manager. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 19 Deliverables • Woolpert will facilitate one (1) on-site configuration workshops for up to eight (8) hours. • Woolpert will update the configuration documentation based on the outcome of the workshop and the information provided as a result of the workshop requests. • Woolpert will perform system configuration in the Client’s on-premises development environment via remote access. • Woolpert will facilitate a single remote in-process configuration review meetings for up to two (2) hours in duration, with the Client’s technical team. Assumptions • All workshop preparation activities will be performed remotely. • Actual workshops will be administered on-site at Client facilities. • Client staff participating in the configuration workshops will do so uninterrupted. • Most of the configuration requirements will be generated from the integration discussion, which is why only one configuration workshop is scheduled. • Client Cityworks administrator can provide configuration guidance to the client team after the workshop, if necessary, and pro- vide any new information to Woolpert for inclusion in the system configuration. • There will be approximately 20 Cityworks Work Order templates that integrate with enQuesta. No Cityworks Work Order tem- plates will integrate with any other systems. • No Cityworks Service Request or Inspection templates will integrate with enQuesta or any other system. Client Responsibilities • Secure an appropriate workshop facility. • Coordinate and schedule workshop participants. • Workshop participants shall actively participate in workshop activities. • Populate the updated GIS database with the missing asset inventory. • Client Cityworks administrator will follow up with client core implementation team regarding any configuration items not final- ized during the workshop. Task 2.4: Facilitate Storeroom Configuration Materials management and inventory control procedures play a significant role in properly deployed asset maintenance manage- ment solutions. As materials are added to work orders, they need to be depleted from the stock and the cost of the materials added to the work orders; as materials are depleted from stock, they need to be requisitioned from the various vendors. This task is fo- cused on configuring the materials management module of the AM software to achieve these objectives. The effort required to inte- grate the AM software with the Client’s purchasing and inventory system of record is addressed in the Systems Integration tasks. Deliverables • Woolpert will facilitate one on-site configuration workshops immediately following the AMS configuration workshop for up to four (4) hours. • Woolpert will update the configuration documentation based on the outcome of the first round of configuration workshops. • Woolpert will perform system configuration in the Client’s on-premises development environment via remote access. • Woolpert will facilitate in-process configuration review meetings, each up to two (2) hours in duration, with the Client’s tech- nical team. • Woolpert will facilitate a remote review meeting up to two (2) hours in duration with the Client’s technical team. Assumptions • All workshop preparation activities will be performed remotely. • Actual workshops will be administered on-site at Client facilities. • Client staff participating in the configuration workshops will do so uninterrupted. • Client Cityworks administrator can provide configuration guidance to the client team after the workshop, if necessary, and pro- vide any new information to Woolpert for inclusion in the system configuration. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 20 • All components at a Servicer Location will be tracked as materials. Two of those materials (Meters and ERTs) will also be tracked as assets in the GIS. Client Responsibilities • Secure an appropriate workshop facility. • Coordinate and schedule workshop participants. • Workshop participants shall actively participate in workshop activities. Task 2.5: Phase 2 Quality Control Woolpert will apply the Quality Management Process stated earlier in this scope document to Phase 2 tasks, activities and deliverables. Task 2.6: Phase 2 Acceptance and Close This is the Phase exit document that the City Project Manager signs indicating Woolpert has delivered the Configuration phase in accordance with the Scope of Work and Project Plan. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 21 Phase 3 – Advanced Configuration and Functionality The sole effort in this phase is to develop and test the Citywors-enQuesta integration components to the point where they are accepted by the City team and ready to be moved into the live Production Cityworks environment.. Legacy data migrations and custom report development efforts are not included in this scope of services. To some degree, data migration may be accomplished via the integration, if synchronizing the meter and ERT records between enQuesta and the GIS tables is deemed necessary. Else, the City team will determine the best method for ensuring that the initial data sets are loaded in the proper locations prior to going live with the Meter Shop’s use of Cityworks. Custom reports have been excluded from this scope of work be the City has staffed the Utilities Department with an experienced Cityworks Administrator who can design and develop advanced reports without assistance. Cityworks queries and inboxes will be identified during the configuration workshops and developed with users during the end-user training tasks. Task 3.1: System Integrations This task is to develop and test the integration components necessary to support the Cityworks-enQuesta integration. To support the integration, asset data for the Meters and ERTs will be synchronized between enQuesta and the GIS. Cityworks-enQuesta Integration There will be many touch-points to the Cityworks-enQuesta integration. Each time the systems exchange information, there are two end-points to develop, one for extracting data to be sent from the source system and one for inserting data into the target system. Woolpert will use a middleware called NService Bus (NSB) to manage the hand-off between the endpoints. NSB will provide error handling. Errors will be automatically re-processed a set number of times. If the error reprocesses successfully, then the data transferred is considered a success and no further action is required. If the error persists after the re-processing efforts, then the data transfer message is sent to a queue for manual intervention. An integration administrator will need to investigate the error, correct the issue, and manually trigger the data transfer to re-try. When the data successfully processes, the error is resolved. Managing errors using NSB will be documented in an Integration Admin Guide. GIS-enQuesta Integration The enQuesta database will be the system of record for Meter and ERT records. This integration will be a one-way syn- chronization between the records in enQuesta and the records in the GIS. There are several approaches to creating this integration. Using the preferred approach, a regularly scheduled integration will retrieve newly added and updated me- ter / ERT records from CIS and add or update them in GIS. The integration will use an ArcGIS Server feature service to add and update features. This assumes Enquesta or a 3rd party vendor will provide an interface (API or database table) which allows for the re- trieval of added or updated records by timestamp. When an updated record is received, the integration will simply over- write all supplied data fields with the new values; it will not attempt to compare new and old values to identify or con- firm changes. Advanced Configuration and Func- tionality Deliverables • Cityworks-enQuesta System Integration City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 22 If it is not possible to retrieve the information from Enquesta this way, we will discuss alternate approaches to retrieving the data. Integration Development The integration specifications developed during the Integration Planning phase will serve as the blueprint for this development task. Woolpert and the City will each have similar tasks in the development of the end-to-end integrations between Cityworks and enQuesta. In this document, only the Woolpert tasks will be described in detail. The City will need to determine which tasks need to be undertaken by their team. Woolpert will create a development environment on Woolpert’s network with a copy of City’s Cityworks and, if necessary, GIS solutions. Woolpert will develop mock interfaces to represent the enQuesta software according to the technical specifications defined for the interface in the SRS. Woolpert will develop and test the system integration components that extract data from, or insert data into, either the Cityworks or GIS databases in this environment. When the integration components are functional, Woolpert will demonstrate that the successfully extract data from and insert data into the Cityworks and GIS databases. The City will develop integration components that extract data from and insert data into the enQuesta database. The City may develop their integration components in an environment that includes working Cityworks and GIS applications. Is so, they will not need to develop mock integration technologies. When the City’s integration components are functional, they will provide a demonstration of the working components to the Woolpert team. After component testing is complete, Woolpert will schedule time with the City to deploy the integrations within City’s test environment. Woolpert will assist the City’s Integration Administrator during a remote session (via WebEx) as s/he installs and configures the integrations in City’s test environment. This remote session will serve as hands-on training for the City’s Integration Administrator so that s/he has the knowledge needed to manage the integrations. Following the installation onto the City’s test environment, the Woolpert developer and the City’s Integration Administrator, with support from Subject Matter Experts for each system, will perform Endpoint Communication Testing (ECT) – that is, they will kick off actions that will demonstrate that data can successfully get from system A to system B. The intent of this is simply to make sure that the two systems are communicating as expected and that the testing environment stable and ready for more thorough testing. At this point, thorough Integration Acceptance Testing (IAT) will begin. Woolpert will provide a draft Integration Administrator’s guide. This document will include a system architecture overview; installation instructions; Cityworks configuration requirements; information on administering, managing, and configuring the integration; and logging information. Certain portions of this guide, those related to the enQuesta integration components, will need to be developed by the City’s team Integration Development Woolpert and the City Integration Administrator will use the SRS as the basis for creating Integration Acceptance Test (IAT) Scripts, which incorporate necessary business processes as needed. Woolpert will conduct a remote workshop meeting to discuss the approach to developing the IAT Scripts according to the City’s policies and Woolpert recommendations, and to produce a sample testing script. A City Integration Testing Team consisting of a Subject Matter Expert for each system (Cityworks, Esri and enQuesta) and the Integration Administrator will participate in the workshop, and then will produce the necessary IAT scripts. Woolpert will review these and provide feedback within five (5) business days. When the Endpoint Communication Testing is complete and the IAT scripts are ready, the Integration Testing Team will work together to conduct the test, and record successes and failures. The team will log any issues found. Woolpert will address the issues and provide updates to the Integration Administrator. After the IAT is complete and each integration has been verified to meet each requirement, Woolpert will make any necessary updates to the Integration City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 23 Administrator’s Guide and deliver a final document. Should the Woolert-developed integration components require modification, Woolpert will make those changes on the Woolpert environment and supply them to the City’s Integration Administrator. The City’s Integration Administrator will re-install the components in the same manner that they were initially installed without Woolpert assistance. Upon acceptance of the integration components, Woolpert enQuesta to GIS Integration: One-way This will be a one-way integration going from enQuesta into ArcSDE. The integration will monitor for Meter and ERT records created or retired in enQuesta. This integration will run nightly due the fact that it will be a resource-intensive process. Assumptions: • The integration will have access to a version of the target tables (Meters and ERTs) in ArcSDE. Although the version may be dropped and recreated, the name will not change. • Only Meters and ERTs will be handled via this integration. • The City will develop the integration component(s) that provide the Meter and ERT information out of enQuesta. enQuesta-Cityworks Work Integration: Two-way This will be a two-way integration linking enQuesta Service Order (SO) records and Cityworks work order records. Information is expected to be shared across the systems at several trigger points: • New SO created in enQuesta • Existing SO in cancelled in enQuesta • Work order updated, closed, or cancelled in Cityworks A list of work order types that will be handled by the integration be identified during the creation of the Software Requirements Specification (SRS). No unique functionality will be handled across the work order types; all similar integration triggers will pass the same information. Information to be passed between the system may include: • Work type • ID numbers (SO/WO) • Description • Category (preventive, corrective, predictive) • Status • Priority • Location description • Address • Comments • Personnel who initiated/assigned/performed work • Asset information (e.g., meter or AMR identifier) • Initiated date • Projected Start date • Projected finish date • Actual start date • Actual finish date • Comments • Instructions • Account City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 24 Assumptions: • The integration will have access to a version of the Meter and ERT tables. Although the version may be dropped and recreated, the name will not change. • Only Meters and ERTs will be handled via this integration. • The City will develop the integration component(s) that provides the Service Order information from, and inserts the Work Order information into, enQuesta. Deliverables • Woolpert to develop a Cityworks / GIS environment on Woolpert infrastructure. • Woolpert to develop the integration component for each of the following ten (10) endpoints: o Endpoint 1: Service Order (poll picks up from enQuesta) o Endpoint 2: New Work Order (sends to Cityworks API) o Endpoint 3: Closed Work Order (6 main types - install, remove, replace, test, read, other) o Endpoint 4: Closed Service Order (received in enQuesta) o Endpoint 5: New Work Order (created in Cityworks) o Endpoint 6: New Service Order (sent from Cityworks) o Endpoint 7: Service Order cancelled (from enQuesta) o Endpoint 8: Cancel Work Order in Cityworks (from enQuesta) o Endpoint 9: Work Order Cancelled in Cityworks (sent from Cityworks) o Endpoint 10: Cancel SO in Enquesta (from Cityworks) • Woolpert to develop no more than two (2) nightly synchronizations between enQuesta and the GIS to update the Meter and ERT records in the GIS with the necessary changes. • Woolpert to demonstrate working integration components for each of the ten (10) endpoints. • Woolpert to observe and provide feedback on the City-developed integration endpoints. • Woolpert to develop installers / scripts to load the integration components into different environment. • Woolpert to assist the city in the initial installation of the Woolpert-developed integration components in the City’s Test environment and facilitate Endpoint Communication Testing • Woolpert to facilitate remote call to discuss how to develop integration testing scripts. • Woolpert to review and provide feedback on the City-developed integration testing scripts. • Woolpert to facilitate integration testing, make the necessary changes to the Woolpert-developed integration components, and provide them to the City Integration Administrator for re-installation. Assumptions • Woolpert will use NService Bus as the middleware / messaging / error handling solution. • Woolpert will develop integration components that extract data from, or insert data into, the Cityworks and Esri GIS software solutions. • City Technical Team will be responsible for developing, or contracting with a third-party for the development of, the integration components that extract data from, or insert data into, software systems other that Cityworks and the Esri GIS. • All 3rd party software solutions (those other than Cityworks and Esri) have documented interface capabilities (flat file, interface tables, or web APIs) that support the necessary data exchange. • City Integration Team,d business unit staff, and contracted 3rd party developers familiar with the 3rd party systems will be available and will attend each workshop; where City relies on external contractors City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 25 as subject matter experts City will ensure that these external experts attend, are prepared for and actively participate in the workshops. • The SRS document is complete and signed-off on by the City prior to commencement of any development activities. City Responsibilities • City to develop a suitable environment for developing their integration components. • City to develop the integration component for the endpoints that pass data to, or accept data from, the Woolpert-developed endpoints. • City to develop the enQuesta extracts that provide the necessary information to the two (2) nightly synchronizations between enQuesta and the GIS to update the Meter and ERT records in the GIS. • City to demonstrate working integration components for each of the endpoints. • City to observe and provide feedback on the Woolpert-developed integration endpoints. • City to develop a method, as appropriate, to load the integration components into different environments. • City to install the integration components in different environments, as necessary, for testing activities and go-live. • City to attend remote call to discuss how to develop integration testing scripts. • City to develop integration testing scripts. • City to update integration testing scripts per feedback provided by Woolpert. • City to participate in integration testing, make the necessary changes to the City-developed integration components, and re-install modified integration components for re-testing. Task 3.2: Legacy Data Migrations No legacy data migration is included in this scope of work. The only records that may require migration are the Meter and ERT records from enQuesta to the GIS. If this migration is required, then the expectation is that the City team will perform the migration. Task 3.3: Custom Reports and Metrics No custom report or metric development is included in this scope of work. The Utilities department has been using Cityworks AMS for over 4 years. Their Cityworks administrator is an experienced report developer and will create any custom reports or metrics required by the Meter Shop. WBS Task 3.4: Phase 3 Quality Control Woolpert will apply the Quality Management Process stated earlier in this scope document to Phase 3 tasks, activities and deliverables. WBS Task 3.5: Phase 3 Acceptance and Close This is the Phase exit document that City signs indicating Woolpert has delivered the Advanced Functionality Phase in accordance with the Scope of Work and Project Plan. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 26 Phase 4: System Deployment Once the Cityworks AMS solution has been configured, along with any critical related applications (inventory management, mobile, custom integrations), there are still a number of critical tasks that must be completed before the solution is placed into a production environment. Woolpert’s implementa- tion team will lead the City’s technical team through a series of related de- ployment tasks that will ensure a fully tested and accepted solution as well as a City team of fully trained system administrators and end users ready to put the system to use on a daily basis. Both the City and Woolpert understand that this project is largely an integra- tion effort which will drive configuration changes. But since the Meter Shop is not currently using Cityworks, there may be some non-integrated work- flows identified during the configuration workshops. These deployment efforts come after the integration components are accepted by the City so these efforts will focus on testing the non-integrated configurations and work processes. Woolpert will assist the City system administrators in developing a thorough Testing and Acceptance Plan, designed to step the con- figured solution through all of the technical and functional requirements that the system was configured to support. Following ac- ceptance of the test plan, Woolpert will facilitate a series of Tester Training classes for the City’s selected testing team. Immediately upon completion of this training, the City’s testing team will execute the User Acceptance Testing program in accordance with the plan. While it is the City’s responsibility to assemble a testing team and manage the testing procedures in-house, Woolpert staff will be made available to provide the scoped onsite and ad-hoc remote assistance. Once the system testing has been completed, and all of the resultant configuration updates have been made, Woolpert will deliver the required end-user training. This training will be scheduled and delivered “just in time”, immediately prior to the Go-Live activities to ensure system administrators and end users are prepared to adopt and embrace the new technology solutions right out of the gate. The final deployment task is for Woolpert to assist the City system administrators in migrating the solution from the Development / Testing environment to a live Production environment and provide on-site Go-Live support for the first several days that the new system is being placed into productive use. Task 4.1: Develop Non-Integrated Configuration User Acceptance Testing Plans The focus of system testing efforts is to thoroughly test the newly installed / configured AM System solution’s non-integrated config- urations and work processes and ensure all delivered functionality (application workflows, templates, reports, interfaces) are properly functioning. At this point in the project, all integration-related configurations and work flows should be tested and ac- cepted by the city. Woolpert will take the lead on developing a Testing and Acceptance Plan. The Plan will derive its focus from the previously prepared AM System Configuration documents. Functional metrics that the AM System configuration must successfully achieve prior to being promoted to the City’s production environment will be defined. Additionally, test scenarios designed to step City Testers through the User Acceptance Testing (UAT) process will be developed as part of this plan. Final plan contents will be per common agreement between the City testing team and Woolpert and will serve as the “script” for testing and approving the system configuration. The test plan will address the AM System functionality specified and configured per the Project Plan. Deliverables • Woolpert will prepare and deliver the draft Testing and Acceptance Plan to the City project manager. • Woolpert will facilitate a remote review meeting with the City’s testing team. • Woolpert will update the testing and Acceptance Plan per the results of the review meeting and re-submit to the City’s PM Key Core System Deployment (Phase 4) Deliverables •User Acceptance and Testing (UAT) Plan •Tester Training •UAT Support •End-User Training •Go-Live Support City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 27 Assumptions • The Testing and Acceptance Plan will be developed per common agreement between the City and Woolpert. • The Testing and Acceptance Plan will derive from the system configuration documents and project plan. City Responsibilities • The City’s project manager and members of the testing team must thoroughly review and understand the Testing and Ac- ceptance Plan. Task 4.2: Facilitate User Acceptance Testing It will be the responsibility of the City to select a number of end-users who will provide testing of the newly configured Cityworks solution. In order to effectively test the system in accordance with the UAT Plan, training will be provided to these end-users, and these end users will perform the testing with Woolpert on-site support. Woolpert will train the City testing team on how to execute the test plan and record the results. Woolpert will act as a proctor in a testing room to support the testers and correct configuration issues during the tester training week. Beyond the tester training week, the City testing team is expected to complete all system testing and record their results on the Test Plan documents. Woolpert will provide remote support for the testers and correct all issues at the conclusion of the testing period. Woolpert will support the City’s retesting activities remotely via WebEx. Deliverables • Woolpert will deliver the necessary training materials to the City’s project manager. Preparation and delivery of training materials shall be within two (2) business days prior to the scheduled start of on-site training activities. Tester training will not exceed one (1) day. • Immediately following tester training, Woolpert will provide onsite testing support for up to two (2) days. During this time, Woolpert will immediately correct issues so the City team can immediately retest and accept the corrections. • Woolpert will provide up to twenty-four (24) hours of remote support after the onsite testing activities for the following: o Support City testers as they complete testing activities that could not be completed in the time allotted for onsite testing. o Correct and facilitate the retesting of issues that could not be corrected and retested in the time allotted for onsite testing. • Woolpert will update the AMS configuration with modifications from the acceptance testing process. • Woolpert will update the configuration documentation to reflect changes as a result of the acceptance testing. Assumptions • The City understands that failure to provide the City testing team with the appropriate training documents will impact Woolpert’s ability to properly train these users in the time allotted for classroom training. • The City understands that failure to properly prepare the training site and ensuring adequate available training resources will result in the Woolpert – City training team being unable to provide the required training to the City testers. • The City understands that failure to properly prepare for and participate in the training sessions will significantly impact the City testing team’s ability to effectively make use of the configured AM System application. City Responsibilities • Distribute training materials to the City testing team prior to the scheduled training sessions. • Ensure training room is prepared in advance. • The City’s project manager and testing team must thoroughly review and understand the training syllabus developed by Woolpert. • Secure an appropriate training facility suitable for participants, • Schedule and accommodate the appropriate City testing team members such that they are available, without undue inter- ruption, for the required number of days. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 28 Task 4.3: Provide End-User Training It is important that end-user training be timed to occur immediately prior to beginning live use of the system in the Production envi- ronment. Since there is only one department (Meter Shop) who will begin using Cityworks at this time and the number of new users will be small, Woolpert will conduct all end user training classes. Also, since the Utilities Department already has an experienced Cityworks Administrator, Woolpert will not conduct Admin training. Completion of the training efforts will result in Meter Shop end-users being provided the system knowledge and capabilities neces- sary to and use the configured Cityworks AMS and integrated applications in an effective manner such that the City’s over-arching business objectives can be met through use of the newly configured system. The two (2) training classes that will be provided are for processes work activities (Service Requests, Work Orders and Inspections) and storeroom / material management activities. Each will include training system navigation, generating queries, using the map and other functions that may be a normal part of the trainee’s job function. Deliverables • Standard Cityworks training materials • Woolpert will facilitate the following training courses over a period of four (4) days: o Work Management Class 1 of 2 ............................................................................. 12 hours o Work Management Class 2 of 2 ............................................................................. 12 hours o Storeroom Management ....................................................................................... 8 hours • Class sizes will be limited to no more than ten (10) if a single instructor is conducting the class with no assistance; class sizes can increase to up to twenty (20) if a properly trained resource, City or Woolpert, assists the lead instructor Assumptions • The City has an adequate training facility that can accommodate the resultant number of staff to be trained; each ac- cessing the AM system on their own workstation • Class sizes will be appropriately limited City Responsibilities • Secure an appropriate training facility • Coordinate and schedule training participants • Training participants shall actively participate in training activities Task 4.4: Go-Live & Support As part of the go-live preparation activities (cutover), Woolpert will migrate the configured and approved Cityworks AMS configura- tions from the Development environment to the Production environment and support the City’s Integration Administrator in loading the Woolpert-developed integration components to the Production environment. The City will be responsible for making and neces- sary changes to the GIS and for loading the enQuesta-related integration components to the Production environment. Immediately following cutover, Woolpert will provide Go-Live assistance to Meter Shop Cityworks users during the first few days of system usage in the Production environment. Woolpert will assist the City’s end-users and system administrators with a combination of onsite configuration issues and application usage and remote integration support. Deliverables • Woolpert will provide up to thirty-two (32) hours of onsite Configuration (user) support and up to thirty-two (32) hours of remote integration support. Assumptions • The City’s project manager will provide project sign-off within an agreed upon timeframe following Go-Live. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 29 City Responsibilities • The City’s project manager, Cityworks administrators, and IT support staff should equally assist in administering the Go-Live tasks to make sure it is clear to the End-Users that the City is internally capable of supporting the newly deployed Cityworks AMS solution. The City system administrators and IT support staff will benefit from learning basic AM System troubleshoot- ing routines during this time. Task 4.5: Phase 4 Quality Control Woolpert technical resources, not regularly involved with this implementation will perform independent quality review of the work processes and deliverable products in accordance with the Woolpert Total Quality Plan. Task 4.6: Phase 4 Acceptance and Close This is the Phase 4 exit document that the City signs indicating Woolpert has delivered the Phase 4 services in accordance with the Scope of Work. After the phase 4 has been approved by the City, Woolpert will provide a project close document for signature by the City, signifying that all items listed within this scope of work have been completed. City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 30 PROJECT COST ESTIMATES Estimated Project Costs, inclusive of all labor and reimbursables, are provided in the following table. Work will be performed on a Time & Materials, Not-to-Exceed basis. Task Cost PROJECT ROLL-UP: $290,234.00 PROJECT MANAGEMENT $39,275.00 PHASE 1: IMPLEMENTATION PLANNING $22,762.00 Task 1.1: Software Requirements Specifications $20,962.00 Task 1.2: Phase 1 Quality Control $1,800.00 PHASE 2: SYSTEM DESIGN AND CONFIGURATION $35,226.00 Task 2.1: Prepare Configuration Documentation $2,094.00 Task 2.2: Configuration Training for Core Team $2,840.00 Task 2.3: Core Cityworks AMS Configuration $19.298.00 Task 2.4: Cityworks Storeroom Configuration $8,294.00 Task 2.5: Phase 2 Quality Control $2,700.00 PHASE 3: ADVANCED AMS FUNCTIONALITY DESIGN AND CONFIGURATION $140,648.00 Task 3.1: Application Interfaces $135,248.00 Task 3.1.1:Perform Data Conversion of Legacy Data $74,300.00 Task 3.1.2: Develop Custom Reports and Dashboards $58,800.00 Task 3.1.3: Phase 3 Quality Control $2,148.00 Task 3.2: Phase 3 Quality Control $5,400.00 PHASE 4: SYSTEM DEPLOYMENT $52,323.00 Task 4.1: Develop Non-Integrated Configuration Test Plan $6,494.00 Task 4.2: User Acceptance Testing $13,406.00 Task 4.3: Provide End-User Training $10,761.00 Task 4.4: Provide Go-Live Support $18,962.00 Task 4.5: Quality Control $2,700.00 City of Augusta, Georgia | Utilities Meter Shop Cityworks Implementation and Integration with enQuesta CIS Page 31 T&M Rate Sheet Woolpert’s current rate schedule, for non-scoped implementation services offered on a Time & Material basis, are as listed in the following table. These rates are valid through December 31, 2019. Resource Name Hourly Rate Practice Leader ............................................................ $235.00/hr Project Director ........................................................... $225.00/hr Project Manager ........................................................... $192.00/hr Group Manager ............................................................. $184.00/hr Subject Matter Specialists ............................................... $215.00/hr Senior Developer .......................................................... $190.00/hr Developer ................................................................... $175.00/hr Senior Systems Analyst ................................................... $155.00/hr System Analyst ............................................................. $130.00/hr Admin........................................................................ $80.00/hr Commission Meeting Agenda 1/15/2019 2:00 PM Approval of additional funds for current Professional Services Contract with Woolpert, Inc. to implement Phase II of Augusta Utilities Cityworks Asset Management Software (AMS) for the Metering and Customer Service Divisions and integrate with enQuesta CI Department:Utilities Department:Utilities Caption:Motion to approve additional funding of Professional Services Contract to implement Cityworks AMS software and Integrate with enQuesta CIS Software in the amount of $200,000.00. (Approved by Engineering Services Committee January 8, 2019) Background:Through the Augusta Procurement process (RFP 12-221), Augusta Utilities contracted with Woolpert, Inc. in 2014 to implement Cityworks Asset Management Software (AMS) for the Construction and Maintenance and Facilities Maintenance Divisions. At the time, CIS Software (enQuesta) utilized by the Metering and Customer Service Divisions was in the midst of a major software upgrade. The inclusion of the Metering and Customer Service Divisions in the 2014 implementation was delayed due to the enQuesta upgrade. With the enQuesta upgrade now complete, AUD would like to move into the next phase of this project and complete the Cityworks implementation and integration for Metering and Customer Service. Analysis:The intent of the Cityworks implementation for the Metering and Customer Service Divisions is to provide a seamless two- way communication venue between Metering Division field workers and Customer Service representatives. This implementation will provide a means for Customer Service staff members to initiate field service work orders in their native (enQuesta System), have them communicated to the Metering Staff as a Cityworks work order. Once a work order is completed in Cityworks, notification will be automatically sent back to enQuesta to update the customer database record. The intent of this real time automation is to speed communication between the Customer Service staff and the Metering staff, eliminate duplicate data entry and ensure accurate communication between the two groups. This work will be performed on a time and materials basis estimated to cost $290,000. There remains approximately $90,000 in funds previously approved; we therefore request approval of an additional $200,000. Financial Impact:Funds are available in the following accounts: 507043490- 5424120/81300015-5424120 Alternatives:No alternatives recommended. Recommendation:Approval of PhaseII of the Professional Services contract with Woolpert, Inc. to implement Cityworks and integrate with CIS enQuesta Software for the AUD Metering and Customer Service Divisions. Funds are Available in the Following Accounts: Funds are available in the following accounts: 507043490- 5424120/81300015-5424120 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Invitation to Bid Sealed bids will be received at this office until Friday, September 14, 2018 @ 11:00 a.m. for furnishing: Bid Item #18-278 Articulated Dump Truck – Augusta, GA Environmental Services Department Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Bid documents may be 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, August 31, 2018 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle August 9, 16, 23, 30, 2018 Metro Courier August 9, 2018 OFFICIAL Vendors Tractor & Eqquipment 3809 Mike Padgett Hwy Augusta, GA 30906 May Heavy Equipment, LLC 1330 Buckner Road Columbia, SC 29203 Flint Construction 1900 William Few Pkwy Grovetown, GA 30813 Yancey Brothers 4165 Mike Padgett Hwy Augusta, GA 30906 Attachment B Yes Yes Yes Yes E-Verify Number 49526 800934053 344722 686717 SAVE Form Yes Yes Yes Yes Year 2018 2018 2018 2018 Brand Komatsu BELL John Deere CATERPILLAR Model HM305 30E 310E 730 Bid Price $410,600.00 $318,350.00 $365,480.13 $368,410.00 Delivery Date 12/30/2018 10 DAYS ARO 90-120 Days ARO 60-90 Days ARO ARTICULATED TRUCK OR APPROVED EQUAL Total Number Specifications Mailed Out: 33 Total Number Specifications Download (Demandstar): 83 Total Electronic Notifications (Demandstar): 2 Total Number of Specifications Mailed Out to Local Vendors: 15 Total packages submitted: 4 Total Non-Compliant: 0 Bid Opening Item #18-278 Articulated Dumpr Truck for Augusta, Georgia – Environmental Services Department Bid Due: Friday, September 14, 2018 @ 11:00 a.m. Page 1 of 1 Commission Meeting Agenda 1/15/2019 2:00 PM Approve the Award of Bid Item 18-278 – Articulated Dump Truck to Yancey Brothers Department:Environmental Services Department:Environmental Services Caption:Motion to approve the Award of Bid Item 18-278 – Articulated Dump Truck to Yancey Brothers. (Approved by Engineering Services Committee January 8, 2019) Background:The articulated dump truck is used in and around the landfill property to haul materials. Its large 30-Ton capacity and off- road capabilities are necessary in the daily landfill operations to haul cover dirt, insure the proper amount of fire dirt is in place, move materials, and insure compliant operation of the facility. The vehicle being replaced has been in operation for over 10 years and has exceeded its recommended useful life. Analysis:Four bids were received for this truck. It is ESD’s recommendation that the truck be purchased from Yancey. This is not the lowest price option, however, the two lower priced bids did not meet the specifications. May Equipment offered the Bell 30E, however they only service portions of the vehicle, while the motor would be serviced by a third party Merdeces Benz provider. Further, the service center is located 84 miles away in Columbia, SC, adding additional time, and expense to any repair (the specification requested a service center within 25 miles). Finally, the warranty offered was 1-year, 2000-hours. The next lowest price was offered by Flint Construction, which offered the John Deere 310E. This truck has less horsepower (549 HP) than is offered in the Caterpillar truck (674 HP) which is a concern due to the varied terrain of the landfill; and the warranty offered at 1-year/1000-hours did not meet the specification. Finally, the Caterpillar truck did meet the specifications and they offered the strongest warranty to cover 3-years/3000-hours for powertrain, hydraulics, and technology, and the delivery time is acceptable to the landfill operations. Financial Impact: Funds are available in the amount of $368,410.00 in account 542-04-4210/54.22210. Alternatives:1. Award the purchase to another vendor. 2. Do not award and request the Department re-bid the truck. Recommendation:1. Approve the award to Yancey Brothers Funds are Available in the Following Accounts: Funds are available in the amount of $368,410.00 in account 542-04-4210/54.22210. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Request for Qualifications Request for Qualifications will be received at this office until Tuesday, August 28, 2018 @ 11:00 a.m. for furnishing: RFQ Item #18-263 Task Order Program for Water and Sewer Infrastructure for Augusta, GA – Utilities Department Qualifications will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Request for Qualification (RFQ) documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFQ documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. A Mandatory Pre-Qualification Conference will be held on Friday, August 10, 2018, @ 10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Tuesday, July 14, 2018 @ 5:00 P.M. No RFQ will be accepted by fax, all must be received by mail or hand delivered. No RFQ may be withdrawn for a period of sixty (60) days after qualifications have been opened, pending the execution of contract with the successful vendor. Request for qualifications (RFQ) and specifications. An RFQ shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the request for qualification including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waivable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFQ number on the outside of the envelope. Proponents are cautioned that acquisition of RFQ documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFQ documents from unauthorized sources places the proponent at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov GERI A. SAMS, Procurement Director Publish: Augusta Chronicle July 19, 26, August 2, 9, 2018 Metro Courier July 19, 2018 OFFICIAL VENDORS Attachment "B"E-Verify #SAVE Form Original 7 Copies North American Pipeline 62 Hamby Rd SE Marietta, GA 30067 Yes 132184 Yes Yes Yes Reynolds Construction 300 East Broad Street Fairburn, GA 30213 Yes 1194932 Yes Yes Yes Legacy Water Group, LLC 10130 Bob Williams Parkway Covington, GA 30014 Yes 798569 Yes Yes Yes CBH Excavation 678 Heggies Ridge Drive Appling, GA 30802 Yes 321326 Yes Yes Yes Blair Construction, Inc. P.O. Box 770 Evans, GA 30809 Yes 224004 Yes Yes Yes Beams Construction, Inc. 15030 Atomic Road Beech Island, SC 29842 Yes 167300 Yes Yes Yes Gearig Civil Works 322 Grimaude Blvd. Grovetown, GA 30813 Yes 226337 Yes Yes Yes Garnto Southern Construction, LLC 4811 Clark Drive Evans, GA 30809 Yes 225651 Yes Yes Yes RFQ Item #18-263 Task Order Program for Water & Sewer Infrastructure for Augusta, Georgia - Utilities Department RFQ Date: Tuesday, August 28, 2018 @ 11:00 a.m. Total Number Specifications Mailed Out: 27 Total Number Specifications Download (Demandstar): 16 Total Electronic Notifications (Demandstar): 564 Pre-Qualifications/Telephone Conference Attendees: N/A Total packages submitted: 8 Total Noncompliant: 0 Page 1 of 1 Commission Meeting Agenda 1/15/2019 2:00 PM Consider approving RFQ #18-263: Task Order Program (2018) for Water and Sewer Infrastructure for the Utilities Department in the amount of $6,000,000.00 for execution by qualified and preselected contractors. Department:Utilities Department Department:Utilities Department Caption:Motion to approve RFQ #18-263: Task Order Program (2018) for Utilities Department in the amount of $6,000,000.00 for execution by Beam’s Construction, Inc.; Blair Construction, Inc.; Garnto Southern Construction, Inc.; Gearig Civilworks, LLC; Legacy Water Group, LLC; North American Pipeline Management, Inc.; Reynolds Construction, LLC as qualified and selected contractors. (Approved by Engineering Services Committee January 8, 2019) Background:The intent of this solicitation is to establish a pool of qualified contractors from which Augusta Utilities will solicit expedited bids for work throughout Augusta and Fort Gordon. The types of work anticipated for the Task Order Program are emergency repairs or smaller construction projects that require resources beyond those of the Department. Larger projects would still be bid in the normal fashion. The purpose of the Task Order Program is to solicit competitive bids from the pool as projects arise. Analysis:AUD has evaluated Beam’s Construction, Inc.; Blair Construction, Inc.; Garnto Southern Construction, Inc.; Gearig Civilworks, LLC; Legacy Water Group, LLC; North American Pipeline Management, Inc.; Reynolds Construction, LLC proposal(s) to participate in the Task Order Program. The Task Order Program and these recommended contractors will allow us to handle emergencies and smaller construction projects more effectively and efficiently. Financial Impact:The construction funds available for this project are $6,000,000.00. These funds are available from account 507043490-5425410 / 88886666-5425410 Alternatives:Rejection of this RFQ Contractor Selection would delay the Utilities Department’s ability to execute planned and emergency repairs of the water/sewer infrastructure system throughout Augusta-Richmond County. Recommendation:Recommend Commission approve RFQ #18-263: Task Order Program (2018) for Utilities Department in the amount of $6,000,000.00 Funds are Available in the Following Accounts: $6,000,000.00 from account 507043490-5425410 / 88886666- 5425410 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission 2018-P43 Proposal Letter.docx November 9, 2018 Mr. Steven M. Behrend, P.E. Augusta Utilities Department 452 Walker Street Suite 200 Augusta, GA 30901 Re: Fort Gordon, B Street Water Main Replacement Dear Mr. Behrend: Zimmerman, Evans & Leopold, Inc. (ZEL) proposes to provide engineering services to the Augusta Utilities Department (AUD) for construction of B Street Water Main Replacement on Fort Gordon. The water main replacement will consist of approximately 4500 linear feet of 12” water main routed from Rice Road to 25th Street. Detailed design will be accomplished in three (3) phases, 30 percent, 60 percent, and Final Design, to provide AUD staff with ample opportunity for input and review. Final Design will be concluded with a complete bid ready set of construction drawings and project specifications. SCOPE OF WORK Preliminary Design Phase A. Evaluation of Existing Conditions: ZEL will meet with AUD staff to determine the appropriate design parameters of the proposed work. Specifically the intent will be to confirm existing conditions and to identify service connections. ZEL will perform a design locate and survey to determine existing conditions. B. Preliminary Layouts: ZEL will prepare concept drawings showing the proposed layout. C. Preliminary Cost Estimates: ZEL will prepare Preliminary estimates of probable construction cost for the proposed work with the 30% plan submittal. D. 30% Design. Preliminary design documents will be developed to the 30% completion level. Construction drawings will provide detailed illustrations of project construction requirements. Specific areas of work will include a cover sheet with sheet index and vicinity plan; waterline route, abbreviations, legend and symbols. The drawings will be integrated into a set of 11-inch by 17-inch documents, ready for review and comment. November 9, 2018 Page 2 2018-P43 Proposal Letter.docx E. Design Review. Upon completion of the 30% plans and specifications for the project, ZEL will provide 3 sets of the 11-inch by 17-inch preliminary construction drawings to AUD for review. Following the review period by AUD, ZEL will meet with AUD staff in a workshop to review comments to proceed with the design plans. Initial Design Phase A. 60% Design: Following the 30% Design Review Workshop, ZEL will develop 60% level plans and specifications. The drawings will provide 60% level detail. Deliverables for the 60 percent Detailed Design Review package include: • Service Line Coordination • Existing waterline abandonment details and plans • Water main plans and details • Traffic Control Plan • Soil and Erosion Control Plan • Draft technical specifications B. Design Review. Upon completion of the 60% plans and specifications for the project, ZEL will provide 3 sets of the 11-inch by 17-inch preliminary construction drawings to AUD for review. Following the review period by AUD, ZEL will meet with AUD staff in a workshop to review comments to proceed with the design plans. Final Design Phase A. Final Design and Construction Documents: Following a 60% Design Review Workshop and receipt of AUD comments, ZEL will complete the Construction Documents for the project and present a final Design Package with completed plans and specifications. B. Cost Estimates: ZEL will prepare an estimate of probable construction cost for the proposed work based on the final design. C. Project Manual: The final contract documents will include a Project Manual with specification sections divided into CSI-specification format, Divisions 0 through 16. Division 0 will include standard contract forms between AUD and the contractor, information for bidders, contract general conditions, and supplementary general conditions. Division 1 will include general project requirements, describing summary of work, measurement and payment methods, temporary construction facilities, materials and equipment requirements, and quality control and contract closeout-related items. Divisions 2 through 16 will contain the technical specifications for the project. The drawings will be completed utilizing AutoCAD and integrated into a set of 11-inch by 17-inch construction documents, ready for review and comment. November 9, 2018 Page 3 2018-P43 Proposal Letter.docx Bid Phase Services A. Final Bid Documents. After incorporating comments from AUD received during the final design review workshop, ZEL will prepare and deliver three (3) sets of 22-inch by 34-inch construction drawings and digital files along with one hard copy and a digital file of the project manuals. B. Pre-Bid Meetings, RFI’s & Addenda. ZEL will attend a pre-bid meeting (if scheduled by AUD) and prepare addenda when required based on Requests for Information (RFI) from prospective bidders. C. Bid Review and Recommendation of Award. ZEL will prepare and Abstract of Bids received, evaluate bids and make recommendations of award based on bids received. Construction Phase Services A. Construction Administration – Office Services. ZEL will provide the following services during the construction phase of the project. These services are based on an estimated six month period of construction: • Construction Contract Preparation (10 Sets) • Preconstruction Conference • Submittal Review • Responses to Contractor RFI’s • Pay Application Review • Construction Monthly Progress Meetings • Record Drawing Preparation B. Resident Inspection Services. ZEL recommends and can provide Resident Inspection Services during the construction phase of the project. These services will be billed on an hourly basis. SCHEDULE ZEL is available to begin work immediately upon receipt of the Notice to Proceed. We will develop and maintain a project schedule, in MS Project, outlining the work required to ensure the project construction is complete by 30 September 2020. PROJECT FEES The attached summary provides a detailed breakdown of fees for the work defined above for each project segment. Expenses have been included in the total amount. Invoicing for the project will be submitted to AUD on a monthly basis as the work progresses. Extra Services, if ordered by AUD, will be billed on an hourly basis in accordance with the attached Rate Table. Resident Inspection Services, if required, would be billed on an hourly basis. The costs for a design locate and surveying has been included in the cost. The project segment fees are summarized as follows: November 9, 2018 Page 4 2018-P43 Proposal Letter.docx Task 1 Preliminary design $ 21,613 Task 2 Initial Design $ 15,091 Task 3 Final Design $ 12,463 Task 4 Bid Phase Services $ 2,840 Task 5 Construction Phase Services $ 18,288 Fee SubTotal $ 70,295 In addition to the fee total listed above, we propose an additional services allowance for Fort Gordon permitting and design contingency of $10,000. The total proposed project fee is $80,295. Should this approach meet with your approval, we look forward to entering into a Contract with Augusta Utilities Department. Very truly yours, ZIMMERMAN, EVANS AND LEOPOLD, INC. Stacey W. Gordon, P.E. President SWG:st Attachments: Project Fee Summary Preliminary Cost Estimate Rate Table PROJECT FEE ESTIMATE Fort Gordon, B Street Water main replacement PREPARED BY: SWG Date : 11/9/18 1 Task 1 – Preliminary Design (30%)Fee Summary 1.01 Design Locate $6,950 1.02 Survey $5,575 1.03 Existing Site Condition Layout $3,640 1.04 Preliminary Water main route $2,590 1.05 Preliminary Cost Estimate $1,075 1.06 30% Submittal and Review $1,783 Task 1 Subtotal $21,613 2 Task 2 –Initial Design (60%) 2.01 Service Line Coordination effort $2,560 2.02 Existing waterline abandonment details and plans $2,360 2.03 Water Main Plans and details $2,688 2.04 Traffic Control Plan $1,320 2.05 Soil and Erosion Control Plan $1,940 2.06 Draft technical Specifications $2,440 2.07 60% Submittal and Review $1,783 Task 2 Subtotal $15,091 3 Task 3 – Final Design (90%) 3.01 Complete Documents based on Initial Design Review $2,560 3.02 Complete Technical Specifications and Upfront documents $2,245 3.03 Update Cost Estimate $925 3.04 ZEL QA/QC $1,510 3.05 Submit for Regulatory Review $1,430 3.06 90% Submittal and Review $1,935 3.07 Final Bid Submittal $1,858 Task 3 Subtotal $12,463 4 Task 4 - Bidding Phase 4.01 Pre-Bid Questions $860 4.02 Addendums $970 4.03 Bid $275 4.04 Bid Review $505 4.05 Bid Recommendations $230 Task 4 Subtotal $2,840 5 Task 5 - Construction Phase 5.01 Construction Contract Preparation $1,540 5.02 Preconstruction Conference $1,235 5.03 Submittal Review $3,020 5.04 Responses to Contractor RFI's $6,110 5.05 Monthly Pay Application review $1,730 5.06 Construction Monthly Progress Meetings $3,304 5.07 Record Drawing Preparation $1,350 Task 5 Subtotal $18,288 Fee SubTotal $70,295 Additional Services Allowance $10,000 Fee Total $80,295 Fort Gordon, B Street Water Main Replacement Project # 1218 - P43 Preliminary Cost Item#Description Unit Quantity Unit Price Amount 1 12" DIP LF 4500 $90 $405,000 2 Compact Fittings Ton 2.5 $8,500 $21,250 3 Fire Hydrant Assembly EA 2 $5,200 $10,400 4 12" Gate Valve & Valve Box EA 11 $3,000 $33,000 5 8" Gate Valve & Valve Box EA 1 $1,700 $1,700 6 6" Gate Valve & Valve Box EA 7 $1,200 $8,400 7 Connect to 12" to Existing 12" Water Main EA 2 $4,000 $8,000 8 Connect to 12" to Existing 6" Water Main EA 7 $3,500 $24,500 9 Reconnect to Existing 6" Fire Line EA 11 $2,500 $27,500 10 Reconnect to Existing Water Meter EA 12 $1,500 $18,000 11 Remove & Replace Concrete Curb LF 120 $35 $4,200 12 Remove & Replace Sidewalk SY 70 $115 $8,050 13 Remove & Replace Asphalt Pavement SY 2580 $85 $219,300 over roadway Trench 14 Abandon Existing 8" Main and fill with Grout CY 60 $175 $10,500 15 Curb Inlet Protection EA 16 $100 $1,600 16 Sample Taps EA 5 $600 $3,000 17 Select Refill CY 100 $30 $3,000 18 Traffic Control LS 1 $5,000 $5,000 Subtotal $812,400 15% Contingency $121,860 Construction Total $934,260 Engineering Fees (6.18%)$57,770 Surveying Fees $5,575 Locate Services $6,950 Engineering Contingency $10,000 Estimated Project Total $1,014,555 ZIMMERMAN, EVANS & LEOPOLD, INC. 706-724-5627 | Fax 706-724-5789 | 435 Telfair Street | Augusta, GA 30901 zelengineers.com Engineering Standard Rates (Effective January 1, 2018) Project Manager/Management Level (Principal) ........................................$175.00/hr Professional Engineer (P.E.) .......................................................................$150.00/hr Staff Engineer .............................................................................................$ 100.00/hr Engineering Technician/Designer ...............................................................$ 90.00/hr Resident Project Representative/Inspector .................................................$ 85.00/hr Technical/CADD Personnel........................................................................$ 70.00/hr Register Land Surveyor (RLS) ...................................................................$ 105.00/hr Survey Crew................................................................................................$ 130.00hr Admin Staff .................................................................................................$ 55.00/hr Mileage .......................................................................................................$ 0.545/mile Other Direct Expenses: Actual Cost plus 10% for handling and insurance. PR O J E C T M A P B S T R E E T W A T E R M A I N AU G U S T A U T I L I T I E S DE P A R T M E N T 45 2 W A L K E R S T R E E T , S U I T E 2 0 0 AU G U S T A , G A 3 0 9 0 1 Commission Meeting Agenda 1/15/2019 2:00 PM Engineering Services for Utilities Department’s Fort Gordon B Street Water Main Replacement Department:Utilities Department:Utilities Caption:Motion to accept proposal from Zimmerman, Evans and Leopold, Inc. (ZEL Engineers) to provide engineering services to design the Utilities Department’s Fort Gordon B Street Water Main Replacement project at a cost of $80,295.00. (Approved by Engineering Services Committee January 8, 2019) Background:Augusta Utilities Department (AUD) is the contracted water, sanitary sewer, and irrigation utility provider for Fort Gordon. Fort Gordon is planning to construct a n ew Cyber Center of Excellence ( CoE ) campus, which encompasses the entire existing campus facilities around Signal Tower. Existing b uildings are scheduled for demolition or renovation, and new buildings will be constructed to create a new cyber campus. In support of the new campus, AUD is planning to replace the water main in B Street to complete a water transmission loop around the campus. AUD requested ZEL Engineers submit a proposal to provide professional services to design the B Street Water Main Replacement project . The project will be funded by Fort Gordon under their Renewal and Replacement contract payments. Analysis:Based upon their qualifications as preapproved consultants under RFQ #18-132 Engineering Consultant Services for Utilities, the Utilities Department recommends contracting with ZEL Engineers to perform professional services to design the Fort Gordon B Street Water Main Replacement project. Utilities Department requests approval in the amount of $80,295.00 to fund the proposed services. Financial Impact:$80,295.00 funds are available from the following accounts: 507043410-5425110 / 88880200-5425110 Alternatives:No alternatives are recommended. Recommendation:Recommend approval for Utilities Department to contract with Zimmerman, Evans and Leopold, Inc. for the proposed services in the amount of $80,295.00. Funds are Available in the Following Accounts: Funds are available in the following accounts: 507043410- 5425110 / 88880200-5425110 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Department of Information TechnologyGeospatial Information Solutions (GIS) Division535 Telfair St Bldg 2000 | Augusta, GA 30901www.augustaga.gov/gis | gis@augustaga.gov Like, Follow, Share #AugustaGIS µ Brussels Street Pump Station Abandonment Print Date Oct 31, 2018 Augusta, GA Disclaimer The data represented on this map has beencompiled by the best methods available. Accuracyis contingent upon the source information ascompiled by various agencies and departmentsboth internal and external to the consolidatedgovernment of Augusta, GA. Augusta, GA and thecompanies contracted to develop these dataassume no legal responsibilities for theinformation or accuracy contained on this map. Itis strictly forbidden to sell or reproduce thesemaps or data for any reason without the writtenconsent of the Augusta Commission. 1 inch = 200 feetMap Scale Invitation to Bid Sealed bids will be received at this office until Thursday, October 4, 2018 @ 3:00 p.m. for furnishing: Bid Item #18-294 Brussels Street Pump Station Abandonment - Task Order – for Augusta, GA - Utilities Department Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Bid documents may be examined at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Plans and specifications for the project shall be obtained by all prime, subcontractors and suppliers exclusively from Augusta Blue Print. The fees for the plans and specifications which are non-refundable is $30.00. 294 It is the wish of the Owner that all businesses are given the opportunity to submit on this project. To facilitate this policy the Owner is providing the opportunity to view plans online (www.augustablue.com) at no charge through Augusta Blue Print (706 722-6488) beginning Wednesday, September 12, 2018. 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. A Mandatory Pre Proposal Conference will be held on Tuesday, September 18, 2018 @ 10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Thursday, September 20, 2018 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No proposal may be withdrawn for a period of sixty (60) days after RFPs have been opened, pending the execution of contract with the successful vendor. A 10% Bid Bond is required. A 100% performance bond and a 100% payment bond will be required for award. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Mailed to Pre-Qualified Task Order Vendors September 12, 2018 Revised: 2/19/2016 OFFICIAL VENDORS Attachment "B"E-Verify Bid Bond LSBG 5% SAVE Form Bid Price Blair Construction P. O. Box 770 Evans, GA 30809 Yes 224004 Yes Yes Yes $152,920.00 CBH Excavation 678 Heggies Ridge Dr. Appling, GA 30802 Yes 321326 Yes Yes Yes $139,560.40 Total Number Specifications Mailed Out: Total Number Specifications Download (Demandstar): N/A Total Electronic Notifications (Demandstar): N/A Mandatory Pre-Bid Attendees: 2 Total packages submitted: 2 Total Noncompliant: 0 Bid Opening Bid Item #18-294 Brussels Street Pump Station Abandonment Task Order Program for Augusta, GA Utilities Department Bid Date: Thursday, October 4, 2018 @ 3:00 p.m. Page 1 of 1 Blair Construction Co. Inc. Attn: Roy Mutimer 4308 Evans to Locks Rd P. O. Box 770 Evans, GA 30809 Beam’s Contracting Attn: Darrell Caudill 15030 Atomic Road Beach Island, SC 29842 CBH Construction Attn: Chris Hickman 678 Heggies Ridge Dr. Appling, Ga 30802 Tom Wiedmeier Utilities Department Sean Barr Utilities Department Kelley Irving Compliance Marie Corbin Utilities Department Bid Item# 18-294 Brussels Street Pump Station Abandonment - Task Order for Augusta Utilities Department Mailed Out Wed. 9/12/2018 Bid Item# 18-294 Brussels Street Pump Station Abandonment - Task Order for Augusta Utilities Department Bid Due: Thur. 10/04/18 @ 3:00 P.M. Commission Meeting Agenda 1/15/2019 2:00 PM ITB 18-294 Brussels Street Pump Station Abandonment Project Department:Utilities Department:Utilities Caption:Motion to approve award of Bid #18-294 for the Construction of Brussels Street Pump Station Abandonment Project to CBH Excavation in the Amount of $139,560.40.(Approved by Engineering Services Committee January 8, 2019) Background:This Project will consist of the installation of approximately 1 200 linear feet of 8” sanitary sewer main that runs off-site adjacent to Barton Chapel Road and tie-in to the existing sewer in the right-of-way of Barton Chapel Road to remove sanitary sewer from the Brussels Street Pump Station. Analysis:Augusta Utilities Department has reviewed the bid submitted by CBH Excavation. The bid for construction services was deemed to be fair and reasonable by Augusta Utilities Department. Financial Impact:Two bids were received on 18-294, CBH Excavation was found to be the lowest most responsive bid. Funding in the amount of $139,560.40 is available from accounts: 507043490-54-25410/ 88886666-54-25410 Alternatives:No alternatives are recommended. Recommendation:Augusta Utilities Department recommends the Commission approve the Construction Services to CBH Excavation in the amount of $139,560.40 for the Brussels Street Pump Station Abandonment Project. Funds are Available in the Following Accounts: Funds are available in the following accounts: 507043490-54- 25410/ 88886666-54-25410 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Commission Meeting Agenda 1/15/2019 2:00 PM Project Framework Agreement ADA and Sidewalk Improvements Kissingbower Rd between Marschalk Rd and White Rd Department:Engineering Department:Engineering Caption:Motion to approve entering into a Project Framework Agreement with the Georgia Department of Transportation for ADA and Sidewalk Improvements Along Kissingbower Road (Marschalk Rd to White Rd, PI #0015958) as requested by AED. (Approved by Engineering Services Committee January 8, 2019) Background:Currently, this portion of Kissignbower Road between Marschalk Road and White Road does not have any ADA standard handicap facilities. This roadway section is also missing some sidewalk sections. This project will improve Kissingbower Road for all pedestrians, including those with mobility issues, by installing ADA ramps at all intersections and repairing/installing sidewalk infrastructure. Analysis:Entering into the Project Framework Agreement with Georgia DOT will allow for Federal aid funding to move forward and provide the necessary funds to initiate the planning and development process. Financial Impact:GOT identified federal and state funding source to complete the design and construction phases of this project. Alternatives:1) Approve entering into a Project Framework Agreement with the Georgia Department of Transportation for the ADA and Sidewalk Improvements Kissingbower Road. 2) Do not approve. Recommendation:Approve Alternative Number One. Funds are Available in the Design Phase Funding (GDOT and Federal Funds). 80% or $239,963 Federal Fund will be tracked in org key 340041110. Following Accounts: 20% or $59,991 local match is from in-kind salary in org key 101041710-5111110 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda 1/15/2019 2:00 PM Project Framework Agreement ADA and Sidewalk Improvements Walton Way from 7th St to 11th St Department:Engineering Department:Engineering Caption:Motion to approve entering into a Project Framework Agreement with the Georgia Department of Transportation for ADA and Sidewalk Improvements Along Walton Way (7th Street to 11th Street, PI #0015959) as requested by AED. (Approved by Engineering Services Committee January 8, 2019) Background:Currently, this portion of Walton way between 7th Street and 11th Street does not have any ADA standard handicap facilities. This roadway section is also missing some sidewalk sections and curb & gutter. Several organizations that serve the disadvantaged community are located along this portion of Walton Way. This project will improve Walton Way for all pedestrians, including those with mobility issues, by installing ADA ramps at all intersections and repairing/installing sidewalk infrastructure. Analysis:Entering into the Project Framework Agreement with Georgia DOT will allow for Federal aid funding to move forward and provide the necessary funds to initiate the planning and development process. Financial Impact:GOT identified federal and state funding source to complete the design and construction phases of this project. Alternatives:1) Approve entering into a Project Framework Agreement with the Georgia Department of Transportation for the ADA and Sidewalk Improvements Walton Way. 2) Do not approve. Recommendation:Approve Alternative Number One. Funds are Available in the Following Accounts: Design Phase Funding (GDOT and Federal Funds). 80% or $447,569 Federal Fund will be tracked in org key 340041110. 20% or $111,892 local match is from in-kind salary in org key 101041710-5111110 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda Commission Chambe r - lt2t20l9 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; Few, Garrett, Sias, Frantom, M. williams, Davis, Fennoy, D. williams, Hasan and clarke, members of Augusta Richmond County Commission. INVOCATION: Reverend Brendolyn Jenkins Boseman, Pastor, Hudson Memorial CME Church. PLEDGE OF ALLEGIANCE TO THE FLAG OF THE LNITED STATES OF AMERICA. ELECTION OF OFFICER(S) A. Mayor Pro Tempore for two year term2019-2020.Item Action: Approved lE ltcmAoorovalsheet.html Motions Motion Motion Textrype Ms. Davis nominates Commissioner Sean Frantom. Mr. M. Williams Mr. Fennoy nomintes Commissioner Marion Williams. Made Seconded MotionBy By Result Passes votes Present. Voting No: Commissioner William Fennoy. Motion Passes 8-1. Motions Motion Motion Textrype Made By Seconded By Motion Result Motions ffit:"' Motion rext Made Seconded MotionBy By Result Mr. Sias moves to close the nominations. Ms. Davis seconds. B. Appointment of Standing committees for two-year term20l9-2020.Item Action: Approved lB ltemAporovalsheethtml Motions Motion Motion Textrype Approve Motion to approve as follows: Administrative Services Committee: Sammie Sias, Chairman; John Clarke, Vice Chairman; Mary Davis and Johnny Few, members; Engineering Services Committee: Marion Williams, Chairman; Ben Hasan, Vice Chairman; Brandon Garrett and Sean Frantom, members; Public Safety Committee: Dennis Williams, Chairman; Brandon Garreff, Vice Chairman; Johnny Few and Sammie Sias, members; Public Services Commiffee: Mary Davis, Chairman; Ben Hasan, Vice Chairman; John Clarke and Bill Fennoy, members; Finance Commiffee: Bill Fennoy, Chairman; Dennis Williams, Vice Chairman; Marion Williams and Sean Frantom, members. Ex-officio (Commissioners) members to various ARC Board, Commissions & Authorities: Richmond Co. Board of Health, D. Williams; Augusta Made By Commissioner Sammie Sias Seconded By Motion Result Passes Aviation Commission-Bush Field, Sias; Greater Augusta Arts Council, Frantom; Planning Commission, M. Williams; Library Board, Clarke; General Aviation Commission-Daniel Field, Clarke; Richmond County Board of Education, D. Williams; Family Connection, Few; Richmond County Hospital Authority, Garrett; Emergency 9 -l -l Council (Chairman of Public Safety), Garrett; Tax Assessors Board, Frantom and Few; CSRA Regional Development Authority, M. Davis; ARC Land Bank Authority, Hasan; Downtown Development Authority, Fennoy; Augusta Convention & Visitors Bureau, M. Davis; Canal Authority, Fennoy. Voting No: Commissioner William Fennoy. Motion Passes 9-1. CONSENT AGENDA (Item 1) PETITIONS AND COMMUNICATIONS 1. Motion to approve the minutes of the Commission held December 18, 2018. regular meeting of the lE Resuhr Commission_Meeting December l8 20lg.odf Augusta Item Action: Approved Motion Result E ItemAoorovalsheet.html Motions Motion Motion Textr ype Made By Seconded By Approve Motion to approve. Commissioner Motion Passes 10-0. Sammie Sias ****END CONSENT AGENDA**** AUGUSTA COMMISSION ll2t20t9 Commissioner Passes Brandon Garrett AUGUSTA COMMISSION REGULAR AGENDA l12t20t9 (Items 2-7) PLANNING 2. Z'L8-48 - A request for concuffence with the Augusta Georgia Planning Item Commission to approve, with the conditions stated below, a petition by Action: Michael Thurman requesting a change of zoning from Zone R-l (One- Disapproved family Residential) to Zone P-1 (Professional) affecting property containing 0.19 acres and known as 1230 R. A. Dent Blvd. Tax Map 046- 3-183-00-0 DISTRICT I The site shall not be available for parking until such time as all requirements have been met. Furthermore, the lot be fenced to prevent parking on the site, until such time as all site improvements can be executed;The applicant must start development of the parking lot within six (6) months or the property reverts to its previous zoning designation of residential use; residential use prevents the use of the property as a parking lot;The applicant must provide a detailed engineered Site Plan that meets all development regulations in place at the time of the submission of the site plan; The site, including all properties zoned in2017, must be enclosed on all sides with a 6 ft. solid fence or wall. This includes the property lines adjacent to the railroad.security lighting must be provided to adequately illuminate the parking area but must be directed away from the existing residential properties.A business license for the operation of a paid parking lot shall be acquired, prior to any parking on the site taking place. B z-18{8.pdf lE ItemApDrovalsheet.html Motions Motion Motion Text Type Motion to disapprove. Mr. Sias abstains. Voting No: Commissioner John Clarke, Commissioner r\^___ Mary Davis,IJCNY- uommrssloner Johnny Few, Commisioner Sean Frantom, Commissioner Brandon Garrett. Motion Fails 4-5 -1. PUBLIC SERVICES Made By Seconded By Motion Result Commissioner Marion Williams CommissionerWilliam Fails Fennoy 3. Discuss the Augusta Annual Senior Dinner Commissioner Marion Williams) and Dance. (Requested by Item Action: Approved lB ltemAoorovalsheet.html Motions Motion Motion Text'l'ype Motion to approve tasking the Administrator with researching in consultation with those people who participate in staging the event the idea A ---^_.^ for a line-item funding forAPProve the Seniors Dance with a projected budget of $15,000 for the event. Voting No: Commissioner Brandon Garrett. Motion Passes 9-1. Made By Seconded By Motion Result Commissioner Sammie Sias Commissioner William Fennoy Passes 4. Request authorizing resolution for Augusta Planning and Development on Item behalf of the Metropolitan Planning Agency to apply for Section 5303 FTA Action: grant through Georgia Department of Transportation. Approved lB GDOT Sec_5303 Resotution (002).docx B GDOT 5J03 Summarv 2020 UpWp 002).doc E cDot 5Jo3 wonx rLrMnnr s.aocx lE GDOT 5303 One Solution New Grrnt approvel (002).pdf lB GDOT Gratrt 5303 2020 Fy Grant Appticetion (003).pdf lE ItemAnorovalsheet.html Motions Motion rr-a:^_ m---1 rr r h Motion- ----- Motion Text Made By Seconded By'l'YPe ''---- -r Result A ^*-^,.^ Motion to approve. Commisioner CommissionerApprove Motion passes l0-0. Sean Frantom Mary Davis Passes ADMINISTRATIVE SERVICES 5. Discuss the Administrator's response to salaries and personnel of Juvenile Item court. (Requested by commission Marion williams) Action: Rescheduled lB Juvenile Court odf lE ltemAoorovalsheet.html Motions f#:" Motion Text Made By seconded By ffiXil Motion to refer this item to the next CommissionerDefer fffrT#;meeting on ;;##,:'Ji#' Brandon passes Garrett Motion Passes l0-0. ENGINEERING SERVICES 6. Discuss sidewalks installed by the Richmond County Board of Education on ItemKratha Drive in front of the Wilkerson Garden Elementary School. Action: (Requested by commissioner Marion wittiams) Approved E ltemApprovalsheet.html Motions Y:ll"' Motion Text Made B- seconded MotionType rvrutlor r €Xr Nlade lty By Result Motion to receive this item as information and approve asking the Engineering Department to come back at A the first meeting in February ::mSlsstoner with a recommendation of tien Hasan how to remedy the repairs to the sidewalk and the costs associated with it. unanimous consent is given to receive the item as information. PETITIONS AND COMMUNICATIONS 7. Motion to adopt Resolution of Support for I14 Interstate. (Requested by Item Commissioner Wayne Guilfoyle and Commissioner-Elect Brandon Action:Garrett.) Approved IE 2OI8-21-I8 AUGUSTA-RICHMOND COUNTY RESOIUTiON TEMDIAtE.Ddf lB YIC Interstate_I4 Georsia s Interstate Fect_Sheet .pdf E ltcmAoorovalsheet.html Motions Motion rr_a:^_ ,Tt-_1 rr r h Motion;"""" Motion Text Made By Seconded Byl'YPe -'---- -" Result a n^.^.,o Motion to approve. Commissioner CommissionerApprove Motion passes l0-0. Sammie Sias Brandon Garrett Passes LEGAL MEETING A. Pending and Potential Litigation. B. Real Estate. C. Personnel. 8. Motion to authorize execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. Item Action: None www.augustaga.qov CALLED MEETING COMMISSION CHAMBER January 8,2019 Augusta Richmond County Commission convened at ll:00 a.m., Tuesda5 January 8, 2019, the Honorable Hardie Davis, Jr., Mayor, presiding. PRESENT: Hons. Few, Garrett, Sias, Frantom, M. Williams, Davis, Fennoy, D. Williams, Hasan and clarke, monbers of Augusta Richmond county commission. Mr. Mayor: Good morning, good morning, good morning, good morning. All right, I,llcall this meeting to order. The chair recognizes Attorney MacKenzie. 1. LEGAL MEETING A. Pending and potential litigation B. Real estate C. Personnel Mr. MacKenzie: I would entertain a motion to go into an executive session to discusspending and potential litigation, real estate and personnel. Mr. D. Williams: So move. Mr. Frantom: Second. Mr. Mayor: Voting. All right, before everybody moves, just a couple of things. One, I want to thank everyone for being there last night. It was a wonderful time just to get together and fellowship with our Augusta friends and family members and I really appriciate ii. lt means a lot to have us all come together like we did last night. I also want to mention that here on the dias there are a couple of things that we're going to do. One, we're going to get a little recycling receptacle here so that we'll put our stuff here when we are done with it as opposed to just iettingit sit here and kind of grow and grow and grow. Ms. Bonner would greatly afpreciate that as soon as we're done with things that we know we don't read and are not going to toot at anymore we,regoing to put them in the receptacle. They'll be recycled and then *e'." going to play a little musical chairs as well in the next week or so. A1l right. Mr. Hasan: Does that mean our agenda books? Mr. Mayor: Can I go one more from the Senator from the 22"d who didn't quite articulateit the right way? I believe the gentleman knows of what he speaks. Ms. Davis and Mr. M. Williams out. Motion carries 8-0. IEXECUTTVE SESSTON] 2. Motion to authorize execution of the affidavit of compliance of Georgia's Open Meeting Act. Mr. MacKenzie: -- motion to execute the closed meeting affidavit. Mr. Fennoy: So move. Mr. Frantom: Second. Mr. M. Williams not voting. Motion carries 9-0. Mr. Mayor: The Chair recognizes the commissioner from the 4ft. Mr. Sias: Thank you, sir. I move to terminate Dr. Gwendolyn Conner effective immediately and to appoint Tony McDonald as Interim HR Director until the HR Director position is filled. Mr. Hasan: Second. Mr. Mayor: The Chair recognizes the commissioner from the 9ft. Mr. M. Williams: Can I get some explanation here? We've got someone who has been on administrative leave for probably 45 days and now after the legal meeting at ten this morning we make a motion to terminate an employee. Can I have some explanation as to, because I rially don't know the reason for the termination. I guess that would be my first question. Mr. Mayor: Yeah, well, I know the passion about this issue. I share the same sentiments. The Chair recognizes Attorney MacKenzie. Mr. MacKenzie: This is a personnel matter which was discussed in legal. My suggestion would be to discuss personnel matters in legal. Mr. M. Williams: Mr. Mayor, we're terminating on the floor. Now we ain't terminating in the back room so if we were terminating in the back room we might be able to talk about it back there but since we're out here with it, this is where it need to be brought to the light at. I haven't got no problem. It sounds like you've got your votes to do what you need to do and it probably wouldn't have been a motion nor a second to do that. And if there was a reason I may bi able tojoin in. But as an elected official I at least need to know why this termination is being brought forth. Mr. Mayor: well, you know again I think that, well, I think a lot of things. Mr. M. Williams: Yeah, I understand, Mr. Mayor, and so do I right now and they're notvery good if you really want to know what they were but I'm not going to share those things. Mr. Mayor: Yeah, so let's just see what it looks like right here and go ahead and let themvote. IvIr. M. Williams: Mr. Mayor, I can't stop them from voting but as an elected official, nowyou ain't going to take that from me, I have a right for the people I represent to know why we,redging and why we're taking that boat. I've beenlsking tha; quistion ftr quite some time and thatain't the first time that question has been asked. And there are some otheiissues, I hate to see thecity set itself up, or I hate for this Board to sel the city up for a lawsuit because there,s been thingsthat happened with other department heads that had not been addressed, have not been onadministrative leave, have not been even talked about. And so what we're doing now is setting asituation up for the city for another lawsuit. Let me put that out there too. This won,t be the firstone. This won't be the first female we've fired because we went into legal and decided to do that.And I say we because I'm on this board. Mr. Mayor: Yeah, yeah I believe that the gentleman has great passion for this. All right, we've got a motion and a second. Mr. M. Williams: So I don't get an answer, Mr. Mayor. Mr. Mayor: Well, I think the attorney gave his best response. Mr. M. Williams: His response was what we talked about in legal and ya'll had a legal meeting. But we're terminating someone on the floor and if you're going to go by the rules, lei's go by the rules now. If this was a dif[erent situation, a legal situation we need to talk about that hadn't been already came to a conclusion from what I'm hearing with a motion and a second, I'm sure you've got six commissioners willing to terminate somebody for whatever reason they think need to be terminated. And that may be fine. I just need to know because I've been asking those questions and as an elected official, again, I have not got them. Mr. Mayor: Yeah, well, I think the gentleman is again very passionate about this matter. I'm not confident that you're going to get an answer that's suitable for you with regards to this matter but what I do know, what I do know is that based on what I've seen and my observations that there likely is support for this motion and given the nature of this conversation and there are a variety of opinions about where we should be and where we shouldn't be. Quite frankly I think it's without question that there's still a substantial number of this body who believes that we should have never even been at this place. I too share that same sentiment but now that we're here I think what you're seeing is that there is a desire to take a step forward in the new year without further damage to those involved in particular the person that as well have noted is being asked to be terminated so what I'm going to ask you to do at this point is allow us to go ahead and just vote. As you well know that we talk about maffers in executive session during that meeting and we then come out here and we take a binding action. Anything that we talk about in executive session is non-binding in nature until there is a move forward by this body to act on it. We can raise hands, we can wink eyes and all of those things while weore in executive session but that is non-binding. When you come out here, you're going to take a binding action and I think that's what,s about tohappen. Voting. Mr. M. Williams: Can I get a roll call vote, Mr. Mayor? Mr. Mayor: I already asked for the vote. Mr. M. williams: can I get the clerk to post the vote then, Mr. Mayor? Mr. Mayor: Voting and I'm not trying to cut you off. Mr. M. Williams: You're not cutting me off. I'm just paving the way because I understand what, how transparent is supposed to work and doesn't work like that in this government. But we talk about it all the time. Mr. M. Williams: I'm voting no. Mr. Garrett and Mr. M. Williams vote No. Motion carries 8-2. Mr. Mayor: All right, the Chair recognizes Attorney MacKenzie. Mr. MacKenzie: I would entertain a motion to approve an amendment to the 925 Laney Walker lease. Mr. Sias: So move. Mr. D. Williams: Second. Mr. Mayor: Voting. Mr. M. Williams not voting. Motion carries 9-0. Mr. Mayor: The Chair recognizes Attomey MacKenzie. Mr. MacKenzie: I would entertain a motion to forgive the second mortgage lien held by the Housing and Community Development Department in the amount of $321500 for Miss Angela smith for the home and real property located at1223 Holley Street. Mr. Sias: So move. Ms. Davis: Second. Mr. Mayor: Voting. Mr. M. Williaps not voting. Motion carries 9-0. Mr. Mayor: Just as a point of order for the commissioner from the 4ft the Chair will entertain a motion read by the attomey. Mr. MacKenzie: That motion would be a motion to approve Wells Fargo termination transfer agreement letter and to pay $921500 to \ilells Fargo for unpaid loan servicing fees,to approve Wells Fargo loan servicing procedures and to authorize the Housing and Community Development Department to service terminating transfer loans in-house. Mr. Sias: So move. Mr. D. Williams: Second. Mr. Mayor: Voting. Mr. M. Williams not voting. Motion carries 9-0. Mr. Mayor: The Chair will entertain a motion read by the attomey. Mr. MacKenzie: A motion to approve an amendment to the Convention & Visitors Bureau agreement. Ms. Davis: So move. Mr. Sias: Second. Mr. Mayor: Voting. Mr. M. Williams not voting. Motion carries 9-0. Mr. Mayor: All right, I believe that's all that's before us. public Services. IMEETING ADJOURNED] Lena J. Bonner Clerk of Commission CERTIFICATION: I, Lena J. Bonner, Clerk of Commission, hereby certify that the above is a true and correct copyof the minutes of the Called Meeting of the Augusta Richmond County Commission held on January 8,2019. Clerk of Commission Commission Meeting Agenda 1/15/2019 2:00 PM Minutes Department: Department: Caption:Motion to approve the minutes of the regular meeting of the Augusta Commission held January 2, 2019 and Special Called meeting held January 8, 2019. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Lena Bonner From: Sent: To: Cc: Subject: Ms. Bonner, Commissioner Sean Frantom Wednesday, January 09,20L9 L:29 PM Lena Bonner Commissioner Dennis Williams; Commissioner Sammie Sias Please add the two agenda items to the Commission Meeting Motion to place Commissioner Sias on the Richmond County Health Board replacing Commissioner Dennis Williams. Motion to add Commissioner Dennis Williams to the Augusta RegionalAirport board as in previous years. Thank you, Sean Frantom Com missioner District 7 (706)s64-1663 sfra ntom @a ugustaga.gov This e-mail contains confidential information and is intended only for the individual named. lf you are not the named addressee, you should not disseminate, distribute or copy this e-mail. Please notify the sender immediately by e-mail if you have received this e-mail by mistake and delete this e-mail from your system. The City of Augusta accepts no liability for the content of this e-mail or for the consequences of any actions taken on the basis of the information provided, unlessthat information is subsequently confirmed in writang. Any views or opinions presented in this e-mail are solely those of the author and do not necessarily represent those of the City of Augusta. E-mail transmissions cannot be guaranteed to be secure or error-free as information could be intercepted, corrupted, lost, destroyed, arrive late or incomplete, or contain viruses. The sender therefore does not accept liability for any errors or omissions in the content of this message which arise as a result of the e-mail transmission. lf verification is required, please request a hard copy version. AED:104.1 L. 2. Commission Meeting Agenda 1/15/2019 2:00 PM Ex Officio Appointments BOH and AAC '19 Department: Department: Caption:Motion to appoint Commissioner Sias to serve as Ex-Officio on the Richmond County Board of Health replacing Commissioner Dennis Williams and appoint Commissioner Dennis Williams to the Augusta Aviation Commission as in previous years. (Requested by Mayor Pro Tem Sean Frantom) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 1/15/2019 2:00 PM Affidavit Department: Department: Caption:Motion to authorize 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: