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2019-02-19 Meeting Minutes
Commission Meeting Agenda Commission Chamber - 2/19/2019 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; Few, Garrett, Sias, Fennoy, Frantom, M. Williams, Davis, D. Williams, Hasan and Clarke, members of the Augusta Richmond County Commission. INVOCATION: Pastor Mike Hearon, First Presbyterian Church PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA. RECOGNITION(S) 2018 Employee of the Year A. Congratulations! Ms. Kaycee N. Braswell, Central Services Department, Fleet Management Division. Item Action: None 2018_EOY_Accolade_-_Kaycee_Braswell.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Ms. Kaycee Braswell is recognized as the 2018 Employee of the Year. January 2019 Employee of the Month. B. Congratulations! Mr. Erik Engle, Augusta Planning & Development Department. Item Action: None 01-2019_EOM_Accolade_-_Engle_Erik.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Mr. Erik Engle is recognized as the January 2019 Employee of the Month. Five (5) minute time limit per delegation DELEGATIONS C. Ms. Brenda Durant for Anthony "SleepyEyez" Carter - presentation of a poem.Item Action: None Augusta_Arts_Council_Anthony_Carter.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Mr. Anthony Carter is recognized and presents the reading of a poem. CONSENT AGENDA (Items 1-19) PLANNING 1. FINAL PLAT – VILLAGE AT GOSHEN PHASE 2 – S-876 - A request for concurrence with the Augusta Georgia Planning Commission to approve a petition by Southern Partners Inc., on behalf of The Gordon Group, LLC requesting final plat approved for the Village at Goshen, Ph. 2. This residential townhome development is located off Valencia Lane and contains 69 lots on 5.46 acres. Tax Map part of 199-0-088-00-0 DISTRICT 8 Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Passes Motion to approve. Motion Passes 10-0. Commisioner Sean Frantom Commissioner Mary Davis 2. Z-19-07 – A request for concurrence with the Augusta Georgia Planning Commission to approve a petition by Silver Street LLC, on behalf of John P. Jo, requesting a Special Exception to establish Multiple-Family Residential use in a P-1 (Professional) Zone per Section20-2-b of the Comprehensive Zoning Ordinance for Augusta, Georgia affecting property containing 0.31 acres and known as 401 Greene Street and part of 405 Greene Street. Tax Map 047-2-256-00-0 and part of 047-2-255-00-0 DISTRICT 1 Item Action: Approved z-19-07.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commisioner Sean Frantom Commissioner Mary Davis Passes PUBLIC SERVICES 3. Motion to approve a contract amendment with Reeves Young, LLC for Construction Services for Augusta’s Transit Operation and Maintenance Facility project. (Approved by Public Services Committee February 12, 2019) Item Action: Approved FTA_award_budget_page_#5.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commisioner Sean Frantom Commissioner Mary Davis Passes 4. Motion to approve GAMPO Application for Central Martinez Corridor Study for Columbia County through ARTS/MPO. (Approved by Public Services Committee February 12, 2019) Item Action: Approved GAMPO_2019_Central_Martinez_Corridor.pdf GAMPO_Central_Martinez_Cooridor_Study_OneSolution_Applicationr.pdf Resolution_Martinez_Corridor_Study.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commisioner Sean Frantom Commissioner Mary Davis Passes 5. Motion to approve ARTS as the MPO applying for GAMPO funding of MTP 2045. (Approved by Public Services Committee February 12, 2019) Item Action: Approved GAMPO_2045_MTP_OneSolution_ApplicationR.pdf Final_ARTS_2045_MTP_Scope_of_Work_111618.pdf GAMPO_2019_MTP.pdf Resolution_(MTP)_2045.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commisioner Sean Frantom Commissioner Mary Davis Passes 6. Motion to approve establishing a dedicated account for the Annual Senior Holiday Dinner in the amount of $13,000. (Approved by Public Services Committee February 12, 2019) Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Voting No: Commissioner Commissioner Sammie Sias Commissioner Mary Davis Passes Brandon Garrett. Motion Passes 9-1. ENGINEERING SERVICES 7. Motion to approve funding for Design Consultant Services Supplemental Agreement Three to Wolverton & Associates, Inc. in the amount of $93,480.00 for the 15th Street Pedestrian Improvement Project as requested by the AED. RFQ 16-246 (Approved by Engineering Services Committee February 12, 2019) Item Action: Approved 15thSt_PI0011408Wolverton-CEI_Services.pdf CPB_01.22.19.xlsx SA2_15th_St.__01.22.19.docx 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 Ben Hasan Passes 8. Motion to approve supplemental funding for Engineering Phases of Design Consultant Agreement to Civil Services, Inc. in the amount of $75,775.00 for 5th Street Bridge over the Savanah River (Bridge Repair and Restoration) as requested by AED. RFQ 16-247.(Approved by Engineering Services Committee February 12, 2019) Item Action: Approved 5th_Street_Supplement_12-28-2018.pdf CPB_5th_Street_Bridge_SA2_01.17.19.xlsx SA2_5th_Street_River_Bridge_01.17.19.docx 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 Ben Hasan Passes 9. Motion to approve to Supplement Construction Contract to Blair Construction in the amount of $455,560.92 for completing needed supplemental Improvements for Belair Road Roadway and Drainage Improvements Project (Jimmie Dyess Parkway to Wrightsboro Road) as requested by AED. Bid Item 15-196 (Approved by Engineering Services Committee February 12, 2019) Item Action: Approved Copy_of_CPB_Supplement_Construction_1.22.19_(002).xlsx Belair_Rd_Leveling_and_Paving_items.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commisioner Sean Frantom Commissioner Mary Davis Passes 10. Motion to approve award of Bid #18-239 for the Construction of Rocky Creek Pump Station Project to BRW Construction Group, LLC. in the amount of $4,269,000.00. (Approved by Engineering Services Committee February 12, 2019) Item Action: Approved Rocky_Creek_Map.pdf 18-239_ITB_-_SENT_TO_PAPER.docx 18-239_MPB.pdf 18-239_TAB.pdf 18-239_Department_Recommendation_of_Award_and_Justificaiton_for_Over-Budget.pdf 18-239_Planholders_List.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 Ben Hasan Passes 11. Motion to approve award of Bid #18-308 for the Construction of Boykin Road Water and Sewer Project to Blair Construction, Inc. in the amount of $2,382,955.00. (Approved by Engineering Services Committee February 12, 2019) Item Action: Approved 18-308_ITB_-_SENT_TO_PAPER.docx 18-308_MPB.pdf 18-308_TAB.xlsx 18-308_Boykin_Road_Water_and_Sewer_Project_Blair_Construction_Inc.pdf 18-308_Department_Recommendation_of_Award_Boykin_Rd_Directors_Memo_and_Bid_Tab.pdf Boykin_Map.pdf Contract_Front_End.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 Ben Hasan Passes 12. Motion to approve the deeds of dedication, maintenance agreements, and road resolutions submitted by the Engineering and Augusta Utilities Departments for Manchester Subdivision, Section Eight-A. (Approved by Engineering Services Committee February 12, 2019) Item Action: Approved Manchester_Section_8A_Dedication_Forms.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commisioner Sean Frantom Commissioner Mary Davis Passes 13. Motion to approve the continued funding of the current On-Call Field and Laboratory Testing for Soil and Construction Material, and Geotechnical Inspection and Investigation (CMT_Geotech) Services contract in the amount of $900,000. Funding is available in Projects Funds and TIA Discretionary Funds. RFP: 14-140 (Approved by Engineering Services Committee February 12, 2019) Item Action: Approved CPB__On_Call_Services-Wrightsboro_and_Berckmans__1.22.2019.xlsx AED_Projects_List_2019_Construction_01212019.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commissioner Ben Hasan Commissioner Sammie Sias Passes 14. Motion to approve easement with A & D Land Preserve on 3.22 Acres in Edgefield County, SC. (Approved by Engineering Services Committee February 12, 2019) Item Action: Approved Easement_Deed-DRAFT-2019_February_1.doc ItemApprovalSheet.html Motions Motion Type Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commisioner Sean Frantom Commissioner Mary Davis Passes 15. Motion to approve Bid Item 19-129 – Landscape Maintenance Services to Davis Landscape for the Environmental Services Department. (Approved by Engineering Services Committee February 12, 2019) Item Action: Approved Invitation_to_Bid_Sent_to_Newspaper.docx TAB_SHEET_-_OFFICIAL.pdf 19-129_Mandatory_Site_Visit.pdf 19-129_Recommendation_from_the_Department.pdf 19-129_Planholders_List.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commisioner Sean Frantom Commissioner Mary Davis Passes 16. Motion to approve Roadway Lighting Agreement with the Georgia Department of Transportation in conjunction with TIA funded SR4/15th Street Improvements Project (Milledgeville Rd. to Government Rd.) as requested by AED. (Approved by Engineering Services Committee February 12, 2019) Item Action: Approved PI_220680-_Richmond_15th_St_Lighting_Agreement.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commisioner Sean Frantom Commissioner Mary Davis Passes 17. Motion to approve Supplement funding (SA1) for Engineering Concept Phase (design phase 1) of the Design Consultant Services Agreement to Wolverton & Associates, Inc. in the amount of $174,899.00 for the Willis Foreman Improvement Project as requested by the AED. RFQ 17-265 (Approved by Engineering Services Committee February 12, 2019) Item Action: Approved Willis_Forman_Wolverton-SA1_12202018.pdf SA1_Willis_Foreman_011819.docx CPB_011819.xlsx ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commisioner Sean Frantom Commissioner Mary Davis Passes 18. Motion to approve to Supplement Construction Contract to Beam’s Contracting, Inc. in the amount of $688,684.00 for completing needed supplemental Improvements for Wrightsboro Road Widening Improvements Project (Marks Church Rd to Augusta West Pkwy) as requested by AED. Bid Item 18-127. (Approved by Engineering Services Committee February 12, 2019) Item Action: Approved Fee_Proposal__WrightsboroSupplement__01032019.pdf Supplement_construction_contract_1.15.2018.xlsx ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commissioner Ben Hasan Commissioner Dennis Williams Passes PETITIONS AND COMMUNICATIONS 19. Motion to approve the minutes of the regular meeting of the Augusta Commission held February 5, 2019 and Special Called meeting held February 12, 2019. Item Action: Approved Regular_Commission_Meeting_February_5_2019.pdf Called_Commission_Meeting_February_12_2019.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commisioner Sean Frantom Commissioner Mary Davis Passes ****END CONSENT AGENDA**** AUGUSTA COMMISSION 2/19/2019 AUGUSTA COMMISSION REGULAR AGENDA 2/19/2019 (Items 20-39) PUBLIC SERVICES 20. Report from staff regarding an assessment of the bus shelters currently in inventory, how many will be needed, where the locations are and a cost estimate for the new bus stop signage. (No recommendation from Public Services Committee February 12, 2019) Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve appropriating funding of $100,453.57 for the installation of ten bus shelters, benches and pads with oversight from the Capital Projects Manager and also to include signage in the entire project and come back in 45 days with a comprehensive plan. Motion Passes 10-0. Commisioner Sean Frantom Commissioner Mary Davis Passes ADMINISTRATIVE SERVICES 21. Motion to approve an annual bid for Environmental Services Department, Utilities Department and Recreation and Parks Department. The items require Commission approval due to the fact that purchases on the individual purchase orders will exceed $25,000.00 per order. (Requested by Commissioner Sammie Sias) Item Action: Rescheduled Annual_Bid_Award_-_Commission_Approval_2019.doc 2019_Environmental_Services_Department_Annual_Bid_Documentation.pdf 2019_Utilites_Department_Annual_Bid_Documentation.pdf 2019_Recreation_and_Parks_Annual_Bid_Documentation.pdf SKM_C554e19021316470.pdf ItemApprovalSheet.html Motions Motion Text Made By Seconded By Motion Type Motion Result Defer Motion to approve referring this item back to committee with staff to provide the actual expenditures for 2018 and the projected expenditure for the items on the list for 2019. Motion Passes 10-0. Commissioner Sammie Sias Commisioner Sean Frantom Passes 22. Motion to approve bid award of the contract to furnish and install furnishings for the Maxwell Library Renovation project to the low bidder, PMC Commercial Interiors Inc. of Greenville, SC, in the amount of $124,802.36. (ITB 18-275) (Requested by Commissioner Sammie Sias) Item Action: Approved 18-275_Advertisement_to_Paper.pdf 18-275_MPB.pdf 18-275_TAB_SHEET.xls 18-275_Department_Recommendation_of_Award.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commisioner Sean Frantom Commissioner Mary Davis Passes 23. Motion to approve request from Utilities Department - Gordon Division to purchase of one new Trailer Hydro Excavator from Jet-Vac Equipment. (ITB 18-307) (Requested by Commissioner Sammie Sias) Item Action: Approved 18-307__ITB_-_SENT_TO_PAPER.docx 18-307_TAB.pdf 18-307_Department_Recommendation_of_Award.pdf 18-307_Planholders_List.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commisioner Sean Frantom Commissioner Mary Davis Passes 24. Motion to provide the Mayor authorization to sign the CHIP Grant Homeowner Rehab Conflict of Interest Certifications (4). (Requested by Commissioner Sammie Sias) Item Action: Approved DCA__Conflict_of_Interest_Certification.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commisioner Sean Frantom Commissioner Mary Davis Passes 25. Motion to approve Housing and Community Development Department’s (HCD's) request to provide HOME funding to assist two (2) low to moderate income homebuyers with gap financing, downpayment and closing costs to purchase homes. (Requested by Commissioner Sammie Sias) Item Action: Approved HCD_HOMEBUYER_SUBSIDY_AGREEMENT.pdf SKM_C554e19021316470.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commisioner Sean Frantom Commissioner Mary Davis Passes 26. Motion to approve Housing and Community Development Department’s (HCD's) request to provide funding to assist one (1) low to moderate income homebuyer with down-payment assistance to purchase a home. (Requested by Commissioner Sammie Sias) Item Action: Approved HCD_DPA_HOME_BUYER_AGREEMENT.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commisioner Sean Frantom Commissioner Mary Davis Passes 27. Motion to approve bid to award the contract for Webster Detention Center Building Automation System Upgrades to Trane of Augusta, GA, in the amount of $228,395.00. Bid Item 18-316. (Requested by Commissioner Sammie Sias) Item Action: Approved 18-316_ITB_-_SENT_TO_PAPER.docx 18-316_MPB.pdf 18-316_TAB_OFFICIAL.pdf 18-316_Department_Recommendation_of_Award.pdf 18-316_Planholder_List.pdf SKM_C554e19021316470.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commisioner Sean Frantom Commissioner Mary Davis Passes 28. Motion to approve Amendment to the Probation Services Order so as to allow for the Commission to enter into a private probation services contract for misdemeanor probation cases. (Requested by Commissioner Sammie Sias) Item Action: Approved 2019-2-12_Order_Probation_for_State_Magistrate_Courts-_Redline.pdf 2019-2-12_Order_Probation_for_State_Magistrate_Courts-_Clean.pdf SKM_C554e19021316470.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. M. Williams abstains. Motion Passes 9-0 -1. Commissioner Dennis Williams Commissioner William Fennoy Passes PUBLIC SAFETY 29. Motion to approve Contract with Motorola Solutions, Inc. to upgrade PremierOne CSR for the 311 Department. Item Action: Approved 2018-10-2_Motorola_PremierOne_CSR_Upgrade_and_Migration_Amendment_(PSA)-RNM_Draft.docx 2018-10-2_Motorola_PremierOne_CSR_Upgrade_Amendment_(MS)-_RNM_edits.docx Augusta_PremierOne_CSR_Upgrade_and_Migration_SOW_and_Proposal_09-06-2018.docx Motorola_Exhibit_A-Hosting_Service_Level_Agreement_9-6-2018.docx ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commisioner Sean Frantom Commissioner Mary Davis Passes 30. Motion to approve the purchase of Fire Department uniforms through North America Fire Equipment Company, Inc., (NAFECO) and authorize the Mayor to sign the contract for the purchase Fire Department uniforms through North America Fire Equipment Company, Inc. (NAFECO). Item Action: Approved SGM_Printer19020117590.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Ms. Davis out. Motion Passes 9-0. Commissioner Marion Williams Commissioner Sammie Sias Passes 31. Discuss inspection process and follow up procedure after inspection on Fire Department facilities. (Requested by Commissioner Brandon Garrett) Item Action: Approved Com._Brandon_Garrett_agenda_items.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Motion Passes 10-0. Commissioner Brandon Garrett Commissioner Ben Hasan Passes 32. Discuss the procurement process for work being done on Fire Stations. (Requested by Commissioner Brandon Garrett) Item Action: Approved Com._Brandon_Garrett_agenda_items.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Motion Passes 10-0. Commissioner Ben Hasan Commissioner Dennis Williams Passes FINANCE 33. Motion to affirm current authorized bank signatories and authorize the Mayor and Clerk to execute documents as required by financial institutions. (No recommendation from Finance Committee February 12, 2019) Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commisioner Sean Frantom Commissioner Mary Davis Passes 34. Motion to approve Augusta Commercial Property Insurance coverage for 2019 offered through Affiliated FM, current carrier, for a premium of $434,000 for full blanket coverage and limited flood coverage in flood prone areas. (No recommendation from Finance Committee February 12, 2019) Item Action: Approved SKMBT_C45119020115230.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commisioner Sean Frantom Commissioner Mary Davis Passes 35. Motion to approve funding for the March 19, 2019 Special Election in Commission District 5. (No recommendation from Finance Committee February 12, 2019) Item Action: Approved ELECTION_COST_WORKSHEET.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10-0. Commisioner Sean Frantom Commissioner Mary Davis Passes 36. Request to expand pool of banks as approved depositories. (No recommendation from Finance Committee February 12, 2019) Item Action: Rescheduled ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Defer Motion to refer this item back to committee. Motion Passes 10-0. Commisioner Sean Frantom Commissioner Mary Davis Passes ENGINEERING SERVICES 37. Update from Augusta Engineering Department regarding the city's goat program. (Requested by Commissioner Marion Williams) Item Action: None SKM_C554e19021313440.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result No formal action was taken on this item. Commissioner M. Williams requested that it be placed on the next agenda. 38. Motion approve additional services with Merrick & Company (McLaughlin Whitewater Design Group) in the amount of $75,000. (No recommendation from Engineering Services Committee February 12, 2019) Item Action: Rescheduled SKM_C22719020115330.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Defer Motion to refer this item back to committee. Motion Passes 10-0. Commisioner Sean Frantom Commissioner Mary Davis Passes ADDENDUM 39. Recognize the Augusta 911 Center for receiving the Outstanding 911 Call Center of the Year award from the NG911 Institute. The Augusta 911 Center Item Action: None was presented this award on February 13, 2019 at the 16th Annual 911 Honor Awards in Washington, D.C. Motions Motion Type Motion Text Made By Seconded By Motion Result The Augusta 911 Center is recognized as the Outstanding 911 Call Center of the Year award. LEGAL MEETING A. Pending and Potential Litigation. B. Real Estate. C. Personnel. 40. Motion to authorize execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. Item Action: None Upcoming Meetings www.augustaga.gov Commission Meeting Agenda 2/19/2019 2:00 PM Attendance 2/19/19 Department: Department: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 2/19/2019 2:00 PM Invocation Department: Department: Caption:Pastor Mike Hearon, First Presbyterian Church Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: AUGUSTA RICHMOND COUNTY EMPLOYEE RECOGNITION COMMITTEE February 19, 2019 Mayor Davis: The Employee Recognition Committee has selected Kaycee N. Braswell as Augusta, Georgia’s Employee of the Year for 2018. Kaycee Braswell has been serving in the capacity of Fleet Administrative Coordinator since August 2015. She has consistently demonstrated a strong work ethic by effectively and efficiently focusing on the myriad of tasks that are presented to her. She displays a positive and enthusiastic attitude in her daily activities while supporting many department employees of Augusta. In October 2017, she identified a potential problem with the expiration of all 1,515 fuel cards used by employees. She then coordinated with the card provider and within 20 work days of receiving the cards, she had distributed the cards to the 53 organizations that needed them. Upon the retirement of the Fleet Operations Officer Mrs. Braswell, in addition to her regular duties, took it upon herself to learn the requirements for obtaining tags, titles and registrations for fleet vehicles. She also took the impressive initiative of shouldering the responsibility for the acquisition of small equipment. Also, she recently began writing specifications for light vehicles, public safety vehicles and drafting agendas for Commission approval. Kaycee was instrumental in the sale of over 390 auction lots in 2017 which resulted in the appropriate fund distribution of revenues in the amount of $531,378.07. This required that she research various items, inventory and document each item and list the items on the GovDeals auction site. She then completed the sale once payment was made. Her accountability was flawless. Kaycee is a highly valued employee. Her performance brings a great deal of credit to the Augusta Commission, Central Services Department and Fleet Management. Based on this nomination, Kaycee’s outstanding contribution to Central Services and her service to Augusta, Georgia the Employee Recognition Committee would appreciate you joining us in recognizing Kaycee as the 2018 Employee of the Year. Thank you, The Employee Recognition Committee: Sylvia Williams, Committee Chairperson Alma R. Phillips Takiyah A. Douse Edeltraud Coleman Linda Jones Carla S. Moore Commission Meeting Agenda 2/19/2019 2:00 PM 2018 Employee of the Year Department: Department: Caption: Congratulations! Ms. Kaycee N. Braswell, Central Services Department, Fleet Management Division. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: AUGUSTA RICHMOND COUNTY EMPLOYEE RECOGNITION COMMITTEE February 19, 2019 Mayor Davis: The Employee Recognition Committee has selected Erik Engle as Augusta, Georgia’s Employee of the Month for January 2019. Erik Engle works in Planning and Development and is an outstanding example of Augusta, Georgia’s best employees. He is always willing to go above and beyond his assigned tasks. His finished products are creative and innovative, even while accomplishing the goal of imparting the pertinent information. Specifically, Mr. Engle was tasked with completing the Comprehensive Plan for Augusta, Georgia. Under a very short time constraint, Mr. Engle completed the task in six (6) months, along with continuing his other duties. Due in large part to his efforts, the Comprehensive Plan was adopted by the Augusta, Georgia and approved by the Department of Community Affairs, thus allowing Augusta, Georgia to maintain their Local Qualified Government status. Mr. Engle’s positive attitude towards every aspect of his position makes him a valued team member and a pleasure to work with. The Planning and Development Department and Augusta, Georgia are lucky to count Mr. Engle as one of their own. Based on this nomination, Erik Engle’s outstanding contribution to Planning and Development and his service to Augusta, Georgia, the Employee Recognition Committee would appreciate you joining us in recognizing Mr. Engle as the January 2019 Employee of the Month. Thank you, The Employee Recognition Committee: Sylvia Williams, Committee Chairperson Alma R. Phillips Takiyah A. Douse Edeltraud Coleman Linda Jones Carla S. Moore Commission Meeting Agenda 2/19/2019 2:00 PM January 2019 Employee of the Month. Department: Department: Caption: Congratulations! Mr. Erik Engle, Augusta Planning & Development Department. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: AGEhIDA ITEM REQUEST FORM Commission/Committee: (Please check one) commissio, Lb fi lULlPublic Services Committee Administrative Services Committee Engineering Services Committee Finance Committee Public Safety Committee contact Information for rndividuauPresenter Making the Request: Name: Address: Telephone Number: Fax Number: ,ob ?2-to= Vl al_ E-Mail Address: Caption/Topic of Discussion to be placed on the Agenda: Please send this request form to the following address: Ms. Lena J. Bonner Telephone Number: 706-g2l-1g20 Clerk of Commission Fax Number: 706-S2l-lE3S !99,n 806 Municipal Building E-MaiI Address: lbonner@augustaga.gov 530 Greene Street Augusta, GA 309U Requests may be fa:ted, e-mailed or delivered in person and must be received in the Clerk's Office no later than 5:00 p.m. on the Wednesday preceding the Commission or Committee meeting of the following week. A five-minute time limit will be allowed for presentations. Commission meetings are held on the fust and third Tuesdays of each month at 2:00 p.m. Committee meetings are held on the second and last Mondays of each month from 12:30 to 3:30 p.m. Commission Meeting Agenda 2/19/2019 2:00 PM Anthony "SleepyEyez" Carter Department: Department: Caption:Ms. Brenda Durant for Anthony "SleepyEyez" Carter - presentation of a poem. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 2/19/2019 2:00 PM Final Plat - Village at Goshen Ph. 2 Department:Planning and Development Department Department:Planning and Development Department Caption: FINAL PLAT – VILLAGE AT GOSHEN PHASE 2 – S-876 - A request for concurrence with the Augusta Georgia Planning Commission to approve a petition by Southern Partners Inc., on behalf of The Gordon Group, LLC requesting final plat approved for the Village at Goshen, Ph. 2. This residential townhome development is located off Valencia Lane and contains 69 lots on 5.46 acres. Tax Map part of 199-0-088-00-0 DISTRICT 8 Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Commission Meeting Agenda 2/19/2019 2:00 PM Z-19-07 Department:Planning and Development Department Department:Planning and Development Department Caption: Z-19-07 – A request for concurrence with the Augusta Georgia Planning Commission to approve a petition by Silver Street LLC, on behalf of John P. Jo, requesting a Special Exception to establish Multiple-Family Residential use in a P-1 (Professional) Zone per Section20-2-b of the Comprehensive Zoning Ordinance for Augusta, Georgia affecting property containing 0.31 acres and known as 401 Greene Street and part of 405 Greene Street. Tax Map 047-2-256-00-0 and part of 047- 2-255-00-0 DISTRICT 1 Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission CONDITIONS Cost I # of Months I Total Cost 1 Superintendent Time (Terry McMillan) 2 Superintendent Truck Allowance 3 Superintendent Fuel & Maintenance 4 Superintendent Cell Phone & VMreless 5 Superintendent Living Allowance & Per Diem 6 Administrative Time 7 Accounting Time 8 Project Manager Time (Half Tim+Stephen) I Poect Manager Truck Allowance 10 Project Manager Fuel & Maintenance 'l 1 Project Manager Cell Phone & Wreless 12 Project Manager Travel 13 Executive Time (Matt) 14 Assistant Project ManagerTime (Zach Hump) 15 Assistant Project Manager Truck Allowance 16 Assistant Project Manager Fuel & Maintenance '17 Assistant Project Manager Cell Phone & Wreless 18 Assistant Poect Manager Living Allowance & Per Diem '19 Project Engineer (Guan) 20 P@ect Engineer Cell Phone & Wreless 21 Safety Manager Time $ 13,541 .67 $ 1,200.00 $ 500.00 $ 125.00 $ '1,325.00 $ 850.00 $ 850.00 $ 15,730.00 $ 1,200.00 $ 500.00 $ 125.00 $ 550.00 $ 2,500.00 $ 10,000.00 $ 1,200.00 $ 500.00 $ 125.00 $ 1,325.00 $ 8,250.00 $ 125.00 $ 1,255.00 $ 54,166.67 $ 4,800.00 $ 2,000.00 $ 500.00 $ 5,300.00 $ 3,400.00 $ 3,400.00 $ 31,460.00 $ 2,400.00 $ 1,000.00 $ 250.00 $ 1,100.00 $ 10,000.00 $ 40,000.00 $ 4,800.00 $ 2,000.00 $ 500.00 $ 5,300.00 $ 33,000.00 $ 500.00 $ 5,020.00 4 4 4 4 4 4 4 2 2 2 2 2 4 4 4 4 4 4 4 4 4 REQUIREMENTS Cost | # of Months I Total Cost 1 Field Office Supplies 2 Printing/Blueprints 3 Field Postage, Shipping 4 Small Tools & Equipment 5 Photographic Documentation 6 Field Offices & Sheds 7 Safety Equipment 8 Monthly Erosion Control I Sanitary Facilities 10 Construction Layout 11 Waste Dumpster / Haul 12 Construction Clean-Up 13 lnsurance, Bonding, Etc. 1 4 Drinking Water/Snacks/Etc 1 5 Computers and Software 1 6 Temporary Lighting/Power $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 250.00 1 50.00 75.00 250.00 50.00 1,250.00 '125.00 E50.00 500.00 2,500.00 2,000.00 850.00 850.00 1 s0.00 1,000.00 250.00 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 $ 1,000.00 $ 600.00 $ 300.00 $ 1,000.00 $ 200.00 $ 5,000.00 $ 500.00 $ 3,400.00 $ 2,000.00 $ 10,000.00 $ 8,000.00 $ 3,400.00 $ 3,400.00 $ 600.00 $ 4,000.00 $ 1.000.00 Total General Roquirements 11,100.00 4,M Total 5 255,297Monthly S Sr,OSg.Ss Fee (10%) S ao,6ss.eo5 zss,szz.zt Commission Meeting Agenda 2/19/2019 2:00 PM Contract Amendment Reeves Young, LLC Department:Augusta Public Transit Department:Augusta Public Transit Caption:Motion to approve a contract amendment with Reeves Young, LLC for Construction Services for Augusta’s Transit Operation and Maintenance Facility project. (Approved by Public Services Committee February 12, 2019) Background:The purpose of this contract is 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 Transit Department is requesting approval to increase the contract value for the Construction Services with Reeves Young, LLC from $14,463,019.98 to $14,748,952.25. This is a net increase of $285,932.27. Analysis:The required change order amendment is due to impacts to the Contractor’s critical path have resulted in the need to extend the General Conditions per the attached breakdown of cost. Initial Construction Contract on the Augusta Public Transit Operation & Maintenance Facility project included a duration of 12 months from Notice to Proceed to the contract starting on November 13, 2017. The updated construction schedule shows a completion date of April 1, 2019. The services that Reeves Young will provide are identified within, but can be summarized as the onsite management and supervision of the construction team. Financial Impact:This contract will be funded with local and federal grant funds from the Transit Department’s 2019 Capital Budget. 54709- 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-2018-016-00. Line 114-00 Org key: 547-09-1224 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Federal Metropolitan Planning (PL) Fund Application Form NAME OF STUDY: __Central Martinez Corridor Study_______________ PHASE: __1 of 1_____ MPO: __Augusta Regional Transportation Study (ARTS)_______________________________________ CONTACT (Name, Phone, Email): _Mary Elizabeth Burgess, (706-821-1131) mburgess@augustaga.gov PROJECT START DATE: __June 2019____ PROJECT END DATE: ____January 2020_________ IS PROJECT UPWP/TIP APPROVED: _Yes_ IF NO, AMENDMENT NEEDED? ___________ PREVIOUS WORK ON PROJECT: This project was approved for FHWA PL funds in March 2017, but due to unknown circumstances did not advance any further. DESCRIPTION OF PROJECT BACKGROUND, NEED & GOALS: The purpose of this corridor study is to analyze traffic conditions along a 1.2 mile stretch of Washington Road (SR 104) between Flowing Wells Road and Davis Road; .45 miles of Columbia Road (SR 232) between Flowing Wells Road and Washington Road; .2 miles of Old Evans Road from Martinez Boulevard to Washington Road; and 0.75 miles of Bobby Jones Expressway (SR 232 from Washington Road to Old Trail Road. This area includes three (3) regional corridors as defined in the ARTS 2040 Long Range Transportation Plan and Congestion Management Study: 2014 Washington Road (SR 104), Columbia Road (SR 232) and I-520 / Bobby Jones Expressway. The project will included but be not limited to: land use development policies, identify access management practices, traffic analysis, capacity analyses, micro-simulation modeling, signal warrants, and concept drawings suitable for presentation to stakeholders, business and property owners, local and state elected officials and the public, to implement infrastructure improvements in the Central Martinez commercial area. This study will produce recommendations of transportation improvements projects to present to the ARTS committees and Georgia Department of Transportation to amend the 2040 LRTP. COST DESCRIPTION (contract, staff, purchase data costs, etc.): The cost will be $500,000 ($400,00 FHWA PL Funds and $100,000 Local Match and In-Kind Contribution from Columbia County.) ARTS staff proposes to hire consultants to conduct the study and the ARTS staff with assistance from the Procurement Department will lead the procurement process to secure a professional consultant to conduct a thorough analysis and plan for major corridors and sub-area in the Martinez area of Columbia County. The Columbia Count Engineering Division and Planning Division staff will assist with Project Management and Technical oversight. PL FUNDS: _____$400,000___ LOCAL MATCH (CASH): _____$100,000____ LOCAL MATCH (IN-KIND): _____$ 35,000____ TOTAL COST: ____$535,000____ MAPS/IMAGES OF PROJECT: Attach scope, fee proposal, MPO Policy Board matching funds resolution, or any other Information. The Augusta Planning and Development Department with assistance from the Procurement Department will lead the procurement process to secure professional consultants to conduct thorough analysis and plan for major corridors and sub-area in the Martinez Area of Columbia County. The Columbia County Engineering Division and Planning Division staff will assist APDD with Project Management and Technical oversight. This project will be integrated with the 2045 LRTP Performance Based Multimodal Plan. (NEED LETTER FROM COLUMBIA COUNTY WITH GUARANTEE OF MATCHING FUNDS) RESOTUTION TO ALTOW AUGUSTA REGTONAI TRANSPROTATION STUDY (ARTS) AS THE DESTGNATED METROPOIITIAN PIANNING ORGNTZATTON (MpO) TO Appty ro rHE GEORGTA METROPOL!flAN PTANNING ORGANIZATION(GAMPO} FUNDS TO HIRE A CONSUTTANT TO COMPLETE THE CENTRAT MARTINEZ COORIDOR STUDY. WHEREAS, the Augusta RegionalTransportation Study (ARTS) has been designated by the Governor of Georgia as the Metropolitan Planning Organization (MPO) for the jurisdiction including Augusta-Richmond County, GA; Columbia County, GA; Edgefield County, SC and Aiken County, SC in accordance with Federal requirements of Title 23, Section 134 of the United States Code to have a cooperative, comprehensive and continuous transportation planning process; and WHEREAS, the MPO will conduct federally-required transportation planning activities that will improve the transportation system and help coordinate the area's future growth within the above jurisdiction; WHEREAS, it is required by the United States Department of Transportation and the Georgia Department of Transportation in accordance with the provisions of Title Vl 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 Vl 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 tT RESOTVED that the Augusta Regional Transportation Study confirms that local match 5100,000 provided by Columbia County as well as S35,OOO in kind, and requests consideration to apply for 5400,000 through Georgia Metropolitan Planning Organization for to complete the Central Martinez Corridor Study: APPROVED AND ADOPTED this day ot ,2OL9 Authorized Official Hardie Davis, Jr., Mayor of the City of Augusta Signed, sealed and delivered this day of -, 2019 in the presence of Witness Notary Public/Notary Seal CERTIFICATE The undersigned duly qualified and acting (lof | (Title of Cenifying/Attesting Officiol)( Applicant's Legol Name)certifies that the foregoing is a true and correct copy of a resolution adopted at a legally convened meeting held 20L9. Name of Certifyi ng/Attesting Officer (Seal) Title of Certifying/Attesti ng Officer Commission Meeting Agenda 2/19/2019 2:00 PM GAMPO APPLICATION FOR CENTRAL MARTINEZ CORRIDOR STUDY Department:Planning and Development Department:Planning and Development Caption:Motion to approve GAMPO Application for Central Martinez Corridor Study for Columbia County through ARTS/MPO. (Approved by Public Services Committee February 12, 2019) Background:The purpose of this corridor study is to analyze traffic conditions along a 1.2 mile stretch of Washington Road (SR 104) between Flowing Wells Road and Davis Road; .45 miles of Columbia Road (SR 232) between Flowing Wells Road and Washington Road; .2 miles of Old Evans Road from Martinez Boulevard to Washington Road; and 0.75 miles of Bobby Jones Expressway (SR 232 from Washington Road to Old Trail Road. This area includes three (3) regional corridors as defined in the ARTS 2040 Long Range Transportation Plan and Congestion Management Study: 2014 Washington Road (SR 104), Columbia Road (SR 232) and I-520 / Bobby Jones Expressway. Analysis:This is a request made by Columbia County through ARTS/MPO Financial Impact:GAMPO funds requesting: $400,000 Local match Columbia Co. (cash) $100,000, Columbia Co. in-kind $35,000 Alternatives:Approve/Deny Recommendation:Approve Funds are Available in the Following Accounts: GAMPO funds requesting: $400,000 Local match Columbia Co. (cash) $100,000, Columbia Co. in-kind $35,000 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission SCOPE OF SERVICES FOR THE AUGUSTA REGIONAL TRANSPORTATION STUDY 2045 METROPOLITAN TRANSPORTATION PLAN UPDATE – PERFORMANCE BASED MULTIMODAL TRANSPORTATION PLAN REQUEST FOR PROPOSAL Prepared by Augusta Regional Transportation Study Metropolitan Planning Organization 535 Telfair Street, Suite 300 Augusta, GA 30901 November 2018 1 1. SCOPE OF PROPOSAL Augusta Regional Transportation Study (ARTS) is requesting proposals to develop a Metropolitan Transportation Plan (MTP) Update. All proposals submitted must be complete and convey all of the information requested. If the proposal fails to conform to the essential requirements of this Request for Proposal (RFP), ARTS and ARTS alone will be the judge as to whether that variance is significant enough to consider the RFP non-responsive and therefore not considered for award. 2. REQUEST FOR PROPOSAL PURPOSE This RFP provides interested offerors with sufficient information to enable them to prepare and submit written proposals for consideration by ARTS to develop a MTP Update for the ARTS planning area. This project is funded by Federal Planning (PL) funds from the Federal Highway Administration (FHWA), Georgia Department of Transportation (GDOT) and, South Carolina Department of Transportation (SCDOT). You are asked to provide a written description of how your firm proposes to complete the MTP update. The proposed scope of work shall not exceed 30 (thirty) double-sided pages in length, including any illustrations (but excluding cover letter, required forms, appendices, Team Qualifications and Project Team Member Resumes). The scope should outline the project tasks or elements and a time schedule for completion of each task and the entire project. The successful bidder shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary for the MTP update as per the scope of services outlined below. 3. PROJECT OVERVIEW The Augusta-Richmond County Planning Commission (ARCPC) issues this RFP to consulting firms (the CONSULTANT) interested in providing professional services for updating the ARTS MTP. The purpose of the MTP is to promote a safe and efficient transportation system to serve future year transportation needs. Meeting this objective the MTP must be the result of a continuing, cooperative and comprehensive (3C) transportation planning process. The MTP will use 2020 as a base year and 2045 as the horizon year and document the assessment of multimodal transportation facilities, services, financial and policy needs over the next 25 years. Federal and state statutes govern the requirements for long-range transportation planning updates and are incorporated in this Scope of Services. The MTP must be ‘financially constrained’ and be updated in accordance with metropolitan transportation planning regulations contained in 23 CFR Part 450, Subpart C. The development and content of the MTP should, at a minimum, conform to the requirements and principles contained in: 1) 23 CFR Part 450.322; 2) 23 CFR Part 450.306; 3) 23 CFR Part 450.316; and, 4) FAST Act – Fixing America’s Surface Transportation Act of 2015. 4. ABOUT ARTS ARTS is a bi-state Metropolitan Planning Organization (MPO) covering the Augusta-Richmond County, GA; and, Aiken County, SC urbanized areas. ARTS planning area covers an approximate land area of 793 square miles with population of 511,686 (US Census 2010). The ARTS planning area includes: Richmond County, and the Cities of Hephzibah and Blythe in Georgia; the Fort Gordon Military Reservation; parts of Columbia County, including the City of Grovetown; and, 2 parts of Aiken and Edgefield Counties in South Carolina, including the Cities of Aiken, North Augusta, New Ellenton and Burnettown. MPOs are established in urbanized areas of 50,000 population or more in order to meet Federal requirements for obtaining and expending Federal transportation funds. MPOs strive for regional cooperation in the transportation planning process through coordinated planning and policy making. The ARTS MPO as a federally-designated agency is responsible for making policy about local transportation and deciding how to spend Federal funds on transportation projects within the ARTS planning area. The ARTS MPO functions within a Transportation Management Area (TMA). TMAs (designated by the US Secretary of Transportation) are urbanized areas with a population of more than 200,000 persons. TMAs enable MPOs play a larger role in resolving complex transportation planning issues (i.e., adopting the 3C planning process) within their jurisdictions. ARTS is charged with executing the 3C planning process to achieve a comprehensive performance-based multimodal transportation plan for the ARTS planning area. An additional role of ARTS is to determine how to prioritize the available funds to address overall mobility and best meet the transportation needs and aspirations of residents, businesses and visitors. ARTS is required to update the MTP every five years including providing GDOT with data to update the Travel Demand Model (TDM). The 2040 MTP update (Transportation Vision 2040) was adopted in September 2015. The next update, i.e., 2045 MTP is scheduled for adoption in September 2020. 5. PROJECT OBJECTIVES AND EXPECTED TECHNICAL REPORTS Produce an ARTS MTP which will: • Extend the horizon year to 2045; • Validate ARTS Travel Demand Model; • Comply with Federal regulations; • Signify a comprehensive performance-based multimodal transportation plan; • Incorporate a continuing, cooperative and comprehensive transportation planning (3-C) process; • Reflect meaningful public from all population groups; and, • Include a realistic financial plan (i.e., be fiscally constrained). The following Technical Reports are the minimum expected deliverables from the MTP update: • Technical Report #1: Public Participation Strategy, Process and Outcomes • Technical Report #2: Document review of data pertaining to ARTS multimodal transportation system • Technical Report #3: Description of the development of goals, objectives and measures of effectiveness/performance indicators • Technical Report #4: Robust project prioritization tool/process • Technical Report #5: Transportation Needs Assessment/Plan • Technical Report #6: Financial plan which includes a fiscally constrained project list for the final preferred scenario 3 6. TASK #1 – PROJECT ADMINISTRATION AND PROJECT KICKOFF The CONSULTANT will assign a single person to serve through the life of the contract as CONSULTANT Project Manager (CONSULTANT PM). ARTS will assign a Project Manager (PM) to work closely with the CONSULTANT PM. The overall update process and policy decisions will be guided by ARTS and its committees and subcommittees. a) The CONSULTANT and ARTS staff will host a project kick-off meeting no more than two (2) weeks after the Notice to Proceed letter. The Kick-off meeting will be held at the ARTS offices in Augusta GA at a date and time satisfactory to both parties. The purpose of the project Kick-off meeting is to: 1) introduce both teams; 2) understand the project background; 3) understand the expected quality of deliverables; 4) understand what needs to be done; and, 5) agree on how both teams can work together effectively. b) The CONSULTANT PM is responsible for overall project management necessary to ensure the satisfactory completion of 2045 MTP, on-time and on-budget, and in accordance with the scope of services. The CONSULTANT PM will be responsible for developing and adhering to a schedule that allows the submission of a Draft 2045 MTP no later than December 2019 and a Final 2045 MTP submitted no later than April 2020. c) The CONSULTANT will develop an operations plan for completing the MTP within two (2) weeks of the Notice to Proceed letter. The operations plan will include: 1) Detailed listing of the activities necessary to complete the MTP; 2) Schedule for each activity; 3) Identification of who will be responsible for the activity; and, 3) Total resources required to complete the activity. The operations plan developed will be reviewed by the FHWA, GDOT, SCDOT and ARTS. Once approved the operations plan will then become the overall management control document for completing the MTP process. d) The CONSULTANT shall complete a draft 2045 MTP no later than December 2019 to allow for public review, workshops and presentations to ARTS committees, constituents and stakeholders. ARTS will provide information on scheduled meetings, activities, and deadlines which impact the MTP update effort and will inform the CONSULTANT of any schedule changes. e) ARTS committees include: Policy Committee (PC) made up of elected and appointed officials: Technical Coordinating Committee (TCC) comprised of administrators, planning directors, and transportation engineers from local governments and transportation related agencies; Citizens Advisory Committee (CAC) comprised of citizens representing geographic areas within the ARTS planning area; and, the South Carolina Subcommittee made up of locally elected officials. f) Scheduled meetings within the proposed project execution period of the PC are during the months of June, September and December 2019, and March, June, September 2020; TCC and CAC during May, August, November 2019, and February, May and August 2020. South Carolina Subcommittee meets on an as needed basis. Meetings of any ARTS committee will be important milestones for maintaining project schedule. The CONSULTANT must be prepared to be present (and answer questions or give a presentation if requested) at ARTS committee meetings. 4 g) The CONSULTANT will maintain and update the time schedule for completing each of the required tasks. The CONSULTANT is responsible for notification to ARTS staff of all proposed changes to the project schedule for approval. h) The CONSULTANT is required to prepare and maintain a project schedule, indicating the time frame for the project. At a minimum the project schedule must include: a) Dates for all deliverables; b) Activity start and completion dates; c) Milestones important to maintaining the project schedule; and, 4) Steering Committee meetings. Task #1 Project Administration Deliverables: • Project Kick-off Meeting with ARTS staff and CONSULTANT • Operations Plan/ Project Schedule • Monthly Progress Reports and Figures • Monthly invoices with supportive information to account for the invoices 7. TASK #2 – PUBLIC INVOLVEMENT, EDUCATION AND OUTREACH (PART 1) Preparation of the 2045 MTP will involve extensive public involvement and public meetings. Public participation is a critical component of this process to ensure a continuing, cooperative and comprehensive Metropolitan Transportation Planning process as well as community ownership of the 2045 MTP. Outputs of the final 2045 MTP process must reflect robust engagement with all planning partners throughout. The CONSULTANT will support a public involvement program that ensures the residents of the ARTS planning area are aware of, actively participate in, and are engaged to the maximum extent possible. The 2045 MTP update is the “public’s plan”, so input from as many population groups is very important part of the plan development. a) The CONSULTANT shall undertake outreach efforts within the ARTS planning area. The CONSULTANT shall work together with ARTS staff in conducting various Public Involvement, Education and Outreach activities in the ARTS planning area. b) The CONSULTANT will be guided in the deployment of public outreach activities by the ARTS Public Participation Plan Update (PPP) (Adopted December 2017). The CONSULTANT may use alongside the PPP other public outreach strategies identified here http://mpotransportationoutreachplanner.org/mpotop/strategies as a resource to ensure that all groups, in particular, traditionally under-represented population groups are included in the planning process. c) The CONSULTANT with input from ARTS staff shall create a theme, logo and branding consistent with the 2045 MTP. The CONSULTANT shall use the ARTS logo on all materials such as, but are not limited to: brochures, fact sheets, informational booklets, and flyers. d) Under the guidance of ARTS staff the CONSULTANT shall create education and outreach materials and publications that inform the public about the MTP update and ways to provide input. In addition to the ARTS logo and MTP theme/logo; the ARTS website, phone number, social media accounts, and other appropriate information must be included on all outreach materials. 5 e) The CONSULTANT will translate any public outreach material, as a minimum into Spanish. However, ARTS staff will work with the CONSULTANT to determine which outreach documents are translated and the language/s required. f) The City of Augusta will host the 2045 MTP website as a page on www.augustaga.gov and will be responsible for the management and maintenance of that page. The CONSULTANT will be responsible for purchasing a website domain to redirect to the main MTP webpage on the City of Augusta website. The CONSULTANT will work with ARTS staff to produce content, graphics, short videos, pictures, and infographics for placement on the ARTS and MTP websites as well as social media platforms, such as Twitter, Facebook, YouTube, and Instagram. The CONSULTANT will, in conjunction with ARTS decide which social media opportunities should be pursued to maximize their effective use. g) The CONSULTANT under the guidance of ARTS will develop and post an online interactive map of the ARTS planning area. The map will allow the public to click on an area on the map and leave comments, concerns and suggestions as to their thoughts on transportation in the ARTS planning area. h) The CONSULTANT together with ARTS will host four public outreach meetings no later than three (3) months after the Notice to Proceed Letter. One venue in each of the four county ARTS Planning Area will be selected to host each meeting. Meeting objective is to outline the MTP update process to gain initial insight into the public’s thoughts on transportation options and desired goals of the MTP update. Task #2 Deliverables: Public Involvement, Education and Outreach (Part 1) • Technical Report #1: Public outlook towards MTP process, potential goals and transportation in the ARTS planning area • MTP theme, slogan and branding • MTP website/domain purchase and development of content, graphics, short videos, pictures, and infographics for MTP website • Interactive map for the 2045 MTP 8. TASK #3: DATA COLLECTION AND DEVELOPMENT The CONSULTANT shall collect, compile and review all documents and data pertaining to ARTS multimodal transportation system and existing and forecast travel activities in the area. Data collection and development to be completed within four (4) months of the Notice to Proceed letter. These documents may include, but are not limited to reports, studies, academic literature, state and Federal statutes, programs and data that pertain to the ARTS planning area transportation system, including best practices. The following documents will be made available to the CONSULTANT as part of the document review process: • Aiken County Bicycle and Pedestrian Plan (2012) • ARTS 2040 Metropolitan Transportation Plan (MTP), adopted September 2015 • ARTS Advanced Transportation Management System (ATMS) Master Plan (2013) • ARTS Congestion Management Process (CMP) Update (2019) • ARTS FY 2017-2022 Transportation Improvement Program (TIP) • ARTS Public Participation Plan Update (2017) • Augusta ADA Self-Evaluation and Transition Plan (2016) 6 • Augusta Public Transit (APT) – Comprehensive Operational Analysis (2017) • Augusta Regional Freight Profile (2008) • Augusta Regional Transportation Study Bicycle and Pedestrian Plan (2012) • Augusta-Richmond Comprehensive Plan (2018) • Best Friend Express Transit Development Plan (2017) • City of Aiken Comprehensive Plan (2017) • City of Grovetown Comprehensive Plan (2016) • City of North Augusta Comprehensive Plan (2017) • Dougherty Road Corridor Study (2013) • Georgia Statewide Strategic Transportation Plan (SSTP) (2018) • Georgia Statewide Freight and Logistics Plan, 2010-2050 • Lower Savannah Council of Governments Comprehensive Economic Development Strategy (2017) • Northside Transportation Study (2012) • Realizing the City: The Augusta Sustainable Development Agenda (ASDA) (2010) • Reclaiming Historic Harrisburg (2011) • SC 19 (Edgefield Highway) Corridor Study (2014) • SCDOT Statewide Multi-Modal Plan (2014) • SCDOT South Carolina Statewide Freight Plan (2014) • The 2013 Augusta-Richmond County Analysis of Impediments to Fair Housing Choice (2013) • Transportation Management Area (TMA) Certification Review (2016) • US 1/US 78 Corridor Study (2012) • Westobou: A Shared Vision Master Plan (2009) • Whiskey Road Corridor Study (2017) The CONSULTANT shall review and summarize these documents and corresponding data in terms of their impact and relevance to the MTP update, particularly state and Federal legislation and include any potential conflicts or inconsistencies that must be addressed. Data necessary to support development and measurement of the goals and objectives of the 2045 MTP update as well as required performance measures will be collected and in some cases created by the CONSULTANT. The CONSULTANT is expected to identify GIS and other mapping data needs early in the project schedule to support analysis and other MTP update tasks. The CONSULTANT is responsible for collecting relevant GIS layers, mapping and data. ARTS will provide the CONSULTANT a list of available GIS layers, maps, and data; and supply requested materials electronically, when feasible, to the CONSULTANT. Socio-Economic Data The CONSULTANT will develop base year (2020) and future year (2045) socio-economic data for the travel demand model by Traffic Analysis Zone (TAZ) for the ARTS planning area. The socio-economic data must include but is not limited to, the following data elements: population and household data; employment data; hotel/motel, school enrollment data; acreage; and future year projections. The CONSULTANT will prepare the socio-economic data according to the GDOT General Summary of Recommended Travel Demand Model Development Procedures for Consultants, MPOs, and Modelers. The socioeconomic data will be submitted to GDOT’s Modeling division 7 on behalf of ARTS in developing the travel demand model for the ARTS planning area. Schedule for submitting data and the analysis of the data will be coordinated with GDOT’s Modeling Division. Pedestrian, Bicycle and Greenways Data The pedestrian, bikeways and greenway data will be used to inventory the existing pedestrian facilities and bikeways networks within the ARTS planning area. ARTS staff will transmit to the CONSULTANT the available sidewalk and bikeway data as contained in the Aiken County Bicycle and Pedestrian Plan (2012); and, Augusta Regional Transportation Study Bicycle and Pedestrian Plan (2012). Sidewalk and bikeway data may also be provided by jurisdictions in the ARTS planning area if needed. The CONSULTANT will be responsible for ensuring that the sidewalk and bikeway data is both accurate and up to date and for suggesting corrections or modifications as necessary. The CONSULTANT shall use GIS to produce the existing pedestrian, greenways and bikeway facilities maps. The CONSULTANT shall identify on these maps major traffic generators for pedestrian and bicycle trips such as schools, recreational facilities, major employers and others. Freight Transportation Network Data The 2020 and 2045 highway network will be used to identify projects that would provide for the safe and efficient movement of freight and goods in the ARTS planning area. An inventory of truck parking facilities in the ARTS Planning Area will be part of this process. ARTS Staff will make available to the CONSULTANT the Augusta Regional Freight Profile Study (2008), access to the IHS Markit Transearch® Database (South Carolina only) and access to freight related data through ARTS membership of the I-95 Corridor Coalition. The CONSULTANT will be responsible for ensuring that the information in Augusta Regional Freight Profile is both accurate and up to date and for suggesting corrections or modifications as necessary. Transit Data The CONSULTANT shall assemble relevant, recently completed plans and study documents to inform the development of the transit element of the MTP. The CONSULTANT shall collect Transit service data necessary to validate/calibrate the Travel Demand Model developed by GDOT. All appropriate transit data (e.g., ridership) obtained from special studies shall be reviewed and incorporated by the CONSULTANT where suitable. Transportation System Management and Operations Data The Consultant shall assemble and summarize local, regional, state and national Transportation System Management and Operations (TSM&O) initiatives, projects and studies relevant to the ARTS planning area. This data will be incorporated into the 2045 MTP, when required or practical. Task #3 Deliverables: Data Collection and Development • Technical Report #2: Document review of data pertaining to ARTS multimodal transportation system • 2020 Socio-economic dataset • 2045 Socio-economic dataset • Electronic Data Inventory 8 9. TASK #4 – PUBLIC INVOLVEMENT, EDUCATION AND OUTREACH (PART 2) Preparation of the 2045 MTP will involve extensive public involvement and public meetings. The second phase of the public involvement, education and outreach will be more extensive and maintains the robust engagement with all MTP partners and stakeholders. The second phase of public involvement, education and outreach will commence no later than five (5) months after the Notice to Proceed. Public involvement, education and outreach will continue on an as needed basis to a maximum of twelve (12) months after the Notice to Proceed letter. a) The CONSULTANT will be required to develop a Public Participation Strategy (PPS) for the 2045 MTP development that includes use and expansion of ARTS branding efforts. PPS will be guided by Environmental Justice/Title VI requirements. b) The CONSULTANT will provide and use web based technology and surveys for seeking public input and interactively capturing public comment throughout the MTP Update public involvement process. Hard copies of surveys and comment forms etc., will be made available to the public as needed. c) The CONSULTANT will work with ARTS Staff to prepare all materials, documents, websites, social media, videos and products associated with the development of MTP update and the public outreach efforts so that they will be in compliance with the Americans with Disabilities Act, 1990. d) The CONSULTANT together with ARTS staff will ensure outreach and engagement efforts with key partners and stakeholders. Those partners and stakeholders should at a minimum include: Federal partners such as the Federal Highway Administration (FHWA); Federal Transit Administration (FTA), Georgia Department of Transportation (GDOT) and South Carolina Department of Transportation (SCDOT). MPO partners include: PCC, TCC and CAC. Other key partners and stakeholders shall include, but not be limited to, local historic districts and boards, Fort Gordon army installation, etc. e) The CONSULTANT may consider that venues for public involvement, education and outreach might include: Community Workshops/Meetings; Speaker Bureaus; Participation in Community Events, e.g., Arts in the Heart; Neighborhood Associations; Town Hall Meetings; and, Transit Hubs/Interchanges. f) The CONSULTANT will ensure that all presentations made to ARTS and its subcommittees, whether oral or using media (e.g. PowerPoint), include an education component to ensure that PC, TAC and CAC members are afforded adequate background and context for the information they are being provided and/or decisions they are being asked to make. g) The CONSULTANT, along with ARTS staff, will conduct an evaluation of the public outreach and educational activities of the 2045 MTP update. The results of the review will evaluate how effectively the public has been educated, informed, and encouraged to actively participate in the 2045 MTP update process, as well as to obtain feedback on improving and increasing the effectiveness of future public participation efforts. Task #4 Deliverables: Public Involvement, Education and Outreach • Technical Report #1 (Update): Public Participation Strategy, Process and Outcomes 9 10. TASK #5: REFINE GOALS, OBJECTIVES AND MEASURES OF EFFECTIVENESS/PERFORMANCE INDICATORS The purpose of this task is to refine and identify the 2045 MTP Goals, Objectives and Measures of Effectiveness (GOMs). GOMs contained in the 2040 MTP and identified during the initial 2045 MTP update public meetings will be re-evaluated, and objectives and performance measures determined. The CONSULTANT will research, consider, document and apply GOMs “best practices” from other MPOs nationwide to identify alternatives to traditional congestion measures such as volume/capacity and Level of Service (LOS) that attempt to “solve congestion.” Task #5 to commence no earlier than six (6) months after the Notice to Proceed and to be completed no later than nine (9) months after the Notice to Proceed. The update process will consider a wide range of social, mobility, freight, safety, infrastructure, environmental, energy, and economic factors to determine and implement new and innovative transportation system performance measures that de-emphasize traditional road “congestion” in lieu of broader desirable transportation outcomes. Accessing datasets such as the Regional Integrated Transportation Information System (RITIS) and National Performance Management Research Data Set (NPMRDS) or AirSage data may provide additional input in GOMs development. As a minimum, GOMs developed will address MAP-21 and the FAST Act established national performance goals for Federal highway programs: • Safety - To achieve a significant reduction in traffic fatalities and serious injuries on public roads; • Infrastructure Condition - To maintain the highway infrastructure asset system in a state of good repair; • Congestion Reduction - To achieve a significant reduction in congestion on the National Highway System (“NHS”); • System Reliability - To improve the efficiency of the surface transportation system; • Freight Movement and Economic Vitality - To improve the national freight network, strengthen the ability of rural communities to access national and international trade markets, and support regional economic development; • Environmental Sustainability - To enhance the performance of the transportation system while protecting and enhancing the natural environment including impacts to air quality; and • Reduced Project Delivery Delays - To reduce project costs, promote jobs and the economy, and expedite the movement of people and goods by accelerating project completion through eliminating delays in the project development and delivery process, including reducing regulatory burdens and improving agencies’ work practices. a) The CONSULTANT will ensure that GOMs of the 2045 MTP incorporate full consideration of the FAST Act planning factors and other associated regulations. This development will require strong public input to ensure adopted GOMs address perceived areas of need or deficiency. b) The CONSULTANT will address possible impacts of transportation policy decisions on land use and development. This will include impacts from pedestrian; bicycle; other non-motorized transportation; transit; extreme weather; freight; greenways; and other transportation options are fully considered and incorporated. The CONSULTANT will consider new and emerging 10 areas such as automobile fleet electrification, ride/car sharing (motorized and non-motorized), and automation. c) The CONSULTANT shall be responsible for obtaining and compiling ideas from the ARTS PC, TCC and CAC, and, the public. The CONSULTANT will also review applicable GDOT and SCDOT plans and consider any other corridor studies performed in the ARTS planning area in order to ensure consistency. d) Based on the recommended goals and objectives, the CONSULTANT will review the measures of effectiveness. This review will permit the CONSULTANT to give an opinion on an existing project prioritization tool used to rank transportation projects in the South Carolina region of the ARTS Planning Area. Consideration of any revision of the measures of effectiveness, the CONSULTANT will provide a realistic point of view and consider the availability of data and/or the requirements for the collection of the data to be used in evaluating the measures. e) The CONSULTANT will work with ARTS staff to develop a clear and defensible approach to project prioritization, documentation, partner process guidance/education, and recommend and develop a spreadsheet or database program to implement, create reports and maps. The project prioritization tool/s developed must have the capability of customization to meet GDOTs and SCDOT’s project ranking requirements which may differ from each other. f) The prioritization process will reflect ‘best practice’ prioritization resources available at GDOT and/or SCDOT. The prioritization process will consider GOMs, project readiness, type of funding required versus available, economic benefit analysis and other metrics as recommended by the CONSULTANT for consideration. Task #5 Deliverables: Develop Goals, Objectives and Measures of Effectiveness • Technical Report #3: Description of the development of goals, objectives and measures of effectiveness/performance indicators • Technical Report #4: Robust project prioritization process and tool/s 11. TASK #6: YEAR 2045 TRANSPORTATION NEEDS ASSESSMENT/PLAN The CONSULTANT shall conduct a future year (2045) transportation system needs assessment. The purpose of this task is to develop a MTP that incorporates the deficiencies of the Existing & Committed (E+C) transportation facilities (including major roadways, transit, public transportation facilities, intercity bus facilities and operators, multimodal and intermodal facilities, employer-based commuting programs, nonmotorized transportation facilities and intermodal connectors) in coping with transportation demands in 2045. In addition, the CONSULTANT will develop a list of ranked/prioritized transportation needs/projects. Task #6 to commence no earlier than seven (7) months after the Notice to Proceed and to be completed no later than nine (9) months after the Notice to Proceed. a) The CONSULTANT shall analyze a highway and transit assignment to the regional E+C Network with the 2045 socioeconomic data to determine the deficiencies on the highway and transit networks that will occur by the Year 2045. This will represent the “Do nothing alternative” since the E+C network includes committed improvements in the latest TIP but not beyond that. 11 b) The CONSULTANT must ensure that the needs assessment includes multi-modal solutions, such as: New bus routes; Improvements to existing transit corridors; ITS strategies and applications; Pedestrian walkways; Greenways and bikeway facilities; Transportation disadvantaged services; Intermodal linkage and access needs; Complete Streets designs; Freight related transportation improvements; Traffic Signal System Review; and, Arterial intersection improvements. c) The CONSULTANT will delineate linkage between land use and transportation infrastructures. The CONSULTANT shall examine and explore urban design guidelines, development strategies and financial incentives that support the linkage between land use and transportation planning. d) The CONSULTANT shall identify major freight and goods generator facilities, evaluate truck traffic between these facilities and the ARTS planning area. The CONSULTANT shall recommend appropriate transportation improvement projects, which would improve freight and goods movements over the life of the Plan and include these projects in the Needs Assessment. e) The CONSULTANT shall identify areas in the transportation system where TSM&O strategies would be applicable and beneficial. The CONSULTANT shall recommend the type of ITS application(s) appropriate for each situation. The CONSULTANT shall recommend appropriate transportation improvement projects and include these projects in the Needs Assessment. f) The MTP will provide for an integrated transportation system to enhance the efficiency of freight movement on the surface transportation network. The CONSULTANT shall address freight and goods movement concerns through inclusion of a variety of surface transportation projects focused on improving truck-mediated goods movement throughout the County. g) The CONSULTANT shall review the Augusta Regional Transportation Study Bicycle and Pedestrian Plan (2012) and in cooperation with ARTS staff, shall estimate an appropriate LOS for the existing bikeways and sidewalks. The needs plan should focus on improving and enhancing LOS for areas especially around schools, major traffic generators, transit stops/ stations and other locations identified by the CONSULTANT. h) The CONSULTANT shall examine existing roadway conditions as they relate to bicycle and pedestrian travel, and propose facility improvements to enhance mobility and safety of pedestrians and bikers. The CONSULTANT shall examine the proposed Greenway Plan and recommend additional extensions to this plan to meet Year 2045 travel demand. i) The CONSULTANT shall identify steps and activities to encourage the usage of bicycle and pedestrian modes of transportation. This may include documenting the health benefits of more active choices such as walking and biking, distributing safety pamphlets, increasing awareness in public school systems and private schools in the ARTS planning area. j) The CONSULTANT shall identify strategies to mitigate the potential impact of the new transportation infrastructure recommended in the needs assessment on wetlands, cultural (historical/archeological) resources, water resource, threatened and endangered species habitat and other environmentally sensitive subjects. Costs for the identified environmental mitigation strategies should be considered in the overall project costs. 12 Deliverables Task #5: Year 2045 Transportation Needs Assessment/Plan • Technical Report #5: Transportation Needs Assessment/Plan 12. TASK #7: FINANCIAL RESOURCES AND FEASIBILITY PLAN The CONSULTANT shall develop a Financial Resources deliverable from the base year, 2020, through to the horizon year, 2045. The Financial Resources deliverable will describe revenue projections and assumptions supporting the projections. The purpose of this task is to ensure that the recommended projects, programs, and studies considered for inclusion in the MTP can be implemented utilizing the funding that can reasonably be expected to be available within the time period of the MTP. Task #7 to commence no earlier than seven (7) months after the Notice to Proceed and to be completed no later than nine (9) months after the Notice to Proceed. This analysis will demonstrate the accumulation and aggregation of information regarding existing and projected funding sources for modifications outlined in the Year 2045 Needs Plan that shall be used in the development of the Year 2045 Cost Feasible Plan. This task (crucial to the accuracy of the financially feasible plan development) will be led by the CONSULTANT. However, the CONSULTANT shall use any data available from ARTS, GDOT, SCDOT and other agencies involved in planning and funding of transportation projects. The funding available for new projects is the difference between the funds reasonably expected to be available for transportation modifications minus the funds required to construct committed projects and those funds required to operate and maintain the transportation system. This difference shall be the funding available to develop the Year 2045 MTP Cost Feasible Plan. a) Early in the process, the CONSULTANT shall obtain historical financial information and identify potential project funding opportunities relative to the funding of transportation services within the ARTS planning area. This may involve obtaining financial data from Federal, GDOT, SCDOT, local agencies, ARTS, and other agencies involved in planning and funding of transportation projects. The CONSULTANT shall identify funding eligibility for each source used in the plan. b) The CONSULTANT shall investigate alternative funding sources such as bonds, transit fares, tolls, special taxing districts, Special-Purpose Local-Option Sales Tax (SPLOST), impact fees, user fees, and local option gas taxes. All necessary financial resources from public and private sources that are reasonably expected to be made available to carry out the transportation plan shall be identified. Evaluating the financial availability of potential funds will assist with the selection of projects that are included in the MTP. The CONSULTANT will develop a consistent, straightforward methodology for potential use by ARTS in the future. c) As alternative scenarios are developed and refined the CONSULTANT shall confirm and document revenues and costs related to system operations and maintenance activities covered in the MTP. The financial plan shall contain system-level estimates of costs and revenue sources that are reasonably expected to be available to operate and maintain Federal-aid highways and public transportation. The project costs for each will then be compared to the available and projected revenues. All proposed improvements should include detailed design concept, scope, and estimated engineering and construction costs in year of expenditure dollars. The fiscal constraint will be transparently demonstrated in the 2045 MTP. 13 d) The CONSULTANT should analyze public input data collected throughout the planning process to develop potential funding priorities. The CONSULTANT and ARTS staff should work together to communicate the relative costs and benefits of investing in various modes, such as via comparisons of person-capacity per project type, or other measures. e) The CONSULTANT shall forecast potential financial resources for interim and horizon years that can be reasonably anticipated as potential funding for future MPO project implementation during the time frame of the recommended MTP, as follows; short term (2020-2025); mid- term (2026-2035); and, long-term (2036-2045) to build transportation improvements as documented in the Needs Assessment. f) The CONSULTANT shall analyze the gap between the funding and other resources required to fully implement proposed projects and the resources reasonably forecast to be available. The CONSULTANT shall analyze whether the gap between resources needed for improvements and resources available for improvements is forecast to become larger or smaller over the time period of the plan. The CONSULTANT must include a plan of action describing the steps necessary to enact, ensure the availability and commitment of the identified funding sources. g) The CONSULTANT shall carefully review, identify and confirm with the responsible agency the types of projects that may be funded or not with a given fund type. This information should be used in the project prioritization process. h) The CONSULTANT shall identify ways to reduce the need for costly transportation improvements, such as land use policies, traffic signal system review, and ways to increase funding for transportation improvements, including funding for motorized and non-motorized systems. ARTS is interested in comparing the cost of these strategies relative to the likelihood of meeting forecast transportation needs. i) The CONSULTANT shall use an inflation rate for revenue and cost estimates to reflect year of expenditure dollars based on reasonable financial principles and information. Task #7 Deliverables: Financial Resources and Feasibility • A preliminary financial resources summary should be provided early in the planning process to support outreach activities and scenario planning. • Conduct a one day financial resources planning module for ARTS staff. • Technical Report #6: Financial plan which includes a fiscally constrained project list for the final preferred scenario. The Financial Plan will also include a list of unfunded projects. 13. TASK #8: DOCUMENT PREPARATION, DRAFT 2045 MTP AND FINAL 2045 METROPOLITAN TRANSPORTATION PLAN The documentation of the MTP is a key part of the overall process. It is important that the entire work effort be well documented. This documentation not only provides the identification of the recommended transportation system improvements for the ARTS planning area through the horizon year (2045) but outlines the processes that lead to the development of each recommendation. The draft and final 2045 MTP documents will be written in a manner that will allow the average citizen of the community to understand the MTP process and the recommendations contained therein. a) The CONSULTANT will ensure that a Draft 2045 MTP is ready for review by TAC and CAC in February 2020. The CONSULTANT will ensure that a Draft 2045 MTP is ready for review 14 by PC in March 2020. Fifteen (15) business days prior to review by TAC and CAC the CONSULTANT must submit the Draft 2045 MTP for internal review by ARTS and our Federal partners. b) The CONSULTANT will ensure that a Final 2045 MTP is ready for adoption by TAC and CAC in May 2020. The CONSULTANT will ensure that a Final 2045 MTP is ready for adoption by PC in August 2020. Fifteen (15) business days prior to review by TAC and CAC the CONSULTANT must submit the Final 2045 MTP for internal review by ARTS and our Federal partners. c) The CONSULTANT shall ensure that all final documents and maps are posted online, available for distribution and made available through ARTS no later than 90 days after adoption by TAC, CAC and/or PC. d) The CONSULTANT shall provide to ARTS thirty-five (35) clean, single-sided/loose-leaf, full color paper original and Adobe Portable Data File (.pdf), InDesign and Microsoft Word electronic versions of all materials presented. All deliveries will also be provided in an editable electronic format such as Microsoft Word, InDesign or approved equal. e) The CONSULTANT shall provide to ARTS thirty-five (35) clean, single-sided/loose-leaf, full color paper copy of GIS maps and a .pdf copy of all maps. This is in addition to an electronic copy of GIS maps produced along with associated layers and/or shapefiles. f) The CONSULTANT shall prepare thirty-five (35) copies of the Draft 2045 MTP suitable for public distribution, and one unbound, reproducible document; and one copy in electronic format will be submitted to ARTS for their review and recommendation for approval by PC. Because revisions to the draft plan may be required at several points, it shall be printed and bound in a format that will allow changes without complete reprinting. g) Thirty-five (35) copies of all PowerPoint presentations shall be provided to ARTS and posted on the 2045 MTP website. The 2045 MTP website shall include an accommodation to collect public comments. h) Upon approval of the Draft Final Plan by PC, the CONSULTANT will prepare a Final Plan document incorporating all revisions and comments from the Draft. Thirty-five (35) copies shall be supplied to ARTS for distribution. This document should be a stand-alone document and provided in a three-ring binder. i) The CONSULTANT shall prepare a summary report of twenty (20) or fewer pages to accompany the final report. This summary report shall document the major steps and final results of the long-range transportation plan process. j) The consultant shall prepare one hundred (100) copies of a separate “Citizen’s Guide to the 2045 ARTS Metropolitan Transportation Plan,” based on the goals and objectives of the plan, that is easily understood by agencies and members of the public that may not be familiar with transportation planning. All GIS data and shapefiles, traffic data, accident/crash and intersection data, spatial schematics maps, visualization graphics, and all other related documents produced with federal funds under this Scope of Services shall be provided to the APDD editable electronic versions at the conclusion of this Project. Graphics, mapping, databases, etc., outside of Microsoft Office, ESRI GIS, Adobe 15 Acrobat or equal will be provided in a software format agreed upon by the CONSULTANT and the Client. This Scope of Services only represents the minimum requirements. However, the expectation is that the selected CONSULTANT will adhere to standards of best practices or transportation planning and engineering and to exceed expectations by utilizing their expertise and transportation planning experience to expand upon the minimum requirements. 14. INDEMNIFICATION AND INSURANCE The offerer shall carry professional/public liability insurance coverage in the amount of One Million ($1,000,000), covering itself and all of its employees and agents, and shall indemnify and hold harmless the City of Augusta and their representatives and employees, from any claim, demands, actions, cause for actions, and liability arising from any act or non-act, or the commission or omission of any act of the offerer, its employees, agents and/or assigns while under the terms of the contract. Federal Metropolitan Planning (PL) Fund Application Form NAME OF STUDY: Metropolitan Transportation Plan 2045_____ PHASE: __1 of 1_____ MPO: ___Augusta Regional Transportation Study (ARTS) ________________________________ CONTACT (Name, Phone, Email): _Mary Elizabeth Burgess, 706.821.1131, MBurgess@augustaga.gov PROJECT START DATE: ____April 2019__________ PROJECT END DATE: _September 2020____ IS PROJECT UPWP/TIP APPROVED: _ YES_______ IF NO, AMENDMENT NEEDED? ______________ PREVIOUS WORK ON PROJECT: _2040 Long Range Transportation Plan ___________ DESCRIPTION OF PROJECT BACKGROUND, NEED & GOALS: _Augusta-Richmond County MPO/ARTS is tasked with compliance with the federally mandated 3C (cooperative, comprehensive, continuous) planning process to create a multimodal performance transportation plan for the ARTS region. This region is bi state and includes portions or all of the following jurisdictions: Columbia County, GA, Augusta-Richmond County, GA, Edgefield County, SC, and Aiken County, SC. In order to reach compliance, the Metropolitan Transportation Plan (MTP) is updated every five years and must meet the requirements of Moving Ahead for Progress in the 21st Century (MAP-21) Act, the Fixing America’s Surface Transportation (FAST)Act and current federal guidance and regulations. This plan also assists GDOT by providing data for the Transit Demand Model (TDM). This plan will include both short and long term strategies and tasks to progress the development of a thriving and efficient integrated intermodal transportation system that moves people and goods throughout the ARTS area and beyond. COST DESCRIPTION (contract, staff, purchase data costs, etc.): _MPO/ARTS will be contracting the completion of this plan to a private consultant. The scope of services has been approved by the Citizen’s Advisory Committee, Technical Coordinating Committee and the Policy Committee. _____________________________________________________________________________________ _____________________________________________________________________________________ ___$216,000___________(_61.71%) ___$54,000 Richmond Co ( 15.43 %) ___$80,000 Aiken Co___ (22.86%) _________________ PL FUNDS: LOCAL MATCH (CASH): LOCAL MATCH (CASH): TOTAL COST: __$350,000___________ MAPS/IMAGES OF PROJECT: N/A Attach scope, fee proposal, MPO Policy Board matching funds resolution, or any other Information. Please find the attached Scope of Services for this project. SCOPE OF SERVICES FOR THE AUGUSTA REGIONAL TRANSPORTATION STUDY 2045 METROPOLITAN TRANSPORTATION PLAN UPDATE – PERFORMANCE BASED MULTIMODAL TRANSPORTATION PLAN REQUEST FOR PROPOSAL Prepared by Augusta Regional Transportation Study Metropolitan Planning Organization 535 Telfair Street, Suite 300 Augusta, GA 30901 November 2018 1 1. SCOPE OF PROPOSAL Augusta Regional Transportation Study (ARTS) is requesting proposals to develop a Metropolitan Transportation Plan (MTP) Update. All proposals submitted must be complete and convey all of the information requested. If the proposal fails to conform to the essential requirements of this Request for Proposal (RFP), ARTS and ARTS alone will be the judge as to whether that variance is significant enough to consider the RFP non-responsive and therefore not considered for award. 2. REQUEST FOR PROPOSAL PURPOSE This RFP provides interested offerors with sufficient information to enable them to prepare and submit written proposals for consideration by ARTS to develop a MTP Update for the ARTS planning area. This project is funded by Federal Planning (PL) funds from the Federal Highway Administration (FHWA), Georgia Department of Transportation (GDOT) and, South Carolina Department of Transportation (SCDOT). You are asked to provide a written description of how your firm proposes to complete the MTP update. The proposed scope of work shall not exceed 30 (thirty) double-sided pages in length, including any illustrations (but excluding cover letter, required forms, appendices, Team Qualifications and Project Team Member Resumes). The scope should outline the project tasks or elements and a time schedule for completion of each task and the entire project. The successful bidder shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary for the MTP update as per the scope of services outlined below. 3. PROJECT OVERVIEW The Augusta-Richmond County Planning Commission (ARCPC) issues this RFP to consulting firms (the CONSULTANT) interested in providing professional services for updating the ARTS MTP. The purpose of the MTP is to promote a safe and efficient transportation system to serve future year transportation needs. Meeting this objective the MTP must be the result of a continuing, cooperative and comprehensive (3C) transportation planning process. The MTP will use 2020 as a base year and 2045 as the horizon year and document the assessment of multimodal transportation facilities, services, financial and policy needs over the next 25 years. Federal and state statutes govern the requirements for long-range transportation planning updates and are incorporated in this Scope of Services. The MTP must be ‘financially constrained’ and be updated in accordance with metropolitan transportation planning regulations contained in 23 CFR Part 450, Subpart C. The development and content of the MTP should, at a minimum, conform to the requirements and principles contained in: 1) 23 CFR Part 450.322; 2) 23 CFR Part 450.306; 3) 23 CFR Part 450.316; and, 4) FAST Act – Fixing America’s Surface Transportation Act of 2015. 4. ABOUT ARTS ARTS is a bi-state Metropolitan Planning Organization (MPO) covering the Augusta-Richmond County, GA; and, Aiken County, SC urbanized areas. ARTS planning area covers an approximate land area of 793 square miles with population of 511,686 (US Census 2010). The ARTS planning area includes: Richmond County, and the Cities of Hephzibah and Blythe in Georgia; the Fort Gordon Military Reservation; parts of Columbia County, including the City of Grovetown; and, 2 parts of Aiken and Edgefield Counties in South Carolina, including the Cities of Aiken, North Augusta, New Ellenton and Burnettown. MPOs are established in urbanized areas of 50,000 population or more in order to meet Federal requirements for obtaining and expending Federal transportation funds. MPOs strive for regional cooperation in the transportation planning process through coordinated planning and policy making. The ARTS MPO as a federally-designated agency is responsible for making policy about local transportation and deciding how to spend Federal funds on transportation projects within the ARTS planning area. The ARTS MPO functions within a Transportation Management Area (TMA). TMAs (designated by the US Secretary of Transportation) are urbanized areas with a population of more than 200,000 persons. TMAs enable MPOs play a larger role in resolving complex transportation planning issues (i.e., adopting the 3C planning process) within their jurisdictions. ARTS is charged with executing the 3C planning process to achieve a comprehensive performance-based multimodal transportation plan for the ARTS planning area. An additional role of ARTS is to determine how to prioritize the available funds to address overall mobility and best meet the transportation needs and aspirations of residents, businesses and visitors. ARTS is required to update the MTP every five years including providing GDOT with data to update the Travel Demand Model (TDM). The 2040 MTP update (Transportation Vision 2040) was adopted in September 2015. The next update, i.e., 2045 MTP is scheduled for adoption in September 2020. 5. PROJECT OBJECTIVES AND EXPECTED TECHNICAL REPORTS Produce an ARTS MTP which will: • Extend the horizon year to 2045; • Validate ARTS Travel Demand Model; • Comply with Federal regulations; • Signify a comprehensive performance-based multimodal transportation plan; • Incorporate a continuing, cooperative and comprehensive transportation planning (3-C) process; • Reflect meaningful public from all population groups; and, • Include a realistic financial plan (i.e., be fiscally constrained). The following Technical Reports are the minimum expected deliverables from the MTP update: • Technical Report #1: Public Participation Strategy, Process and Outcomes • Technical Report #2: Document review of data pertaining to ARTS multimodal transportation system • Technical Report #3: Description of the development of goals, objectives and measures of effectiveness/performance indicators • Technical Report #4: Robust project prioritization tool/process • Technical Report #5: Transportation Needs Assessment/Plan • Technical Report #6: Financial plan which includes a fiscally constrained project list for the final preferred scenario 3 6. TASK #1 – PROJECT ADMINISTRATION AND PROJECT KICKOFF The CONSULTANT will assign a single person to serve through the life of the contract as CONSULTANT Project Manager (CONSULTANT PM). ARTS will assign a Project Manager (PM) to work closely with the CONSULTANT PM. The overall update process and policy decisions will be guided by ARTS and its committees and subcommittees. a) The CONSULTANT and ARTS staff will host a project kick-off meeting no more than two (2) weeks after the Notice to Proceed letter. The Kick-off meeting will be held at the ARTS offices in Augusta GA at a date and time satisfactory to both parties. The purpose of the project Kick-off meeting is to: 1) introduce both teams; 2) understand the project background; 3) understand the expected quality of deliverables; 4) understand what needs to be done; and, 5) agree on how both teams can work together effectively. b) The CONSULTANT PM is responsible for overall project management necessary to ensure the satisfactory completion of 2045 MTP, on-time and on-budget, and in accordance with the scope of services. The CONSULTANT PM will be responsible for developing and adhering to a schedule that allows the submission of a Draft 2045 MTP no later than December 2019 and a Final 2045 MTP submitted no later than April 2020. c) The CONSULTANT will develop an operations plan for completing the MTP within two (2) weeks of the Notice to Proceed letter. The operations plan will include: 1) Detailed listing of the activities necessary to complete the MTP; 2) Schedule for each activity; 3) Identification of who will be responsible for the activity; and, 3) Total resources required to complete the activity. The operations plan developed will be reviewed by the FHWA, GDOT, SCDOT and ARTS. Once approved the operations plan will then become the overall management control document for completing the MTP process. d) The CONSULTANT shall complete a draft 2045 MTP no later than December 2019 to allow for public review, workshops and presentations to ARTS committees, constituents and stakeholders. ARTS will provide information on scheduled meetings, activities, and deadlines which impact the MTP update effort and will inform the CONSULTANT of any schedule changes. e) ARTS committees include: Policy Committee (PC) made up of elected and appointed officials: Technical Coordinating Committee (TCC) comprised of administrators, planning directors, and transportation engineers from local governments and transportation related agencies; Citizens Advisory Committee (CAC) comprised of citizens representing geographic areas within the ARTS planning area; and, the South Carolina Subcommittee made up of locally elected officials. f) Scheduled meetings within the proposed project execution period of the PC are during the months of June, September and December 2019, and March, June, September 2020; TCC and CAC during May, August, November 2019, and February, May and August 2020. South Carolina Subcommittee meets on an as needed basis. Meetings of any ARTS committee will be important milestones for maintaining project schedule. The CONSULTANT must be prepared to be present (and answer questions or give a presentation if requested) at ARTS committee meetings. 4 g) The CONSULTANT will maintain and update the time schedule for completing each of the required tasks. The CONSULTANT is responsible for notification to ARTS staff of all proposed changes to the project schedule for approval. h) The CONSULTANT is required to prepare and maintain a project schedule, indicating the time frame for the project. At a minimum the project schedule must include: a) Dates for all deliverables; b) Activity start and completion dates; c) Milestones important to maintaining the project schedule; and, 4) Steering Committee meetings. Task #1 Project Administration Deliverables: • Project Kick-off Meeting with ARTS staff and CONSULTANT • Operations Plan/ Project Schedule • Monthly Progress Reports and Figures • Monthly invoices with supportive information to account for the invoices 7. TASK #2 – PUBLIC INVOLVEMENT, EDUCATION AND OUTREACH (PART 1) Preparation of the 2045 MTP will involve extensive public involvement and public meetings. Public participation is a critical component of this process to ensure a continuing, cooperative and comprehensive Metropolitan Transportation Planning process as well as community ownership of the 2045 MTP. Outputs of the final 2045 MTP process must reflect robust engagement with all planning partners throughout. The CONSULTANT will support a public involvement program that ensures the residents of the ARTS planning area are aware of, actively participate in, and are engaged to the maximum extent possible. The 2045 MTP update is the “public’s plan”, so input from as many population groups is very important part of the plan development. a) The CONSULTANT shall undertake outreach efforts within the ARTS planning area. The CONSULTANT shall work together with ARTS staff in conducting various Public Involvement, Education and Outreach activities in the ARTS planning area. b) The CONSULTANT will be guided in the deployment of public outreach activities by the ARTS Public Participation Plan Update (PPP) (Adopted December 2017). The CONSULTANT may use alongside the PPP other public outreach strategies identified here http://mpotransportationoutreachplanner.org/mpotop/strategies as a resource to ensure that all groups, in particular, traditionally under-represented population groups are included in the planning process. c) The CONSULTANT with input from ARTS staff shall create a theme, logo and branding consistent with the 2045 MTP. The CONSULTANT shall use the ARTS logo on all materials such as, but are not limited to: brochures, fact sheets, informational booklets, and flyers. d) Under the guidance of ARTS staff the CONSULTANT shall create education and outreach materials and publications that inform the public about the MTP update and ways to provide input. In addition to the ARTS logo and MTP theme/logo; the ARTS website, phone number, social media accounts, and other appropriate information must be included on all outreach materials. 5 e) The CONSULTANT will translate any public outreach material, as a minimum into Spanish. However, ARTS staff will work with the CONSULTANT to determine which outreach documents are translated and the language/s required. f) The City of Augusta will host the 2045 MTP website as a page on www.augustaga.gov and will be responsible for the management and maintenance of that page. The CONSULTANT will be responsible for purchasing a website domain to redirect to the main MTP webpage on the City of Augusta website. The CONSULTANT will work with ARTS staff to produce content, graphics, short videos, pictures, and infographics for placement on the ARTS and MTP websites as well as social media platforms, such as Twitter, Facebook, YouTube, and Instagram. The CONSULTANT will, in conjunction with ARTS decide which social media opportunities should be pursued to maximize their effective use. g) The CONSULTANT under the guidance of ARTS will develop and post an online interactive map of the ARTS planning area. The map will allow the public to click on an area on the map and leave comments, concerns and suggestions as to their thoughts on transportation in the ARTS planning area. h) The CONSULTANT together with ARTS will host four public outreach meetings no later than three (3) months after the Notice to Proceed Letter. One venue in each of the four county ARTS Planning Area will be selected to host each meeting. Meeting objective is to outline the MTP update process to gain initial insight into the public’s thoughts on transportation options and desired goals of the MTP update. Task #2 Deliverables: Public Involvement, Education and Outreach (Part 1) • Technical Report #1: Public outlook towards MTP process, potential goals and transportation in the ARTS planning area • MTP theme, slogan and branding • MTP website/domain purchase and development of content, graphics, short videos, pictures, and infographics for MTP website • Interactive map for the 2045 MTP 8. TASK #3: DATA COLLECTION AND DEVELOPMENT The CONSULTANT shall collect, compile and review all documents and data pertaining to ARTS multimodal transportation system and existing and forecast travel activities in the area. Data collection and development to be completed within four (4) months of the Notice to Proceed letter. These documents may include, but are not limited to reports, studies, academic literature, state and Federal statutes, programs and data that pertain to the ARTS planning area transportation system, including best practices. The following documents will be made available to the CONSULTANT as part of the document review process: • Aiken County Bicycle and Pedestrian Plan (2012) • ARTS 2040 Metropolitan Transportation Plan (MTP), adopted September 2015 • ARTS Advanced Transportation Management System (ATMS) Master Plan (2013) • ARTS Congestion Management Process (CMP) Update (2019) • ARTS FY 2017-2022 Transportation Improvement Program (TIP) • ARTS Public Participation Plan Update (2017) • Augusta Public Transit (APT) – Comprehensive Operational Analysis (2017) 6 • Augusta Regional Freight Profile (2008) • Augusta Regional Transportation Study Bicycle and Pedestrian Plan (2012) • Augusta-Richmond Comprehensive Plan (2018) • Best Friend Express Transit Development Plan (2017) • City of Aiken Comprehensive Plan (2017) • City of Grovetown Comprehensive Plan (2016) • City of North Augusta Comprehensive Plan (2017) • Dougherty Road Corridor Study (2013) • Georgia Statewide Strategic Transportation Plan (SSTP) • Lower Savannah Council of Governments Comprehensive Economic Development Strategy (2017) • Northside Transportation Study (2012) • Realizing the City: The Augusta Sustainable Development Agenda (ASDA) (2010) • Reclaiming Historic Harrisburg (2011) • SC 19 (Edgefield Highway) Corridor Study (2014) • SCDOT Statewide Multi-Modal Plan (2014) • The 2013 Augusta-Richmond County Analysis of Impediments to Fair Housing Choice (2013) • Transportation Management Area (TMA) Certification Review (2016) • US 1/US 78 Corridor Study (2012) • Westobou: A Shared Vision Master Plan (2009) • Whiskey Road Corridor Study (2017) The CONSULTANT shall review and summarize these documents and corresponding data in terms of their impact and relevance to the MTP update, particularly state and Federal legislation and include any potential conflicts or inconsistencies that must be addressed. Data necessary to support development and measurement of the goals and objectives of the 2045 MTP update as well as required performance measures will be collected and in some cases created by the CONSULTANT. The CONSULTANT is expected to identify GIS and other mapping data needs early in the project schedule to support analysis and other MTP update tasks. The CONSULTANT is responsible for collecting relevant GIS layers, mapping and data. ARTS will provide the CONSULTANT a list of available GIS layers, maps, and data; and supply requested materials electronically, when feasible, to the CONSULTANT. Socio-Economic Data The CONSULTANT will develop base year (2020) and future year (2045) socio-economic data for the travel demand model by Traffic Analysis Zone (TAZ) for the ARTS planning area. The socio-economic data must include but is not limited to, the following data elements: population and household data; employment data; hotel/motel, school enrollment data; acreage; and future year projections. The CONSULTANT will prepare the socio-economic data according to the GDOT General Summary of Recommended Travel Demand Model Development Procedures for Consultants, MPOs, and Modelers. The socioeconomic data will be submitted to GDOT’s Modeling division on behalf of ARTS in developing the travel demand model for the ARTS planning area. Schedule for submitting data and the analysis of the data will be coordinated with GDOT’s Modeling Division. 7 Pedestrian, Bicycle and Greenways Data The pedestrian, bikeways and greenway data will be used to inventory the existing pedestrian facilities and bikeways networks within the ARTS planning area. ARTS staff will transmit to the CONSULTANT the available sidewalk and bikeway data as contained in the Aiken County Bicycle and Pedestrian Plan (2012); and, Augusta Regional Transportation Study Bicycle and Pedestrian Plan (2012). Sidewalk and bikeway data may also be provided by jurisdictions in the ARTS planning area if needed. The CONSULTANT will be responsible for ensuring that the sidewalk and bikeway data is both accurate and up to date and for suggesting corrections or modifications as necessary. The CONSULTANT shall use GIS to produce the existing pedestrian, greenways and bikeway facilities maps. The CONSULTANT shall identify on these maps major traffic generators for pedestrian and bicycle trips such as schools, recreational facilities, major employers and others. Freight Transportation Network Data The 2020 and 2045 highway network will be used to identify projects that would provide for the safe and efficient movement of freight and goods in the ARTS planning area. ARTS Staff will make available to the CONSULTANT the Augusta Regional Freight Profile Study (2008). The CONSULTANT will be responsible for ensuring that the information in Augusta Regional Freight Profile is both accurate and up to date and for suggesting corrections or modifications as necessary. Transit Data The CONSULTANT shall assemble relevant, recently completed plans and study documents to inform the development of the transit element of the MTP. The CONSULTANT shall collect Transit service data necessary to validate/calibrate the Travel Demand Model developed by GDOT. All appropriate transit data (e.g., ridership) obtained from special studies shall be reviewed and incorporated by the CONSULTANT where suitable. Transportation System Management and Operations Data The Consultant shall assemble and summarize local, regional, state and national Transportation System Management and Operations (TSM&O) initiatives, projects and studies relevant to the ARTS planning area. This data will be incorporated into the 2045 MTP, when required or practical. Task #3 Deliverables: Data Collection and Development • Technical Report #2: Document review of data pertaining to ARTS multimodal transportation system • 2020 Socio-economic dataset • 2045 Socio-economic dataset • Electronic Data Inventory 9. TASK #4 – PUBLIC INVOLVEMENT, EDUCATION AND OUTREACH (PART 2) Preparation of the 2045 MTP will involve extensive public involvement and public meetings. The second phase of the public involvement, education and outreach will be more extensive and maintains the robust engagement with all MTP partners and stakeholders. The second phase of public involvement, education and outreach will commence no later than five (5) months after the Notice to Proceed. Public involvement, education and outreach will continue on an as needed basis to a maximum of twelve (12) months after the Notice to Proceed letter. 8 a) The CONSULTANT will be required to develop a Public Participation Strategy (PPS) for the 2045 MTP development that includes use and expansion of ARTS branding efforts. PPS will be guided by Environmental Justice/Title VI requirements. b) The CONSULTANT will provide and use web based technology and surveys for seeking public input and interactively capturing public comment throughout the MTP Update public involvement process. Hard copies of surveys and comment forms etc., will be made available to the public as needed. c) The CONSULTANT will work with ARTS Staff to prepare all materials, documents, websites, social media, videos and products associated with the development of MTP update and the public outreach efforts so that they will be in compliance with the Americans with Disabilities Act, 1990. d) The CONSULTANT together with ARTS staff will ensure outreach and engagement efforts with key partners and stakeholders. Those partners and stakeholders should at a minimum include: Federal partners such as the Federal Highway Administration (FHWA); Federal Transit Administration (FTA), Georgia Department of Transportation (GDOT) and South Carolina Department of Transportation (SCDOT). MPO partners include: PCC, TCC and CAC. Other key partners and stakeholders shall include, but not be limited to, local historic districts and boards, Fort Gordon army installation, etc. e) The CONSULTANT may consider that venues for public involvement, education and outreach might include: Community Workshops/Meetings; Speaker Bureaus; Participation in Community Events, e.g., Arts in the Heart; Neighborhood Associations; Town Hall Meetings; and, Transit Hubs/Interchanges. f) The CONSULTANT will ensure that all presentations made to ARTS and its subcommittees, whether oral or using media (e.g. PowerPoint), include an education component to ensure that PC, TAC and CAC members are afforded adequate background and context for the information they are being provided and/or decisions they are being asked to make. g) The CONSULTANT, along with ARTS staff, will conduct an evaluation of the public outreach and educational activities of the 2045 MTP update. The results of the review will evaluate how effectively the public has been educated, informed, and encouraged to actively participate in the 2045 MTP update process, as well as to obtain feedback on improving and increasing the effectiveness of future public participation efforts. Task #4 Deliverables: Public Involvement, Education and Outreach • Technical Report #1 (Update): Public Participation Strategy, Process and Outcomes 10. TASK #5: REFINE GOALS, OBJECTIVES AND MEASURES OF EFFECTIVENESS/PERFORMANCE INDICATORS The purpose of this task is to refine and identify the 2045 MTP Goals, Objectives and Measures of Effectiveness (GOMs). GOMs contained in the 2040 MTP and identified during the initial 2045 MTP update public meetings will be re-evaluated, and objectives and performance measures determined. The CONSULTANT will research, consider, document and apply GOMs “best practices” from other MPOs nationwide to identify alternatives to traditional congestion measures such as volume/capacity and Level of Service (LOS) that attempt to “solve congestion.” Task #5 9 to commence no earlier than six (6) months after the Notice to Proceed and to be completed no later than nine (9) months after the Notice to Proceed. The update process will consider a wide range of social, mobility, freight, safety, infrastructure, environmental, energy, and economic factors to determine and implement new and innovative transportation system performance measures that de-emphasize traditional road “congestion” in lieu of broader desirable transportation outcomes. Accessing datasets such as the Regional Integrated Transportation Information System (RITIS) and National Performance Management Research Data Set (NPMRDS) or AirSage data may provide additional input in GOMs development. As a minimum, GOMs developed will address MAP-21 and the FAST Act established national performance goals for Federal highway programs: • Safety - To achieve a significant reduction in traffic fatalities and serious injuries on public roads; • Infrastructure Condition - To maintain the highway infrastructure asset system in a state of good repair; • Congestion Reduction - To achieve a significant reduction in congestion on the National Highway System (“NHS”); • System Reliability - To improve the efficiency of the surface transportation system; • Freight Movement and Economic Vitality - To improve the national freight network, strengthen the ability of rural communities to access national and international trade markets, and support regional economic development; • Environmental Sustainability - To enhance the performance of the transportation system while protecting and enhancing the natural environment including impacts to air quality; and • Reduced Project Delivery Delays - To reduce project costs, promote jobs and the economy, and expedite the movement of people and goods by accelerating project completion through eliminating delays in the project development and delivery process, including reducing regulatory burdens and improving agencies’ work practices. a) The CONSULTANT will ensure that GOMs of the 2045 MTP incorporate full consideration of the FAST Act planning factors and other associated regulations. This development will require strong public input to ensure adopted GOMs address perceived areas of need or deficiency. b) The CONSULTANT will address possible impacts of transportation policy decisions on land use and development. This will include impacts from pedestrian; bicycle; other non-motorized transportation; transit; extreme weather; freight; greenways; and other transportation options are fully considered and incorporated. The CONSULTANT will consider new and emerging areas such as automobile fleet electrification, ride/car sharing (motorized and non-motorized), and automation. c) The CONSULTANT shall be responsible for obtaining and compiling ideas from the ARTS PC, TCC and CAC, and, the public. The CONSULTANT will also review applicable GDOT and SCDOT plans and consider any other corridor studies performed in the ARTS planning area in order to ensure consistency. d) Based on the recommended goals and objectives, the CONSULTANT will review the measures of effectiveness. Consideration of any revision of the measures of effectiveness, the 10 CONSULTANT will provide a realistic point of view and consider the availability of data and/or the requirements for the collection of the data to be used in evaluating the measures. e) The CONSULTANT will work with ARTS staff to develop a clear and defensible approach to project prioritization, documentation, partner process guidance/education, and recommend and develop a spreadsheet or database program to implement, create reports and maps. The prioritization process will reflect ‘best practice’ prioritization resources available at GDOT and/or SCDOT. The prioritization process will consider GOMs, project readiness, type of funding required versus available, economic benefit analysis and other metrics as recommended by the CONSULTANT for consideration. Task #5 Deliverables: Develop Goals, Objectives and Measures of Effectiveness • Technical Report #3: Description of the development of goals, objectives and measures of effectiveness/performance indicators • Technical Report #4: Robust project prioritization tool/process 11. TASK #6: YEAR 2045 TRANSPORTATION NEEDS ASSESSMENT/PLAN The CONSULTANT shall conduct a future year (2045) transportation system needs assessment. The purpose of this task is to develop a MTP that incorporates the deficiencies of the Existing & Committed (E+C) transportation facilities (including major roadways, transit, public transportation facilities, intercity bus facilities and operators, multimodal and intermodal facilities, employer-based commuting programs, nonmotorized transportation facilities and intermodal connectors) in coping with transportation demands in 2045. In addition, the CONSULTANT will develop a list of ranked/prioritized transportation needs/projects. Task #6 to commence no earlier than seven (7) months after the Notice to Proceed and to be completed no later than nine (9) months after the Notice to Proceed. a) The CONSULTANT shall analyze a highway and transit assignment to the regional E+C Network with the 2045 socioeconomic data to determine the deficiencies on the highway and transit networks that will occur by the Year 2045. This will represent the “Do nothing alternative” since the E+C network includes committed improvements in the latest TIP but not beyond that. b) The CONSULTANT must ensure that the needs assessment includes multi-modal solutions, such as: New bus routes; Improvements to existing transit corridors; ITS strategies and applications; Pedestrian walkways; Greenways and bikeway facilities; Transportation disadvantaged services; Intermodal linkage and access needs; Complete Streets designs; Freight related transportation improvements; Traffic Signal System Review; and, Arterial intersection improvements. c) The CONSULTANT will delineate linkage between land use and transportation infrastructures. The CONSULTANT shall examine and explore urban design guidelines, development strategies and financial incentives that support the linkage between land use and transportation planning. d) The CONSULTANT shall identify major freight and goods generator facilities, evaluate truck traffic between these facilities and the ARTS planning area. The CONSULTANT shall recommend appropriate transportation improvement projects, which would improve freight 11 and goods movements over the life of the Plan and include these projects in the Needs Assessment. e) The CONSULTANT shall identify areas in the transportation system where TSM&O strategies would be applicable and beneficial. The CONSULTANT shall recommend the type of ITS application(s) appropriate for each situation. The CONSULTANT shall recommend appropriate transportation improvement projects and include these projects in the Needs Assessment. f) The MTP will provide for an integrated transportation system to enhance the efficiency of freight movement on the surface transportation network. The CONSULTANT shall address freight and goods movement concerns through inclusion of a variety of surface transportation projects focused on improving truck-mediated goods movement throughout the County. g) The CONSULTANT shall review the Augusta Regional Transportation Study Bicycle and Pedestrian Plan (2012) and in cooperation with ARTS staff, shall estimate an appropriate LOS for the existing bikeways and sidewalks. The needs plan should focus on improving and enhancing LOS for areas especially around schools, major traffic generators, transit stops/ stations and other locations identified by the CONSULTANT. h) The CONSULTANT shall examine existing roadway conditions as they relate to bicycle and pedestrian travel, and propose facility improvements to enhance mobility and safety of pedestrians and bikers. The CONSULTANT shall examine the proposed Greenway Plan and recommend additional extensions to this plan to meet Year 2045 travel demand. i) The CONSULTANT shall identify steps and activities to encourage the usage of bicycle and pedestrian modes of transportation. This may include documenting the health benefits of more active choices such as walking and biking, distributing safety pamphlets, increasing awareness in public school systems and private schools in the ARTS planning area. j) The CONSULTANT shall identify strategies to mitigate the potential impact of the new transportation infrastructure recommended in the needs assessment on wetlands, cultural (historical/archeological) resources, water resource, threatened and endangered species habitat and other environmentally sensitive subjects. Costs for the identified environmental mitigation strategies should be considered in the overall project costs. Deliverables Task #5: Year 2045 Transportation Needs Assessment/Plan • Technical Report #5: Transportation Needs Assessment/Plan 12. TASK #7: FINANCIAL RESOURCES AND FEASIBILITY PLAN The CONSULTANT shall develop a Financial Resources deliverable from the base year, 2020, through to the horizon year, 2045. The Financial Resources deliverable will describe revenue projections and assumptions supporting the projections. The purpose of this task is to ensure that the recommended projects, programs, and studies considered for inclusion in the MTP can be implemented utilizing the funding that can reasonably be expected to be available within the time period of the MTP. Task #7 to commence no earlier than seven (7) months after the Notice to Proceed and to be completed no later than nine (9) months after the Notice to Proceed. This analysis will demonstrate the accumulation and aggregation of information regarding existing and projected funding sources for modifications outlined in the Year 2045 Needs Plan that shall 12 be used in the development of the Year 2045 Cost Feasible Plan. This task (crucial to the accuracy of the financially feasible plan development) will be led by the CONSULTANT. However, the CONSULTANT shall use any data available from ARTS, GDOT, SCDOT and other agencies involved in planning and funding of transportation projects. The funding available for new projects is the difference between the funds reasonably expected to be available for transportation modifications minus the funds required to construct committed projects and those funds required to operate and maintain the transportation system. This difference shall be the funding available to develop the Year 2045 MTP Cost Feasible Plan. a) Early in the process, the CONSULTANT shall obtain historical financial information and identify potential project funding opportunities relative to the funding of transportation services within the ARTS planning area. This may involve obtaining financial data from Federal, GDOT, SCDOT, local agencies, ARTS, and other agencies involved in planning and funding of transportation projects. The CONSULTANT shall identify funding eligibility for each source used in the plan. b) The CONSULTANT shall investigate alternative funding sources such as bonds, transit fares, tolls, special taxing districts, Special-Purpose Local-Option Sales Tax (SPLOST), impact fees, user fees, and local option gas taxes. All necessary financial resources from public and private sources that are reasonably expected to be made available to carry out the transportation plan shall be identified. Evaluating the financial availability of potential funds will assist with the selection of projects that are included in the MTP. The CONSULTANT will develop a consistent, straightforward methodology for potential use by ARTS in the future. c) As alternative scenarios are developed and refined the CONSULTANT shall confirm and document revenues and costs related to system operations and maintenance activities covered in the MTP. The financial plan shall contain system-level estimates of costs and revenue sources that are reasonably expected to be available to operate and maintain Federal-aid highways and public transportation. The project costs for each will then be compared to the available and projected revenues. All proposed improvements should include detailed design concept, scope, and estimated engineering and construction costs in year of expenditure dollars. The fiscal constraint will be transparently demonstrated in the 2045 MTP. d) The CONSULTANT should analyze public input data collected throughout the planning process to develop potential funding priorities. The CONSULTANT and ARTS staff should work together to communicate the relative costs and benefits of investing in various modes, such as via comparisons of person-capacity per project type, or other measures. e) The CONSULTANT shall forecast potential financial resources for interim and horizon years that can be reasonably anticipated as potential funding for future MPO project implementation during the time frame of the recommended MTP, as follows; short term (2020-2025); mid- term (2026-2035); and, long-term (2036-2045) to build transportation improvements as documented in the Needs Assessment. f) The CONSULTANT shall analyze the gap between the funding and other resources required to fully implement proposed projects and the resources reasonably forecast to be available. The CONSULTANT shall analyze whether the gap between resources needed for improvements and resources available for improvements is forecast to become larger or smaller over the time 13 period of the plan. The CONSULTANT must include a plan of action describing the steps necessary to enact, ensure the availability and commitment of the identified funding sources. g) The CONSULTANT shall carefully review, identify and confirm with the responsible agency the types of projects that may be funded or not with a given fund type. This information should be used in the project prioritization process. h) The CONSULTANT shall identify ways to reduce the need for costly transportation improvements, such as land use policies, traffic signal system review, and ways to increase funding for transportation improvements, including funding for motorized and non-motorized systems. ARTS is interested in comparing the cost of these strategies relative to the likelihood of meeting forecast transportation needs. i) The CONSULTANT shall use an inflation rate for revenue and cost estimates to reflect year of expenditure dollars based on reasonable financial principles and information. Task #7 Deliverables: Financial Resources and Feasibility • A preliminary financial resources summary should be provided early in the planning process to support outreach activities and scenario planning. • Conduct a one day financial resources planning module for ARTS staff. • Technical Report #6: Financial plan which includes a fiscally constrained project list for the final preferred scenario. The Financial Plan will also include a list of unfunded projects. 13. TASK #8: DOCUMENT PREPARATION, DRAFT 2045 MTP AND FINAL 2045 METROPOLITAN TRANSPORTATION PLAN The documentation of the MTP is a key part of the overall process. It is important that the entire work effort be well documented. This documentation not only provides the identification of the recommended transportation system improvements for the ARTS planning area through the horizon year (2045) but outlines the processes that lead to the development of each recommendation. The draft and final 2045 MTP documents will be written in a manner that will allow the average citizen of the community to understand the MTP process and the recommendations contained therein. a) The CONSULTANT will ensure that a Draft 2045 MTP is ready for review by TAC and CAC in February 2020. The CONSULTANT will ensure that a Draft 2045 MTP is ready for review by PC in March 2020. Fifteen (15) business days prior to review by TAC and CAC the CONSULTANT must submit the Draft 2045 MTP for internal review by ARTS and our Federal partners. b) The CONSULTANT will ensure that a Final 2045 MTP is ready for adoption by TAC and CAC in May 2020. The CONSULTANT will ensure that a Final 2045 MTP is ready for adoption by PC in August 2020. Fifteen (15) business days prior to review by TAC and CAC the CONSULTANT must submit the Final 2045 MTP for internal review by ARTS and our Federal partners. c) The CONSULTANT shall ensure that all final documents and maps are posted online, available for distribution and made available through ARTS no later than 90 days after adoption by TAC, CAC and/or PC. 14 d) The CONSULTANT shall provide to ARTS thirty-five (35) clean, single-sided/loose-leaf, full color paper original and Adobe Portable Data File (.pdf), InDesign and Microsoft Word electronic versions of all materials presented. All deliveries will also be provided in an editable electronic format such as Microsoft Word, InDesign or approved equal. e) The CONSULTANT shall provide to ARTS thirty-five (35) clean, single-sided/loose-leaf, full color paper copy of GIS maps and a .pdf copy of all maps. This is in addition to an electronic copy of GIS maps produced along with associated layers and/or shapefiles. f) The CONSULTANT shall prepare thirty-five (35) copies of the Draft 2045 MTP suitable for public distribution, and one unbound, reproducible document; and one copy in electronic format will be submitted to ARTS for their review and recommendation for approval by PC. Because revisions to the draft plan may be required at several points, it shall be printed and bound in a format that will allow changes without complete reprinting. g) Thirty-five (35) copies of all PowerPoint presentations shall be provided to ARTS and posted on the 2045 MTP website. The 2045 MTP website shall include an accommodation to collect public comments. h) Upon approval of the Draft Final Plan by PC, the CONSULTANT will prepare a Final Plan document incorporating all revisions and comments from the Draft. Thirty-five (35) copies shall be supplied to ARTS for distribution. This document should be a stand-alone document and provided in a three-ring binder. i) The CONSULTANT shall prepare a summary report of twenty (20) or fewer pages to accompany the final report. This summary report shall document the major steps and final results of the long-range transportation plan process. j) The consultant shall prepare one hundred (100) copies of a separate “Citizen’s Guide to the 2045 ARTS Metropolitan Transportation Plan,” based on the goals and objectives of the plan, that is easily understood by agencies and members of the public that may not be familiar with transportation planning. All GIS data and shapefiles, traffic data, accident/crash and intersection data, spatial schematics maps, visualization graphics, and all other related documents produced with federal funds under this Scope of Services shall be provided to the APDD editable electronic versions at the conclusion of this Project. Graphics, mapping, databases, etc., outside of Microsoft Office, ESRI GIS, Adobe Acrobat or equal will be provided in a software format agreed upon by the CONSULTANT and the Client. This Scope of Services only represents the minimum requirements. However, the expectation is that the selected CONSULTANT will adhere to standards of best practices or transportation planning and engineering and to exceed expectations by utilizing their expertise and transportation planning experience to expand upon the minimum requirements. 14. INDEMNIFICATION AND INSURANCE The offerer shall carry professional/public liability insurance coverage in the amount of One Million ($1,000,000), covering itself and all of its employees and agents, and shall indemnify and hold harmless the City of Augusta and their representatives and employees, from any claim, demands, actions, cause for actions, and liability arising from any act or non-act, or the commission 15 or omission of any act of the offerer, its employees, agents and/or assigns while under the terms of the contract. Task #1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 Months Apr-19 May-19 Jun-19 Jul-19 Aug-19 Sep-19 Oct-19 Nov-19 Dec-19 Jan-20 Feb-20 Mar-20 Apr-20 May-20 Jun-20 Jul-20 Aug-20 Sep-20 Task 1 Project Administration/Project KickOff Task 2 Public Involvement, Education and Outreach (Part 1) Task 3 Data Collection and Development Task 4 Public Involvement, Education and Outreach (Part 2) Task 5 Refine Goals, Objectives and Measures of Effectiveness/Performance Indicators Task 6 Year 2045 Transportation Needs Assessment/Plan Task 7 Financial Resources and Feasibility Plan Task 8 Document Preparation, Draft 2045 MTP and Final 2045 MTP Draft 2045 MTP ARTS, GDOT & FHWA Draft 2045 MTP TCC & CAC Draft 2045 MTP PC Final 2045 MTP ARTS, GDOT & FHWA Final 2045 MTP TCC & CAC Final 2045 MTP PC ARTS 2045 Metropolitan Transportation Plan (MTP) Update RESOLUTION TO ATLOW AUGUSTA REG|ONAI TRANSPROTATION STUDY (ARTS) AS THE DESTGNATED METROPOUTIAN PIANNING ORGNTZATTON (MpO) TO Appty ro rHE GEoRGTA METROPOLITIAN PLANNING ORGANIZATION(GAMPO) FUNDS TO HIRE A CONSUTTANT TO COMPTETE THE METROPOLTTAN TRANSPORTATTON PLAN (MTpl 2045. WHEREAS, the Augusta Regional Transportation Study (ARTS) has been designated by the Governor of Georgia as the Metropolitan Planning Organization (MPO) for the jurisdiction including Augusta-Richmond County, GA; Columbia County, GA; Edgefield County, SC and Aiken County, SC in accordance with Federal requirements of Title 23, Section 134 of the United States Code to have a cooperative, comprehensive and continuous transportation planning process; and WHEREAS, the MPO will conduct federally-required transportation planning activities that will improve the transportation system and help coordinate the area's future growth within the above jurisdiction; WHEREAS, it is required by the United States Department of Transportation and the Georgia Department of Transportation in accordance with the provisions of Title Vl 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 Vl of the Civil Rights Act of 1954 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 lT RESOTVED that the Augusta Regional Transportation Study confirms that local match 554,000 provided Augusta Richmond County, S8O,OO0 provided by Aiken County, SC and requests consideration to apply for 5216,000 through Georgia Metropolitan Planning Organization for to complete the Metropolitan Transportation Plan 2045: APPROVEDANDADOPTEDThis_day ot ,2O19 Authorized Official Hardie Davis, Jr., Mayor of the City of Augusta Signed, sealed and delivered this _day of , 2019 in the presence of Witness Notary Public/Notary Seal CERT!FICATE The undersigned duly qualified and acting (lof | (Title of Certifying/Attesting Officiol)( Applicont's Legol Name) certifies that the foregoing is a true and correct copy of a resolution adopted at a legally convened meeting held 20L9. Name of Certifying/Attesting Officer (Seal) Title of Certifying/Attesting Officer Commission Meeting Agenda 2/19/2019 2:00 PM GAMPO APPLICATION MTP Department:Planning and DEvelopment Department:Planning and DEvelopment Caption:Motion to approve ARTS as the MPO applying for GAMPO funding of MTP 2045. (Approved by Public Services Committee February 12, 2019) Background:Augusta-Richmond County MPO/ARTS is tasked with compliance with the federally mandated 3C (cooperative, comprehensive, continuous) planning process to create a multimodal performance transportation plan for the ARTS region. This region is bi state and includes portions or all of the following jurisdictions: Columbia County, GA, Augusta- Richmond County, GA, Edgefield County, SC, and Aiken County, SC. In order to reach compliance, the Metropolitan Transportation Plan (MTP) is updated every five years and must meet the requirements of Moving Ahead for Progress in the 21st Century (MAP-21) Act, the Fixing America’s Surface Transportation (FAST)Act and current federal guidance and regulations. This plan also assists GDOT by providing data for the Transit Demand Model (TDM). This plan will include both short and long term strategies and tasks to progress the development of a thriving and efficient integrated intermodal transportation system that moves people and goods throughout the ARTS area and beyond. Analysis:The MTP must be completed every 5 years by the MPO. Financial Impact:Total applying for: $216,00 Matching: Augusta $54,000, Aiken $80,000 Alternatives:Approve/Denty Recommendation:Approve Funds are Available in the Following Accounts: Total applying for: $216,00 Matching: Augusta $54,000, Aiken $80,000 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda 2/19/2019 2:00 PM Request to establish a dedicated account for the Annual Senior Holiday Dinner in the amount of $13,000 Department:Administrator Office Department:Administrator Office Caption:Motion to approve establishing a dedicated account for the Annual Senior Holiday Dinner in the amount of $13,000. (Approved by Public Services Committee February 12, 2019) Background:The Recreation and Parks Department has held a free Annual Senior Holiday Dinner for several years, using unspent funds within their budget. Participation has steadily increased, to the point that this event has now outgrown Recreation and Parks facilities. The event moved to the James Brown Arena in 2017, which has added costs along with the need to purchase additional food and beverages. The purpose of this request is to have dedicated funding for this event. Funding has been identified from two funding sources. Based upon our expenditures in 2017 and 2018, we need $13,000.00 to provide for the arena costs, sufficient food, and entertainment. In the past, staff has secured donations and sponsorships; any for 2019 will be used to purchase door prizes and offset other expenses to the extent possible. Analysis:N/A Financial Impact:N/A Alternatives:N/A Recommendation:Approve dedicated account of $13,000 to cover the cost of the Annual Senior Holiday Funds are Available in the Funding source is from Administrator Office $9,000 account# 101-01-3210: 5233112 and Recreation and Parks budget Following Accounts: Account #101-06-1337 ($4,000) Any unspent funds would be returned to the Administrator’s Office budget. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda 2/19/2019 2:00 PM Augusta Public Transit System Department: Department: Caption:Report from staff regarding an assessment of the bus shelters currently in inventory, how many will be needed, where the locations are and a cost estimate for the new bus stop signage. (No recommendation from Public Services Committee February 12, 2019) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: PROCUREMENT SOURCE SELECTION METHODS AND CONTRACT AWARDS Sec. 1-10-48. Generally. The following sections provide detailed information concerning the use of the seven (7) source selection methods available for use for the procurement of commodities, services and construction products for Augusta, Georgia. The seven methods are: (1) sealed bids, (2) sealed proposals, (3) special services, (4) quotations or informal bids, (5) sole source, (6) emergency procurement and (7) annual contracts. Purpose: A significant portion of the Augusta, Georgia Annual Budget is committed each year to various purchase contracts such as raw materials, equipment, equipment parts or components, general supplies, and professional and non-professional services. Therefore, it is essential that maximum value be obtained for each public tax dollar spent. A proven technique for obtaining this goal is through the annual bid contract process, Sec. 1-10-58. Annual contracts. Upon approval of an annual contract by the Board of Commissioners (or the Administrator for annual bids of up to $25,000), any using agency may order supplies or services under such annual contract as needed up to the maximum amount approved in the annual bid. Purchases on the following annual bid items will exceed $25,000.00 per order: Description Recommended Vendors Local Vendors Environmental Services 19-016 Various Sizes of Rocks Martin Marietta Augusta/Grovetown Martin Marietta 19-027 Rock Hauling JHC JHC 19-113 Vacant Lot Cleaning Services Augusta Quality Lawncare Augusta Quality Lawncare 19-104A Light Fleet Parts O’Reilly Auto Parts O’Reilly Auto Parts 19-115 Tire Repair & Servicing Snider Tire Snider Tire 19-116 Various Pipe, Couplings & End Section Fortiline Waterworks Fortiline Waterworks 19-118 Tires Snider Fleet Solutions Snider Fleet Solutions Utilities 19-002 Fiber Optic Network Supplies Utilicom Supply NovaLight Telecom Supply Graybar Graybar 19-050 Red Hot Sewer Solvent Haskins Company Haskins Company 19-052 Fiber Optic Supplies Georgia Underground Supply Graybar Electric NovaLight Telecom Graybar Electric 19-055 Chemicals Polydyne Univar Allied Universal 19-066 Warehouse Supplies Core and Main Ferguson Waterworks Fortline Waterworks Core and Main Ferguson Waterworks Fortline Waterworks Recreation 19-045 Athletic Clothing Johannsen S&S Worldwide Pyramid School Products B&N Sports Johannsen Commission Meeting Agenda 2/19/2019 2:00 PM 2019 Annual Bid Recommendation of Award - Various Departments Department:Procruement Department:Procruement Caption:Motion to approve an annual bid for Environmental Services Department, Utilities Department and Recreation and Parks Department. The items require Commission approval due to the fact that purchases on the individual purchase orders will exceed $25,000.00 per order. (Requested by Commissioner Sammie Sias) Background:The following annual bid item requires Commission approval: Environmental Services 19-016 Various Sizes of Rocks 19-027 Rock Hauling 19-113 Vacant Lot Cleaning Services 19-104A Light Fleet Parts 19-115 Tire Repair & Servicing 19-116 Various Pipe, Couplings and End Sections. 19-118 Tires Utilities 19-002 Fiber Optic Network Supplies 19-050 Red Hot Sewer Solvent 19-052 Fiber Optic Supplies 19-055 Chemicals 19-066 Warehouse Supplies Recreation 19-045 Athletic Clothing Analysis:Each item has been bid through the sealed bid process as directed in the Augusta Procurement Code. The User Departments have reviewed the submittals and has presented a recommendation of award to the Procurement Department. Financial Impact:The User Departments are responsible for the purchase of the items listed on the individual bids. Alternatives:Not to award and require the User Departments to follow the purchasing guidelines as listed in the Augusta Procurement Code for each individual purchase. Recommendation:Approve the recommendation as submitted by the User Departments. Funds are Available in the Following Accounts: Various funds provided by the User Departments. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Invitation to Bid Sealed bids will be received at this office until Tuesday, September 11, 2018 @ 3:00 p.m. for furnishing: Bid Item #18-275 Furnishings for Maxwell Branch Library – 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 Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. A Pre Bid Conference will be held on Friday, August 24, 2018 @ 10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605, Augusta, GA 30901. 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, August 28, 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 August 2, 9, 16. 23, 2018 Metro Courier August 2, 2018 OFFICIAL VENDORS PMC COMMERCIAL INTERIORS 18 SOUTH MARKLEY STREET GREENVILLE, SC 29601 DIVERSIFIED RESOURCES GROUP 6410 ATLANTIC BLVD STE 340 PEACHTREE CORNERS, GA 30071 MODERN BUSINESS SYSTEMS 1445 GREENE STREET AUGUSTA, GA 30901 Attachment B Yes Yes Yes E-Verify Number 714824 405480 139296 SAVE Form Yes Yes Yes Addenums 1 & 2 Yes Yes Yes Subtotal $98, 333.63 82,822.00 $96,132.32 Installation Cost $14, 401.50 $6,500.00 $3,625.00 Total $112, 735.13 $89,322.00 $99,757.32 Subtotal $12, 067.23 $9, 463.00 $14,406.88 Installation Cost 0 $1, 300 $3,500.00 Total $12, 067.23 $10, 763.00 $17,906.88 Furniture and Shelving $124, 802.36 $100, 085.00 $117, 664.20 Furniture Pricing Total Number Specifications Mailed Out: 20 Total Number Specifications Download (Demandstar): 12 Total Electronic Notifications (Demandstar): 41 Mandatory Pre-Bid/Telephone Conference: 11 Total packages submitted: 4 Total Non-Compliant: 0 Shelving Pricing Grand Total The following vendor withdrawn their bid: MCWATERS, INC / 3708 BENCHMARK DRIVE / AUGUSTA, GA 30909 ITB #18-275 Furnishings for Maxwell Branch for Augusta, Georgia- Central Services Department - Facilities Maintenance Division Bid Due: Tuesday, September 25, 2018 @ 11:00 a.m. Page 1 of 1 Commission Meeting Agenda 2/19/2019 2:00 PM Award Bid Item #18-275 Contract for Maxwell Furnishings Department:Central Services - Facilities Department:Central Services - Facilities Caption:Motion to approve bid award of the contract to furnish and install furnishings for the Maxwell Library Renovation project to the low bidder, PMC Commercial Interiors Inc. of Greenville, SC, in the amount of $124,802.36. (ITB 18-275) (Requested by Commissioner Sammie Sias) Background:Construction on renovations and additions to the Maxwell Branch Library at 1927 Lumpkin Road are underway. As part of the project, the furnishings are to be replaced and Invitation to Bid (ITB) 18-275 was issued through the Augusta Procurement Department to obtain pricing. Bids were received on September 25, 2018. Analysis:Four (4) vendors responded to Bid Item #18-275. McWaters, Inc. withdrew their bid. Of the three (3) remaining bids, the lowest compliant bid was submitted by PMC Commercial Interiors of Greenville, SC. Financial Impact:Award the contract to furnish and install furnishings for the Maxwell Library Renovation project to the lowest compliant bidder, PMC Commercial Interiors in amount of $124,802.36. Alternatives:1. Award the contract to furnish and install furnishings for the Maxwell Library Renovation project to the lowest compliant bidder, PMC Commercial Interiors Inc., in the amount of $124,802.36. 2. Do not award Recommendation:Award the contract to furnish and install furnishings for the Maxwell Library Renovation project to the low bidder, PMC Commercial Interiors Inc., in the amount of $124,802.36. Funds are Available in the Following Accounts: This project is funded through SPLOST for Renovations to the Maxwell Branch Library. Accounts 328-05-1120/5423110/JL 217055205 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Invitation to Bid Sealed bids will be received at this office until Friday, November 2, 2018 @ 11:00 a.m. for furnishing: Bid Item #18-304 Dome Style Service Truck – for Augusta, GA Central Services Department – Fleet Maintenance Bid Item #18-307 Hydro Excavator Trailer – for Augusta, GA Central Services Department – Feet 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. 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 19, 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 September 27, October 4, 11, 18, 2018 Metro Courier September 27, 2018 OFFICIAL VENDORS Ditch Witch Of Georgia 5430 GA Hwy 85 Forest Park, GA 30297 P&H Supply 101 Lennox Avenue Warrenton, GA 30828 Vermeer Southeast 1320 Gresham Road Marietta, GA 30062 Border Equipment 2804 Wylds Road Augusta, GA 30909 Jet Vac Equipment 5746 Broad Street Sumter, SC 29154 Environmental Products of Georgia 4410 Wendell Dr. SW Atlanta, GA 30336 Adams Equipment, Inc 6971 Oak Ridge Commerce Way Austell, GA 30168 Attachment B Yes Yes Yes Yes Yes Yes Yes E-Verify Number 501622 217394 111350 705362 804190 312637 224309 SAVE Form Yes Yes Yes Yes Yes Yes Non-Compliant 6.01 Initial Equipment Training Included Included Included NB Included Included Included 6.02 Delivery Charge Included Included Included NB Included Included Included 6.03 Extra Set of Keys (3 Total)Included Included Included NB Included Included Included 6.04 Extra User's Manual (2 ea)Included Included Included NB Included Included Included 6.05 Parts Manual (1 ea)Included Included Included NB Included Included Included 7.01 LED Flood Light Set $155.00 Included Not Available Included Included $1,195.00 Included 7.02 Amber Beacon Included Included Included Included Included $390.00 Included 7.03 4" Dig, Suck and Blow DSB Wand/High Pressure Water and Sucking Wand $1,459.00 Included $930.00 Included Included $950.00 Included Year 2019 2019 2018/or 2019 2018 2018 2018/2019 2018 Brand Ditch Witch Ring-O-Matic Vermeer Ring- O- Matic Pacific TEK Pacific TEK Vector Model HX30 550VX Vactron 4573SDT 550 VX HI CFM PV500-DHO-W-T PV500DHOT4F-DIW-T MS500 Price $47,767.00 $68,750.00 $77,574.00 $73,920.00 $62,878.55 $86,659.00 $102,500.00 Approximate Delivery Schedule 60 Days 60-120 Days Based On Issuance of PO/or Bid Award 60 Days Dec. 18, 2018 6-8 Weeks ARO 120 Days i Bid Opening Item #18-307 Trailer Mounted Hydro Excavator for Augusta, Georgia- Central Services Department-Fleet Maintenance Division Bid Due: Friday, November 2, 2018 @ 11:00 a.m. Total Number Specifications Mailed Out: 12 Total Number Specifications Download (Demandstar): 2 Total Electronic Notifications (Demandstar): 61 Mandatory Pre-Bid/Telephone Conference: N/A Total packages submitted: 7 Total Non-Compliant: 1 7.00 Optional Equipment 6.00 Additional Items To Be Included In Pricing: Page 1 of 1 Commission Meeting Agenda 2/19/2019 2:00 PM Bid Item #18-307 - 2019 - Utilities Fort Gordon Hydro Excavator Department:Central Services Department - Fleet Management Department:Central Services Department - Fleet Management Caption:Motion to approve request from Utilities Department - Gordon Division to purchase of one new Trailer Hydro Excavator from Jet-Vac Equipment. (ITB 18-307) (Requested by Commissioner Sammie Sias) Background:The Utilities Department - Fort Gordon Division, requires this equipment because it is essential to mitigate damage that is frequently caused to pipes and electrical lines through the course of digging operations on Fort Gordon. . The prevention of accidents through the use of a Hydro Excavator can alleviate costly property damage and help prevent the risk of injury or death to workers and the public. As an added bonus, the trailer hydro Excavator creates smaller repair holes versus the much larger holes done through manual digging. The Department currently does not possess this equipment, so when an emergency occurs, this service is contracted out to a local vendor as an emergency response. Additionally, in their current situation, when they need to dig, there is at least a 3-day wait for a technician to come down and identify the locations of pipes and electrical systems in the ground. If the Department has this equipment on hand they will have the capacity to respond to emergencies without outside support. It also allows them to avoid having to wait for a technician to identify ground hazards to address an issue or perform needed maintenance immediately. The bid tab sheet for Bid 18-307: Trailer Hydro Excavator is attached for your review. Analysis:The Procurement Department published a competitive bid (18- 307)using the Demand Star application for a Trailer Hydro Excavator. Invitations to bid were sent to nine vendors. The lowest priced vendor did not meet the requested specifications in the bid. Bid 18-307: Trailer Hydro Excavator: 2018 Pacific TEK PV500-DHO-W-T – Jet-Vac Equipment: $62,878.55 (Sumter, SC); 2019 Ditch Witch HX30 – Ditch Witch of GA: $47,767.00 (Forest Park, GA); 2019 Ring-O-Matic 550VX – P & H Supply: $68,750.00 (Warrenton, GA); 2019 Vermeer Vactron 4573SDT- Vermeer Southeast: $77,574.00 (Marietta, GA) 2018 Ring-O- Matic 550 VX HI CFM – Border Equipment: $73,920.00 (Augusta, GA); 2019 Pacific TEK PV500DHOT – Environmental Products of GA: $86,659.00 (Atlanta, GA); 2018 Vector MS500 – Adams Equipment Inc: $102,500.00 (Austell, GA) Financial Impact:1 – 2018 Trailer Hydro Excavator @ $62,878.55.00 each. The total purchase is $62,878.55 for the Utilities Department - Fort Gordon Division. The equipment will be purchased with department capital funds (ACCT# 506-04-3430/54.22510). Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of one – 2018 Pacific TEK PV500-DHO- W-T for the Utilities Department – Fort Gordon Division. Funds are Available in the Following Accounts: Capital Funds from Utilities Department, Fort Gordon Division: 506-04-3430/54.22510 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission CC-6 Georgia Department of Community Affairs Community HOME Investment Program CERTIFICATION AS TO CONFLICT OF INTEREST Name of Applicant/Co-Applicant: ____________ This is to certify that we are not aware of any conflict of interest that exists between the family benefitting from the receipt of CHIP funds and any person who is an employee, agent, consultant, officer, or elected official or appointed official of the state, the City of Augusta, Georgia (Name of State Recipient or Sub-recipient) or of the (Name of administrator, if applicable) whom are in a position to participate in a decision making process or are responsible for the administration or oversight of the Community HOME Investment Program. Signature of Applicant Date Signature of Co-Applicant (if applicable) Date Signature of Certifying Officer of State Recipient/Sub-recipient Date Signature of Administrator (if applicable) Date Commission Meeting Agenda 2/19/2019 2:00 PM CHIP Grant__ Homeowner Rehab Conflict of Interest Certifications (4) Department:Housing and Community Development Department Department:Housing and Community Development Department Caption:Motion to provide the Mayor authorization to sign the CHIP Grant Homeowner Rehab Conflict of Interest Certifications (4). (Requested by Commissioner Sammie Sias) Background:The purpose of the Georgia Department of Community Affair’s (DCA), Community HOME Investment Program (CHIP) is to provide safe, decent, and affordable housing in Georgia by granting funds to city and county governments, public housing authorities, and nonprofits to rehabilitate owner-occupied homes and build and renovate affordable single family homes for sale to eligible homebuyers. Augusta, Georgia was awarded 2018 CHIP funds, in the amount of $612,000.00, by the Georgia Department of Community Affairs. The Augusta Commission approved HCD to receive the award on May 15, 2018 and the Grant Agreement was executed June 11, 2018. HCD proposes to complete five (5) new constructions and five (5) homeowner rehabilitations. Four (4) homeowner rehabilitations have been identified, completed the necessary documentation, and are ready to move forward. However, before HCD can move forward with rehabilitation activities, each homeowner has to certify that they are not aware of any conflict of interest that exists with the acceptance of CHIP funds. Please see addresses listed as below: 1. * 3414 Jewel Drive (30906) 2. * 502 First Avenue (30904) 3. * 1337 Conklin Avenue (30901) 4. * 1522 Koger Street (30904) Analysis:The approval authorizing the Mayor to sign the Certifications will allow HCD to move forward with the process of preparing the homeowners applications to forward to DCA. The certification is required for each homeowner participating in the Community Home Reinvestment Program rehabilitation project and must be submitted by Augusta, Georgia to DCA prior to approving project commencement. Financial Impact:There is no financial commitment with the Certification Process. Once DCA provides approval, HCD will submit final application requesting the distributions of funds. Alternatives:Not Any Recommendation:Motion to provide the Mayor authorization to sign the CHIP Grant_ Homeowner Rehab Conflict of Interest Certifications (4) Funds are Available in the Following Accounts: Project Funds include… a)HOME Investment Partnership Grant (HOME) and b)Georgia Department of Community of Affairs Community HOME Reinvestment Program (CHIP). REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Homebuyer Name Property Address HOME Program – Homebuyer Written Agreement Page 1 of 5 HOME PROGRAM HOMEBUYER WRITTEN AGREEMENT NOTICE TO HOMEBUYER: This AGREEMENT contains a number of requirements you must fulfill in exchange for the federal assistance you are receiving through the Home Investment Partnerships Program (HOME Program). Be sure to read each paragraph carefully and ask questions regarding any sections you do not fully understand. This AGREEMENT will be enforced by a forgivable loan and mortgage as set forth below. You should be sure that you thoroughly understand these documents before you sign them. THIS AGREEMENT, made and entered into this ____ day of _ ___________, 2019 by and between ______________________ hereinafter referred to as “BORROWER,” and AUGUSTA HOUSING & COMMUNITY DEVLOPMENT having its principal office at 925 Laney Walker Blvd, 2nd Floor, Augusta, Georgia 30901, hereinafter referred to as “LENDER.” WHEREAS, on ___________________, the Lender agreed to provide to the Borrower financial assistance to be used in pursuit of the purchase of certain real property hereafter described: _Map Parcel #____________________ and _________________________________________. WHEREAS, a percentage of said financial assistance was provided in the form of a Forgivable Loan, hereinafter referred to as a “LOAN,” with said Loan being in the amount of Twenty Five Thousand & 00/100_($25,000.00)__, subject to the condition that the Borrower executes this Agreement. WHEREAS, the Forgiveness Loan is funded by the U.S. Department of Housing and Urban Development (“hereafter HUD”) via the HOME Investment Partnership Program (hereafter “HOME Program”), and restrictions apply to the Borrower when participating in the City of Augusta’s Forgiveness Loan Program. NOW THEREFORE, in consideration of the said Loan and in accordance with the provisions of State of Georgia Statues, the parties do hereby agree as follows: The Borrower covenants and agrees with the Lender to adhere to the following HOME Program Restrictions imposed on them for the federal assistance provided: Affordability Period You must comply with the HOME Program’s period of affordability. The period of affordability for the home will be 20 years, based on the amount of the direct subsidy to the HOMEBUYER. During this 20 year period, the HOMEBUYER must maintain the home as his/her principal place of residence at all times. During this time the recapture restriction is effective and requires all HOME funds that were provided for the purchase of the home to be repaid to the City, including principal, Homebuyer Name Property Address HOME Program – Homebuyer Written Agreement Page 2 of 5 interest, late fees, and other charges, if you do not occupy the property as your principal residence or if you sell or transfer the property. Maximum Sales Price The property may not have a purchase price for the type of single family housing that exceeds 95% of the median purchase price for the area. It has been verified that the purchase price of the housing does not exceed 95 percent (95%) of the median purchase price of homes for the area, as set forth in 24 CFR Part 92.254(a). The maximum purchase price is as follows for the Augusta Richmond County GA: Unit # FHA Limits Pre-Economic Stimulus Act Existing Homes New Homes 1 Unit $ 143,000 $ 228,000 2 Unit $ 182,000 $ 292,000 3 Unit $ 221,000 $ 353,000 4 Unit $ 274,000 $ 438,000 Unadjusted Median Value $ 150,000 $ 240,000 Appraised property value The AWARDEE certifies that a certified property appraiser has appraised the property that is the subject of this AGREEMENT at a value of $______________________________. Principal residence requirement This agreement shall remain in force throughout the affordability period as long as the home remains the principal residence of the HOMEBUYER. Should the HOMEBUYER not maintain the home as his/her principal residence, or rent or sell the residence to another party, the HOMEBUYER will be in breach of this agreement and will be required to repay the amount awarded, as of the day the home is no longer the principal place of residence of the HOMEBUYER. If the home is sold to another party, the liability of the HOMEBUYER will be limited to the amount of the net proceeds of the sale as set forth below. ________Buyer Initials Recapture Agreement This is a mechanism to recapture all or a portion of the direct HOME subsidy if the HOME recipient decides to sell the house within the affordability period at whatever price the market will bear. The recaptured funds will come from the net proceeds if available. Any such repayment as required shall be made to the Lender no later than thirty (30) days following the action that require the repayment. Homebuyer Name Property Address HOME Program – Homebuyer Written Agreement Page 3 of 5 Obligation of Repayment As security of Borrower’s obligation of repayment, and subject to the terms and conditions of this Agreement, the Borrower grants, and the Lender shall and hereby does have, a lien on the real estate hereinafter described in the full amount necessary to satisfy said repayment obligation and the cost, including reasonable attorney’s fees, of collecting the same. The real estate subject to said lien is legally described as: INSERT LEGAL DESCRIPTION OF PROPERTY Promptly after the date of any sale, transfer or other conveyance of the above describe property, or in the event of a sale by contract for deed, at least ten (10) days prior to the date of such sale; or if the property shall cease to be the Borrower’s principal place of residency, the Borrower or his/her heirs, executors, or representatives shall give the lender notice thereof. In the event the Borrower or his/her heirs, executors, or representatives shall fail or refuse to make a required payment within said limited period, the Lender may, with or without notice to the Borrower, foreclose said lien in the same manner as an action of the foreclosure or mortgages upon said real estate, as provided by State Statue. Ownership of Property You must hold fee simple title to the property purchased with HOME funds for the duration of your Forgiveness Loan. Use of HOME funds The HOMEBUYER agrees that the HOME assistance will be used to lower the cost of the home by providing down payment assistance. This will reduce the sales price of the home to the HOMEBUYER and reduce the total amount the HOMEBUYER will be required to borrow in order to purchase the home. ________Buyer Initials Household Income You must be an eligible household through the time of filing a loan application with the City or other lender to the escrow closing of the purchase transaction. Income eligibility means that your annual gross household income, adjusted for household size does not exceed eighty percent (80%) of the Augusta-Aiken median income, as established by HUD. Insurance requirement The HOMEBUYER must at all times during the duration of this AGREEMENT maintain a valid and current insurance policy on the home for the current appraised or assessed value of the home. Failure Homebuyer Name Property Address HOME Program – Homebuyer Written Agreement Page 4 of 5 to maintain a valid and current insurance policy will be considered a breach of this AGREEMENT, and the AWARDEE will have the right to foreclose on its mortgage lien if necessary to protect the HOME Program investment. Property standards Pursuant to HOME Program rules, the property that is the subject of this AGREEMENT must meet all State and local housing quality standards and code requirements. If no such standards or codes apply, the property must at a minimum meet the HUD Section 8 Housing Quality Standards/Uniform Physical Condition Standards. Termination Clause In the event of foreclosure or deed in lieu of foreclosure of Prior Security Deed, any provisions herein or any provisions in any other collateral agreement restricting the use of the Property to low or moderate-income households or otherwise restricting the Borrower’s ability to sell the Property shall have no further force or effect. Any person (including his successors or assigns) receiving title to the Property through a foreclosure or deed in lieu of foreclosure of a Prior Security Deed shall receive title to the Property free and clear from such restriction. Further, if any Senior Lien Holder acquires title to the Property pursuant to a deed in lieu of foreclosure, the lien of this Security Instrument shall automatically terminate upon the Senior Lien Holder’s acquisition of title, provided that (i) the Lender has been given written notice of a default under the Prior Security Deed and (ii) the Lender shall not have curved the default under the Prior Security Deed within the 30-day notice sent to the Lender.” This Agreement shall run with the aforementioned real estate and shall inure to the benefit of and be binding upon the parties hereto and their respective heirs, executors, representatives, successors and assigns. If at any time that the City realizes that you have falsified any documentation or information, you may be required by law to pay the full amount of subsidy provided. ________Buyer Initials Post Purchase Requirement Homeowner must attend a Post Homeownership Counseling class and submit a certificate of completion to AHCD within the first two years of purchasing the house. AHCD will not release the lien on the property until this requirement has been met. _______Buyer Initials IN WITNESS WHEREOF, the Borrower has executed this Forgiveness Loan Repayment Agreement. Homebuyer Name Property Address HOME Program – Homebuyer Written Agreement Page 5 of 5 ___________________________________________ Date___________________________ HOMEBUYER SIGNATURE Attest: Subscribed and sworn to before me __________________________________, 20____. My Commission Expires ______________________________________, 20____. ______________________________________ Notary Signature Commission Meeting Agenda 2/19/2019 2:00 PM HCD_ Homebuyer Subsidy Approval Requests (2) Department:Housing and Community Development Department Department:Housing and Community Development Department Caption:Motion to approve Housing and Community Development Department’s (HCD's) request to provide HOME funding to assist two (2) low to moderate income homebuyers with gap financing, downpayment and closing costs to purchase homes. (Requested by Commissioner Sammie Sias) Background:Augusta, GA’s (administered by HCD) Home Subsidy Program is a loan, given to a prospective homeowner in the form of a second mortgage. This financial assistance is combined with a primary loan (first mortgage loan) from a participating lending institution and enables a qualified first-time home buyer to become a homeowner. The buyer must be a first-time home buyer and the home must become the buyer’s primary residence. The program is funded by the U.S. Department of Housing and Urban Development (HUD) and administered by Augusta, GA’s Housing and Community Development Department (HCD). The program promotes neighborhood stability by assisting with the gap financing towards the purchase price and closing costs for homes located within the limits of Augusta-Richmond County and in conjunction with local Community Housing Development Organizations (CHDOs). Two applications awaiting approval to move forward with the process of becoming a homeowner are: 1. 30 Ash Street (30901)- Requesting: $25,000 Sales Price: $ 147,000.00 2. 2890 Pepperdine Drive (30815)- Requesting: $25,000 Sales Price: $ 170,500.00 Each application has a first mortgage from a lending institution but needs the subsidy to complete the process. A prospective homeowner is only eligible to receive upwards of $25,000 if they are purchasing a single- family dwelling from one of our area Community Housing Development Organizations (CHDOs). Once approved, Lenders will schedule closing and the applicant will soon be on their way to homeownership in Augusta – Richmond County. Analysis:The approval of the applications (2) will enable two individuals to become homeowners and “Make the American Dream a Reality”. Approval will also have a positive impact on the community by increasing the tax base in Augusta, Georgia. Financial Impact:The City receives funding from the US Housing and Urban Development Department (HUD) on an annual basis. This approval would be for the amount of $50,000.00 ($25,000 each) given in the form of a second mortgage (non-amortizing loan wherein there is no monthly repayment and only due at the time of transfer, and/or death), and shown as a second lien against said property. Alternatives:Do Not Approve HCD's request Recommendation:Motion to approve Housing and Community Development Department’s (HCD's) request to provide HOME funding to assist two (2) low to moderate income homebuyers with gap financing, downpayment and closing costs to purchase homes. Funds are Available in the Following Accounts: Housing and Urban Development (HUD) Funds: a)HOME Investment Partnership (HOME) funds. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Name of Homebuyer & Property Address HOME Program – Homebuyer Written Agreement Page 1 of 5 HOME PROGRAM HOMEBUYER WRITTEN AGREEMENT NOTICE TO HOMEBUYER: This AGREEMENT contains a number of requirements you must fulfill in exchange for the federal assistance you are receiving through the Home Investment Partnerships Program (HOME Program). Be sure to read each paragraph carefully and ask questions regarding any sections you do not fully understand. This AGREEMENT will be enforced by a forgivable loan and mortgage as set forth below. You should be sure that you thoroughly understand these documents before you sign them. THIS AGREEMENT, made and entered into this ____ day of _ _, 20 by and between _______________________________ hereinafter referred to as “BORROWER,” and AUGUSTA HOUSING & COMMUNITY DEVLOPMENT having its principal office at 925 Laney Walker Blvd, 2nd Floor, Augusta, Georgia 30901, hereinafter referred to as “LENDER.” WHEREAS, on ___________________, the Lender agreed to provide to the Borrower financial assistance to be used in pursuit of the purchase of certain real property hereafter described; MAp Parcel #_____________________ and WHEREAS, a percentage of said financial assistance was provided in the form of a Forgivable Loan, hereinafter referred to as a “LOAN,” with said Loan being in the amount of Five Thousand & 00/100_($5,000.00)__, subject to the condition that the Borrower executes this Agreement. WHEREAS, the Forgiveness Loan is funded by the U.S. Department of Housing and Urban Development (“hereafter HUD”) via the HOME Investment Partnership Program (hereafter “HOME Program”), and restrictions apply to the Borrower when participating in the City of Augusta’s Forgiveness Loan Program. NOW THEREFORE, in consideration of the said Loan and in accordance with the provisions of State of Georgia Statues, the parties do hereby agree as follows: The Borrower covenants and agrees with the Lender to adhere to the following HOME Program Restrictions imposed on them for the federal assistance provided: Name of Homebuyer & Property Address HOME Program – Homebuyer Written Agreement Page 2 of 5 Affordability Period You must comply with the HOME Program’s period of affordability. The period of affordability for the home will be ____________years, based on the amount of the direct subsidy to the HOMEBUYER. During this ___________ year period, the HOMEBUYER must maintain the home as his/her principal place of residence at all times. During this time the recapture restriction is effective and requires all HOME funds that were provided for the purchase of the home to be repaid to the City, including principal, interest, late fees, and other charges, if you do not occupy the property as your principal residence or if you sell or transfer the property. Maximum Sales Price The property may not have a purchase price for the type of single-family housing that exceeds 95% of the median purchase price for the area. It has been verified that the purchase price of the housing does not exceed 95 percent (95%) of the median purchase price of homes for the area, as set forth in 24 CFR Part 92.254(a). The maximum purchase price is as follows for the Augusta Richmond County GA: Unit # FHA Limits Pre-Economic Stimulus Act Existing Homes New Homes 1 Unit $ 143,000 $ 228,000 2 Unit $ 182,000 $ 292,000 3 Unit $ 221,000 $ 353,000 4 Unit $ 274,000 $ 438,000 Unadjusted Median Value $ 150,000 $ 240,000 Appraised property value The AWARDEE certifies that a certified property appraiser has appraised the property that is the subject of this AGREEMENT at a value of $_________________. Principal residence requirement This agreement shall remain in force throughout the affordability period as long as the home remains the principal residence of the HOMEBUYER. Should the HOMEBUYER not maintain the home as his/her principal residence, or rent or sell the residence to another party, the HOMEBUYER will be in breach of this agreement and will be required to repay any amount that has not yet been forgiven, as set forth in Section 5 of the AGREEMENT, as of the day the home is no longer the principal place of residence of the HOMEBUYER. If the home is sold to another party, the liability of the HOMEBUYER will be limited to the amount of the net proceeds of the sale as set forth in Section 7 below. ________Buyer Initials Name of Homebuyer & Property Address HOME Program – Homebuyer Written Agreement Page 3 of 5 Recapture Agreement This is a mechanism to recapture all or a portion of the direct HOME subsidy if the HOME recipient decides to sell the house within the affordability period at whatever price the market will bear. The recaptured funds will come from the net proceeds if available. Any such repayment as required shall be made to the Lender no later than thirty (30) days following the action that require the repayment. Obligation of Repayment As security of Borrower’s obligation of repayment, and subject to the terms and conditions of this Agreement, the Borrower grants, and the Lender shall and hereby does have, a lien on the real estate hereinafter described in the full amount necessary to satisfy said repayment obligation and the cost, including reasonable attorney’s fees, of collecting the same. The real estate subject to said lien is legally described as: ALL THAT LOT OR PARCEL OF LAND, situated, lying and being in the City of Augusta, Richmond County, Georgia bounded North by Tobacco Road, the South by Willis Foreman Road, the East by Peach Orchard Road, and the West by US Highway #1. Parcel # 151-2-008- 00-0. Property recorded as 2910 Pepperdine Drive, Hephzibah, Georgia 30815. Promptly after the date of any sale, transfer or other conveyance of the above describe property, or in the event of a sale by contract for deed, at least ten (10) days prior to the date of such sale; or if the property shall cease to be the Borrower’s principal place of residency, the Borrower or his/her heirs, executors, or representatives shall give the lender notice thereof. In the event the Borrower or his/her heirs, executors, or representatives shall fail or refuse to make a required payment within said limited period, the Lender may, with or without notice to the Borrower, foreclose said lien in the same manner as an action of the foreclosure or mortgages upon said real estate, as provided by State Statue. Ownership of Property You must hold fee simple title to the property purchased with HOME funds for the duration of your Forgiveness Loan. Use of HOME funds The HOMEBUYER agrees that the HOME assistance will be used to lower the cost of the home by providing down payment assistance. This will reduce the sales price of the home to the HOMEBUYER and reduce the total amount the HOMEBUYER will be required to borrow in order to purchase the home. ________Buyer Initials Name of Homebuyer & Property Address HOME Program – Homebuyer Written Agreement Page 4 of 5 Household Income You must be an eligible household through the time of filing a loan application with the City or other lender to the escrow closing of the purchase transaction. Income eligibility means that your annual gross household income, adjusted for household size does not exceed eighty percent (80%) of the Augusta-Aiken median income, as established by HUD. Insurance requirement The HOMEBUYER must at all times during the duration of this AGREEMENT maintain a valid and current insurance policy on the home for the current appraised or assessed value of the home. Failure to maintain a valid and current insurance policy will be considered a breach of this AGREEMENT, and the AWARDEE will have the right to foreclose on its mortgage lien if necessary to protect the HOME Program investment. Property standards Pursuant to HOME Program rules, the property that is the subject of this AGREEMENT must meet all State and local housing quality standards and code requirements. If no such standards or codes apply, the property must at a minimum meet the HUD Section 8 Housing Quality Standards/Uniform Physical Condition Standards. Termination Clause In the event of foreclosure or deed in lieu of foreclosure of Prior Security Deed, any provisions herein or any provisions in any other collateral agreement restricting the use of the Property to low or moderate-income households or otherwise restricting the Borrower’s ability to sell the Property shall have no further force or effect. Any person (including his successors or assigns) receiving title to the Property through a foreclosure or deed in lieu of foreclosure of a Prior Security Deed shall receive title to the Property free and clear from such restriction. Further, if any Senior Lien Holder acquires title to the Property pursuant to a deed in lieu of foreclosure, the lien of this Security Instrument shall automatically terminate upon the Senior Lien Holder’s acquisition of title, provided that (i) the Lender has been given written notice of a default under the Prior Security Deed and (ii) the Lender shall not have curved the default under the Prior Security Deed within the 30-day notice sent to the Lender.” This Agreement shall run with the aforementioned real estate and shall inure to the benefit of and be binding upon the parties hereto and their respective heirs, executors, representatives, successors and assigns. If at any time that the City realizes that you have falsified any documentation or information, you may be required by law to pay the full amount of subsidy provided. ________Buyer Initials Name of Homebuyer & Property Address HOME Program – Homebuyer Written Agreement Page 5 of 5 Post Purchase Requirement Homeowner must attend a Post Homeownership Counseling class and submit a certificate of completion to AHCD within the first two years of purchasing the house. AHCD will not release the lien on the property until this requirement has been met. _______Buyer Initials IN WITNESS WHEREOF, the Borrower has executed this Forgiveness Loan Repayment Agreement. HOMEBUYER: ___________________________________________ Date___________________________ HOMEBUYER AUGUSTA, GA: __________________________________________ Date_____________________________ AUGUSTA, GA Attest: Subscribed and sworn to before me __________________________________, 20____. My Commission Expires ______________________________________, 20____. ______________________________________ Notary Signature Commission Meeting Agenda 2/19/2019 2:00 PM HCD_Down Payment Assistance Request Department:Housing and Community Development Department Department:Housing and Community Development Department Caption:Motion to approve Housing and Community Development Department’s (HCD's) request to provide funding to assist one (1) low to moderate income homebuyer with down-payment assistance to purchase a home. (Requested by Commissioner Sammie Sias) Background:Augusta, GA’s (administered by HCD) Down Payment Assistance Program is a loan, given to a prospective homeowner in the form of a second mortgage. This financial assistance is combined with a primary loan (first mortgage loan) from a participating lending institution and enables a qualified first-time home buyer to become a homeowner. The buyer must be a first- time home buyer and the home must become the buyer’s primary residence. The program is funded by the U.S. Department of Housing and Urban Development (HUD) and administered by Augusta, GA’s Housing and Community Development Department (HCD). The program promotes neighborhood stability by assisting with down payment towards the purchase price and closing costs for homes located within the limits of Augusta-Richmond County. One application awaiting approval to move forward with the process of becoming a homeowner is: 1. 2145 Crosley Street (30906) The application has a first mortgage from a lending institution but needs down payment assistance to complete the process. A prospective homeowner is only eligible to receive up to $5,000 if they are purchasing a single-family dwelling in Augusta Richmond County. Once approved, Lenders will schedule closing and the applicant will soon be on their way to homeownership in Augusta – Richmond County. Analysis:The approval of the application (1) will enable an individual to become a homeowner and “Make the American Dream a Reality”. Approval will also have a positive impact on the community by increasing the tax base in Augusta, Georgia. Financial Impact:The City receives funding from the US Housing and Urban Development Department (HUD) on an annual basis. This approval would be for the amount of $5,000 given in the form of a second mortgage (forgiven on the fifth year of the closing date), and shown as a second lien against said property until forgiven. Alternatives:Do not approve HCDs Request Recommendation:Motion to approve Housing and Community Development Department’s (HCD's) request to provide funding to assist one (1) low to moderate income homebuyer with down-payment costs to purchase home. Funds are Available in the Following Accounts: Housing and Urban Development (HUD) Funds: a)HOME Investment Partnership Grant (HOME) funds. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Invitation to Bid Sealed bids will be received at this office until Tuesday, December 11, 2018 @ 11:00 a.m. for furnishing: Bid Item #18-316 Webster Detention Center Building Automation System Upgrade 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 will be held on Tuesday, November 27, 2018 @ 10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605, Augusta, GA 30901. A Mandatory Site Visit will 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 Wednesday, November 28, 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. A 10% Bid Bond and a 100% performance bond and payment bond will be required for award. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. 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 October 25, November 1, 8, 16, 2018 Metro Courier October 25, 2018 OFFICIAL VENDORS Attachment "B"E-Verify SAVE Form Bid Bond Bid Price Trane 804 Trane Road Augusta, GA 30909 Yes 205981 Yes Yes $228,395.00 Bid Opening Bid Item #18-316 Webster Detention Center Building Automation System Upgrades for Augusta, GA - Central Services Department- Facilities Maintenance Department Bid Due: Tuesday, December 11, 2018 @ 11:00 a.m. Total Number Specifications Mailed Out: 24 Total Number Specifications Download (Demandstar): 4 Total Electronic Notifications (Demandstar): 42 Mandatory Pre-Bid Attendees: 2 Total packages submitted: 1 Total Noncompliant: 0 Page 1 of 1 Commission Meeting Agenda 2/19/2019 2:00 PM ITB 18-316 Webster Detention Center Building Automation System Upgrade Department:Central Services Department, Facilities Maintenance Division Department:Central Services Department, Facilities Maintenance Division Caption:Motion to approve bid to award the contract for Webster Detention Center Building Automation System Upgrades to Trane of Augusta, GA, in the amount of $228,395.00. Bid Item 18-316. (Requested by Commissioner Sammie Sias) Background:The Charles B. Webster Detention Center was constructed in 1997 as a satellite facility for the Richmond County Jail, operated by the Richmond County Sheriff’s Office. The original building automation control system, installed in 1997, is manufactured by Siemens Corporation. The automation system has failed and must be replaced. Analysis:One bid was received for the referenced purchase on December 11, 2018. Trane, of Augusta, GA, submitted the lowest compliant bid in the amount of $228,395.00. Financial Impact:The contract amount is $228,395.00. Alternatives:1. Award the contract for Webster Detention Center Building Automation System Upgrades to Trane, of Augusta, GA, in the amount of $228,395.00. 2. Do not award. Recommendation:Award the contract for Webster Detention Center Building Automation System Upgrades to Trane, of Augusta, GA, in the amount of $228,395.00. 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 Page 1 of 22 IN THE STATE AND MAGISTRATE COURTS OF RICHMOND COUNTY STATE OF GEORGIA ORDER Pursuant to the provisions of O.C.G.A. §42-8-101, the Judges of the State and Magistrate Courts of Richmond County, with the approval of the consolidated government of Augusta, Georgia, the governing authority of said County (hereinafter “Augusta”), do hereby modifycontinue the established county system ofto provide probation supervision, counseling, collection services for persons convicted in these courts and placed on probation in Richmond County and provide express written authorization for Augusta to enter into written contracts with corporations, enterprises, or agencies to provide probation supervision, counseling, collection services for all moneys to be paid by a defendant according to the terms of the sentence imposed on the defendant as well as any moneys which by operation of law are to be paid by the defendant in consequence of the conviction, and other probation services for persons convicted in these courts and placed on probation in Richmond County. The final contract negotiated by Augusta with the private probation entity shall be attached to the approval by Augusta to privatize probation services as an exhibit thereto. The termination of a contract for probation services as provided for in this subsection may be initiated by the chief judge of the court which is subject to such contract and shall be subject to approval by Augusta and in accordance with the agreed upon, written provisions of such contract. These current services of supervision, counseling and collection are to be administered through a Probation Services Office (hereinafter “P.S.O.”), which is a division of the Richmond County State Court, shall continue to provide the services of supervision, counseling and Page 2 of 22 collection until the effective date of the contract by Augusta with a private probation entity. Upon the effective date of the private probation services contract, the Probation Services Office shall be abolished. Until such time as it is abolished, Tthe P.S.O. shall have probation and supervisory jurisdiction of all misdemeanor offenses authorized by statute. The P.S.O. shall be authorized to provide any other such services as deemed appropriate and as ordered by said Courts. Until such time as it is abolished, Tthe P.S.O. of said Richmond County Courts is hereby authorized to collect a monthly probation supervision fee of an amount set by the P.S.O. not to exceed the maximum amount allowed by law, to be paid into the general funds of Augusta, Georgia, if such fee is authorized by the sentencing judge and is contained in the sentencing order. Until such time as it is abolished, Tthe P.S.O. is authorized by this Order to proceed with the supervision and enforcement of any provisions of a defendant’s sentence by order of the courts, including the supervision and enforcement of a probated or suspended sentence, and to do any and all acts necessary and proper to carry into effect the orders of these courts. Richmond County Probation Services Advisory Board Until such time as the Probation Services Office is abolished, Tthere is hereby created the Richmond County Probation Services Board (hereinafter “Board”) shall be in place and . The Board shall be comprised of the Chief Judge of State Court, the Chief Judge of Magistrate Court, the Augusta, Georgia Administrator and the Chair of the Public Safety Committee. In the absence of said Judges, each court may, during said absence, substitute that representative with another judge; and, any judge of said Courts may participate in discussions. The Commission Page 3 of 22 member’s term of service as a member of the Board will run concurrent with the position as Chair of the Public Safety Committee. The Board shall have the following duties: 1. Prescribe the knowledge, skills and abilities required for Chief Probation Officer; 2. Recommend comments on the performance appraisal of the Chief Probation Officer to the Chief Judge of State Court; 3. Approve the default supervision fee amount when such amount is not stated by the sentencing court; 4. Review and approve standard operating procedures including supervision and other procedures and make recommendations, including any changes, in that regard; 5. Review regular reports, such as those summarizing rates of compliance, fines and fee collection, community service, and attendance at court-ordered programs; and 6. Consider and review requests from the Augusta, Georgia Board of Commissioners regarding modifications to the probation services program or this Order. Chief Probation Officer and Probation Officers Until such time as the Probation Services Office is abolished, Tthe re is hereby created position of Chief Probation Officer shall remain, as authorized and approved by the governing authority of said county. The Chief Probation Officer shall be appointed by a hiring panel and shall serve at the pleasure of the Chief Judge of State Court. The hiring panel for the Chief Probation Officer shall consist of the Augusta, Georgia Administrator, the Augusta, Georgia Human Resources Director, the Court Administrator of the State Court, and at least one (1) outside consultant with probation expertise as agreed by the Chief Judge of the State Court and Page 4 of 22 the Augusta, Georgia Administrator. The Chief Probation Officer shall report directly to the Chief Judge of State Court and as needed through his/her designee and shall serve at the will of the Chief Judge of State Court. In the event of a vacancy in the positon of Chief Probation Officer, the Chief Judge of State Court may appoint an Interim Chief Probation Officer that shall serve until the position of Chief Probation Officer is filled by the hiring panel. The Chief Probation Officer shall hire all Probation Officers, Probation Office Supervisors and all support staff and such employees shall serve at the will of the Chief Probation Officer. The Chief Probation Officer and other Probation Officers shall have such duties, responsibilities, and authority as a probation officer under existing Georgia law, except as may be inconsistent with this Order, the Official Code of Georgia Annotated, or except as may be specifically modified from time-to-time, in writing by the Board. The Chief Judge of State Court, in coordination with the Board and the Augusta, Georgia Human Resources Department, shall establish a job description for the Chief Probation Officer, and other Probation Officers and staff, which job description shall set out in such detail as deemed appropriate, the duties, responsibilities, and authority of the Chief Probation Officer and Probation Officers and staff. Chief Probation Officer, Probation Officers and Staff Officers and employees of the P.S.O. will at all times observe and comply with all laws, ordinances, and regulations of the federal, state, and local governments which may in any manner affect the performance of this Agreement. Officers and employees of the P.S.O. shall comply with the O.C.G.A. §42-8-101, et seq., as well as all standards and qualifications as set forth by the DCS and/or P.O.S.T. and/or this Order and/or the Chief Judge of State Court, and shall comply with any rules and regulations promulgated by the DCS Board, and/or P.O.S.T. Page 5 of 22 and/or the Chief Judge of State Court to include any amendments as may be made from time to time. The standards and qualifications for officers and employees of the P.S.O. shall include: 1. Richmond County Probation Employee Requirements: A. Administrative/Support Staff: (1) Will be at least 18 years of age; (2) Will receive training concerning and sign a confidentiality statement agreeing to hold the identity of offenders and records confidential. A copy of the statement will be maintained in the employee’s personnel file; (3) Will sign a statement cosigned by the Chief Probation Officer that the employee has received an orientation on the rules of the Department of Community Supervision, (hereinafter “DCS”), as well as operations guidelines relevant to that employee’s job duties. A copy of the statement will be maintained in the employee’s personnel file; and, (4) Consent to a criminal background check; and, (5) All hires for administrative staff shall have the educational requirements provided in DCS Board Rule 105-2-.09 (6) The following persons are not eligible for employment as an administrative or support staff person: a. A person convicted of a felony; b. A person with misdemeanor convictions sufficient to establish a pattern of disregard for the law; c. A person with a conviction, guilty plea or nolo contendere to any misdemeanor involving moral turpitude; Page 6 of 22 d. A person with an outstanding warrant; and, e. A person with pending charges for felony, domestic violence or misdemeanors involving moral turpitude. f. All training shall comply with DSC Board Rules 105-22-.09 and 105-2.12 B. Probation Officer Standards: (1) Will be at least 21 years of age at time of appointment; (2) Will be eligible to serve as a Probation Officer as defined in O.C.G.A. §42-8- 100, will be registered with DCS, approved by DCS and be in compliance with all DCS training standards or have proof of successful completion of the P.O.S.T. basic course of training for supervision of probationers and parolees, or P.O.S.T. Certified as a peace officer. A Probation Officer terminated for failure to maintain the ability to serve as a Probation officer is not eligible for re-hire until they have obtained such designation. (3) Will have completed a standard two-year college course of study (90 quarter hours/60 semester hours) or have four years law enforcement experience at the time of appointment; (4) Documentation of education, law enforcement experience, P.O.S.T. certification, and authorization to serve as a Probation officer pursuant to O.C.G.A. §42-8-100 shall be maintained in the employee’s personnel file; (5) Will sign a statement cosigned by the Chief Probation Officer that the employee has received an orientation on the rules of the DCS as well as operations guidelines relevant to that employee’s job duties. A copy of the statement will be maintained in the employee’s personnel file; Page 7 of 22 (6) Will receive training in and sign a confidentiality statement agreeing to hold the identity of offenders and records confidential. A copy of the statement will be maintained in the employee’s personnel file; and, (7) Consent to a criminal background check; and, (8) The following persons are not eligible for employment as a Probation Officer: a. A person convicted of a felony; b. A person with misdemeanor convictions sufficient to establish a pattern of disregard for the law; c. A person with a conviction, guilty plea or nolo contendere to any misdemeanor involving moral turpitude; d. A person with an outstanding warrant; and, e. A person with pending charges for felony, domestic violence or misdemeanors involving moral turpitude. i.e. Supervising Probation Officers: Probation Officers in positions where they supervise other probation officers must be P.O.S.T. Certified as a Georgia peace officer. C. Chief Probation Officer: (1) Will have a minimum of five years’ experience in corrections, parole, probation services, or other appropriate experience as approved by Department of Community Supervision Misdemeanor Probation Oversight Unit; (2) Will be P.O.S.T. Certified as a Georgia peace officer at time of application. Losing peace officer P.O.S.T certification while employed as a Chief Page 8 of 22 Probation Officer will result in termination of employment as Chief Probation Officer and such person is not eligible for re-hire as Chief Probation Officer unless they have obtained P.O.S.T. certification as a peace officer; (3)(2) Be at least 21 years of age at time of appointment; (4)(3) Will sign a DCS provided confidentiality statement agreeing to hold the identity of offenders and records confidential; (5)(4) Consent to a criminal background check; and, (6)(5) The following persons are not eligible for employment as Chief Probation Officer: a. A person convicted of a felony; b. A person with misdemeanor convictions sufficient to establish a pattern of disregard for the law; c. A person with a conviction, guilty plea or nolo contendere to any misdemeanor involving moral turpitude; d. A person with an outstanding warrant; and, e. A person with pending charges for felony, domestic violence or misdemeanors involving moral turpitude. 2. Criminal Records Checks Each employee of the Richmond County Probation Office will submit to a criminal background check completed by the DCS in accordance with O.C.G.A. § 35- 3-34. Completed fingerprint cards will be submitted with the Probation Employee Registration Form. Page 9 of 22 The Chief Probation Officer will notify the DCS and the Chief Judge of State Court in writing if that officer or other employee of the probation office has been charged, arrested, or pled guilty or nolo contendere to, or has been convicted of any misdemeanor or any felony. Notification will be made within ten (10) business days. 3. Training and Staff Development A. General All employees will receive training concerning and sign a confidentiality statement agreeing to hold the identity of offenders and records confidential. A copy of the statement will be maintained in the employee’s personnel file. All employees will be trained in the “Open Records Act” as found in O.C.G.A. §50- 18-70, through 50-18-77. A review of said Act will be conducted yearly and will be documented in the employee’s file. All employees will be trained in Part 2, of Title 42, of the Code of Federal Regulations governing confidentiality of alcohol and drug abuse patient records. A review of said regulation will be conducted yearly and will be documented in the employee’s file. B. Probation Officer Training: (1) Probation Officers will be required to be registered with DCS, approved by DCS and comply with all DCS training standards as a condition of employment; and (2) Will complete 20 hours of annual in-service continuing education training consisting of a curriculum approved by the DCS and/or P.O.S.T.; and Page 10 of 22 (3) All P.O.S.T. certified Probation Officers will comply with all annual P.O.S.T. training requirements; and (4) Training records will be maintained in the employee’s file. Probation Officers desiring to become P.O.S.T. certified as Georgia peace officers will be provided an opportunity to do so in accordance with the guidelines established by the Probation Advisory Board. C. Chief Probation Officer Training: (1) The Chief Probation Officer is subject to all of the requirements of the Probation Officer training above except that the Chief Probation Officer will have current P.O.S.T. Certification as a Georgia peace officer upon hire. Probation and Related Services Provided P.S.O agrees to provide the following misdemeanor probation services for an on behalf of the Court: 1. Attend regularly scheduled Court sessions for the purpose of obtaining sentencing information and personal history information for each offender placed on probation and provide information in regard to current probation status if relevant. Dates of regularly scheduled court sessions will be made available to P.S.O. in advance. 2. Conduct an initial interview with each probationer at the time of his or her sentencing or as soon thereafter as is practicable for purposes of explaining the scope of the court order relative to fines, fees and/or restitution imposed. All requirements and conditions of the sentence and probation supervision will be explained to the probationer. Page 11 of 22 3. Collect from probationers, court ordered fines, restitution and other costs associated with the order of the Court. 4. Prepare referrals and lend assistance to probationers either ordered to receive or desiring counseling or employment assistance. Probationers identified by the Court as having special treatment needs will be referred to appropriate community programs and their progress followed and noted in their case record. 5. Alcohol/drug testing will be provided to probationers identified by the Court as having drug or alcohol related problems. Unless otherwise ordered probationers will assume the cost of regular and random drug and/or alcohol testing. 6. Provide electronic monitoring and intensive probation services to the Court and at the direction of the Court. 7. Coordinate community service work with agencies in Richmond County and other locations when ordered as a condition of probation by the Court appropriate and consistent with the skills of the probationers. Community service work programs shall include, but not be limited to, Richmond County Correctional Institution and other work clean-up programs. 8. Maintain information in case files for each probationer regarding compliance with the terms and conditions of probation, reporting dates, contacts as they occur and the amounts and dates of monies collected. 9. All reports, files, records, and papers shall be confidential and maintained as may be required by the DCS, and shall all be available only to the Court, and to others as specifically authorized by the Court or pursuant to O.C.G.A. §42-8-108, and O.C.G.A. §42-8-109.2, as hereinafter may be amended. Page 12 of 22 10. The following records must be maintained for a period of two years and records must be available and accessible for inspection by the Augusta, Georgia government, any Judge of State or Magistrate Court, Department of Audits and Accounts or the DCS upon request: a. Written contracts or agreements for probation services; b. All court orders for all probationers assigned to the entity for supervision; c. All accounting ledgers and related documents; d. All payment receipts issued to probationers for all funds received; e. All probation case history and management reports and documents; f. All other documents pertaining to the case management of each probationer assigned to the entity for supervision; g. The probation entity application for registration and supporting documents submitted to the DCS; and, h. The registration approval issued to the probation entity by the DCS. 11. Provide the Clerk of Court with a monthly listing of cases for which all fines and fees have been collected. In this manner, the Clerk will be notified as to when to remit amounts owed to other authorities for which amounts are collected, including restitution. Funds shall be disbursed on a monthly basis. 12. Provide to the Chief Judges of the Courts, the Board, and to the DCS a quarterly report containing the information required by the O.C.G.A. §42-8-108, or as may be required by the DCS. This information shall also be submitted annually to the Page 13 of 22 governing authority of Augusta, Georgia through the Augusta, Georgia Clerk of Commission. Other reports shall be provided in such detail as Augusta, Georgia, the Chief Judge of State Court, Department of Audits and Accounts or the DCS may require. To the extent required by law, all records of the probation office will be open to inspection pursuant to the O.C.G.A. §42-8-108(b). The DCS may produce aggregate reports summarizing statewide probation activities. 13. Reconcile all records with the Clerk’s Office on a monthly basis. 14. Assist the Court and law enforcement authorities in tracking absconders through the submission of a report that details the probationer’s personal history and employment information, the circumstances of his/her violation and his/her last known whereabouts. 15. If a determination is made that the probationer is lacking the resources to be able to make weekly or monthly payments, every effort will be made to convert the remaining fines or costs to community service hours. Probationers will be credited a dollar amount determined by the Court for each one (1) hour of community service performed and, the Court shall determine the procedure for determining eligibility. 16. All efforts will be made to deal promptly with indigent cases at the mid-point juncture, if not earlier, in order that there will be enough time remaining on the sentence for an appropriate disposition. 17. When the P.S.O receives confirmed notice or verifies information that a probationer has committed a material breach in conforming to the conditions of probation, it shall take appropriate contempt of court and/or revocation of probation action to bring the Page 14 of 22 breaches to the attention of the Court. The P.S.O. shall receive from the Court an executed court operating procedure that outlines the timelines associated with the reporting of probationer non-compliance. 18. Make every effort to provide consistent supervision so that each probationer generally has only one probation officer during the term of probation. 19. No Probation Officer or employee will engage in any employment, business, or activity that interferes or conflicts with the duties and responsibilities of this agreement. 20. No Probation Officer or employee shall have personal or business dealings, including the lending of money, with any probationers. 21. Provide to the Court as requested written reports on defendants on probation that appear before the Court for arraignment, trial or other hearings. 22. In the event criminal offenses are decriminalized by the Georgia Legislature, P.S.O. will monitor and collect fines and/or fees in such cases as may be required by the Court. 23. When probationers have consecutive sentences officers shall comply with the requirements of O.C.G.A. § 42-8-103.1 24. Provide the capability to accept payments by credit card and by any other method. Any fees or costs shall be paid by probationers. 25. Maintain on its staff a Spanish speaking employee who is appropriately qualified to communicate with Spanish speaking probationers/offenders to ensure that these individuals fully understand their obligations to the Court. Page 15 of 22 26. Maintain sufficient staffing levels and standards of supervision including the type and frequency of contacts that are in compliance with the agreed upon Court operating procedures. As determined by the Court, supervision levels will be as follows: a. High Risk cases will be scheduled at a minimum of once a month for face to face meetings. Probation officers will maintain an average caseload of 250 active participants; b. Standard cases will be scheduled at a minimum of once a month for face to face meetings. Probation officers will maintain an average caseload of 325 active participants; c. Low Risk cases will be required to check-in via kiosk, telephone or mail-in on a monthly basis and will be scheduled at a minimum of once every 90 days for a face to face meeting. Probation officers will maintain an average caseload of 375 active participants; d. Financial Services participants will be scheduled for payment on a monthly basis and will not require face to face meetings unless non-compliant; and, e. These levels of supervision may be modified by the Court as conditions may require. f. The Chief Judge of State Court and the Chief Judge of Magistrate Court may, by order, designate additional criteria to be used for assessing the appropriate probation risk level for their court. 27. The P.S.O. shall not require probationers to continue to address probation conditions beyond the term established in the original sentence, or for a time period beyond that which is provided under appropriate tolling procedures. Page 16 of 22 28. Supervise participants of a Pretrial Intervention and Diversion program as requested by the Prosecuting Attorney and approved by the Court. 29. Provide for the supervised release of pretrial defendants as ordered and directed by the court. 30. Provide for the supervision of bond condition(s) and Temporary Protective Order compliance as ordered and directed by the court. 31. Assist in the development, implementation and reporting for grants as appropriate. 32. Attend any and all sessions of various accountability court programs as directed and supervise participants as directed. 33. Provide other services to the courts or county departments as permitted by law. Service Fees 1. Each sentence shall provide for a probation or monitoring fee and technology fee payable for each month of the probation or suspension period of the sentence. Other fees and charges shall be charged and collected as provided in this Order. All the fees and charges in this Order may be changed by the Probation Services Advisory Board or the Chief Judge of State Court at any time. Unless otherwise adjusted by the Board or the Chief Judge of State Court, starting April 1, 2018 and continuing annually on each April 1st, all of the fees and charges contained in this Order shall be increased by the annual Southeast Consumer Price Index for All Urban Consumers (CPI-U) of the previous year. In the event that the Southeast CPI-U is a negative number, the charges and fees shall remain the same for such year. The initial fees from the time this Order is executed through March 31, 2018 shall be as follows: a. One dollar ($1) per month technology fee. Page 17 of 22 b. Nine dollar ($9) one-time fee for the Georgia Crime Victim Emergency Fund. c. Thirty-two dollars ($32) per month in those cases in which the P.S.O. is collecting fines, and surcharges ordered by the Court in a probated or suspended sentence. The maximum fee imposed shall be as set forth in the O.C.G.A. §42-8-103. d. Thirty-five dollars ($35) per month in those cases in which the P.S.O. is providing probation supervision or monitoring services for conditions inclusive of victim restitution. When all special conditions of the probated or suspended sentence, other than payments of fines and surcharges, are completed, the supervision fee shall then be reduced to Thirty-two dollars ($32) per month and limited as set forth in paragraph “a”. e. The P.S.O. may charge a one-time fifteen dollar ($15) enrollment fee to defendants who require supervision of conditions of the Court’s sentence. The enrollment fee may not be charged in pay only cases in which P.S.O. is only collecting fines, and surcharges. f. All Pay Only cases including those with indigent probationers shall comply with O.C.G.A § 42-8-103. g. In cases where Restitution is ordered the collection of fees shall comply with O.C.G.A § 17-14-8(a). h. Probationers will pay for random drug and/or alcohol testing and the P.S.O. will provide such testing at a rate of fifteen ($15) for initial on-site testing and twenty- five ($25) for lab confirmations at the request of the probationer. i. Probationers will pay for electronic monitoring services and the P.S.O. will provide such services at a rate of six ($6), per day for house arrest, nine ($9) per Page 18 of 22 day for GPS tracking, eight ($8) per Portable Breath Alcohol test, six ($6) per day for MEMS in-home Breath Alcohol testing, and eleven ($11), per day for SCRAM. j. Probationers will pay for enrollment fees for the electronic monitoring services described in subsection (e) herein at the following rates: i. Electronic monitoring - $25.00; ii. GPS tracking - $40.00; iii. MEMS in-home Breath Alcohol testing - $25.00; iv. BART - $40.00; and v. SCRAM - $40.00. These enrollment fees shall be due and payable for each instance that the electronic monitoring services are ordered by the Court. k. The P.S.O. shall transfer each case to an unsupervised status and all probation supervision fees shall cease when all conditions of the probated/suspended sentence that require supervision have been successfully completed, unless the Court specifically orders otherwise. Pay only sentences shall be terminated upon full payment of the amount owed by the probationer. 2. Probation and/or the monthly probation or monitoring fees may be modified, suspended or terminated by the Court as determined necessary in the Court’s discretion. 3. Payment of fines and fees will be set according to the sentencing order of the Court. For those probationers requiring a payment plan due to financial inability to pay in full, a payment plan will be set out for each probationer by the P.S.O. The P.S.O. in Page 19 of 22 establishing each payment plan will take into consideration the ability of each probationer to pay. 4. After three months of noncompliance of the terms of probation, probation fees shall cease, the P.S.O. shall advise the Court of said noncompliance by sworn affidavit of the probation officer. Probation fees shall recommence at the conclusion of any rule nisi hearing based on the Court’s ruling. 5. The P.S.O. will complete a financial assessment on those probationers reporting financial hardships and requesting assistance. The Court will be advised of any confirmed financial hardships and appropriate sentence modifications will be sought including addressing probation supervision fees. 6. The P.S.O. will not collect probation supervision fees in advance and will not collect probation fees for any months not authorized by court order. 7. Probation supervision fees will be assessed on a monthly basis. Individuals, who are being supervised by the P.S.O. via electronic monitoring, remote alcohol testing, or GPS tracking, will not be charged a monthly probation supervision fee while on monitoring. Previously paid fees will not be reimbursed to the probationer when a conversion to community service occurs during the probated term. 8. P.S.O. fees collected from the probationer will be disbursed in accordance with O.C.G.A § 17-14-8(a). In cases not involving restitution, funds will be distributed first to Crime Victims Emergency Fund (“G.C.V.E.F.”), and the balance to the Augusta, Georgia consolidated government, to be disbursed as provided by law. 9. The P.S.O. will collect the G.C.V.E.F. fee pursuant to O.C.G.A. §17-15-13, as directed by the Court, from each probationer placed on probation as required by Page 20 of 22 Georgia law unless the Court exempts the probationer. The P.S.O. will remit all collections on a monthly basis to the Georgia Crime Victims Compensation Board. Department of Community Supervision The P.S.O. must be registered and in good standing with the Department of Community Supervision. Further, the P.S.O. must adhere to all duly promulgated rules and regulations of said Department established by DCS per O.C.G.A. §42-8-106. Term, Default and Agreement Termination Procedures Richmond County Probation Office records will be open to audit by the courts and the Augusta, Georgia Finance Department (or their designees) with appropriate written notice to ensure compliance with state law, Augusta, Georgia policy, and the rules and regulations of the DCS. Probation records will be open to inspection and investigation by the DCS or its designated representatives to determine and monitor compliance with requirements. The probation office will diligently work to correct areas of noncompliance prior or subsequent to their discovery by the DCS. Augusta, Georgia understands that the DCS has the authority to impose sanctions, deny, suspend, or revoke the registration approval of a probation entity for noncompliance with registration requirements. Augusta, Georgia further understands that the Chief Judge of State Court and the Chief Judge of Magistrate Court may, by order, implement procedures consistent with the intent of this agreement. The said Courts of Richmond County have established the Probation Services Office, with the approval and consent of the Augusta, Georgia Board of Commissioners, to directly supervise participants and probationers as set forth herein as evidenced by its execution of this agreement by its properly authorized official. Page 21 of 22 The Courts and Augusta, Georgia further agree that prior to termination or reduction of the services contained herein, the party requesting such changes shall provide at least sixty (60) days’ notice of the intended action. Termination or reduction of services may be addressed by one of the following actions: By Commission formal action after discussions with the Courts or By Order of the Court, with approval from the governing authority. The Courts and Augusta, Georgia further agree that, in the event there is action taken by the Georgia legislature causing probation services to no longer be a judicial function, this agreement shall be reconsidered by both parties within sixty (60) days of the passage of such legislation. This Order shall be effective until December 31, 2021. This Agreement may be renewed thereafter by mutual consent of the parties. This Order may be amended from time to time by mutual consent of the parties. Approvals On behalf of the Courts of Richmond County: Page 22 of 22 ____________________________________________ David D. Watkins, Chief Judge State Court of Richmond County ____________________________________________ MoniqueRobert W. Hunter Walker, Judge State Court of Richmond County ____________________________________________ Patricia W. Booker, Judge State Court of Richmond County ____________________________________________ Kellie K. McIntyre, Judge State Court of Richmond County ____________________________________________ William D. Jennings, III, Chief Judge Magistrate Court of Richmond County ____________________________________________ H. Scott Allen, Presiding Judge Magistrate Court of Richmond County On behalf of the Augusta, Georgia Government: _____________________________________________ The Honorable Hardie Davis, Jr., Mayor Page 1 of 21 IN THE STATE AND MAGISTRATE COURTS OF RICHMOND COUNTY STATE OF GEORGIA ORDER Pursuant to the provisions of O.C.G.A. §42-8-101, the Judges of the State and Magistrate Courts of Richmond County, with the approval of the consolidated government of Augusta, Georgia, the governing authority of said County (hereinafter “Augusta”), do hereby modify the established county system of probation supervision, counseling, collection services for persons convicted in these courts and placed on probation in Richmond County and provide express written authorization for Augusta to enter into written contracts with corporations, enterprises, or agencies to provide probation supervision, counseling, collection services for all moneys to be paid by a defendant according to the terms of the sentence imposed on the defendant as well as any moneys which by operation of law are to be paid by the defendant in consequence of the conviction, and other probation services for persons convicted in these courts and placed on probation in Richmond County. The final contract negotiated by Augusta with the private probation entity shall be attached to the approval by Augusta to privatize probation services as an exhibit thereto. The termination of a contract for probation services as provided for in this subsection may be initiated by the chief judge of the court which is subject to such contract and shall be subject to approval by Augusta and in accordance with the agreed upon, written provisions of such contract. The current Probation Services Office (hereinafter “P.S.O.”), which is a division of the Richmond County State Court, shall continue to provide the services of supervision, counseling and collection until the effective date of the contract by Augusta with a private probation entity. Page 2 of 21 Upon the effective date of the private probation services contract, the Probation Services Office shall be abolished. Until such time as it is abolished, the P.S.O. shall have probation and supervisory jurisdiction of all misdemeanor offenses authorized by statute. The P.S.O. shall be authorized to provide any other such services as deemed appropriate and as ordered by said Courts. Until such time as it is abolished, the P.S.O. of said Richmond County Courts is hereby authorized to collect a monthly probation supervision fee of an amount set by the P.S.O. not to exceed the maximum amount allowed by law, to be paid into the general funds of Augusta, Georgia, if such fee is authorized by the sentencing judge and is contained in the sentencing order. Until such time as it is abolished, the P.S.O. is authorized by this Order to proceed with the supervision and enforcement of any provisions of a defendant’s sentence by order of the courts, including the supervision and enforcement of a probated or suspended sentence, and to do any and all acts necessary and proper to carry into effect the orders of these courts. Richmond County Probation Services Advisory Board Until such time as the Probation Services Office is abolished, the Richmond County Probation Services Board (hereinafter “Board”) shall be in place and shall be comprised of the Chief Judge of State Court, the Chief Judge of Magistrate Court, the Augusta, Georgia Administrator and the Chair of the Public Safety Committee. In the absence of said Judges, each court may, during said absence, substitute that representative with another judge; and, any judge of said Courts may participate in discussions. The Commission member’s term of service as a member of the Board will run concurrent with the position as Chair of the Public Safety Committee. The Board shall have the following duties: Page 3 of 21 1. Prescribe the knowledge, skills and abilities required for Chief Probation Officer; 2. Recommend comments on the performance appraisal of the Chief Probation Officer to the Chief Judge of State Court; 3. Approve the default supervision fee amount when such amount is not stated by the sentencing court; 4. Review and approve standard operating procedures including supervision and other procedures and make recommendations, including any changes, in that regard; 5. Review regular reports, such as those summarizing rates of compliance, fines and fee collection, community service, and attendance at court-ordered programs; and 6. Consider and review requests from the Augusta, Georgia Board of Commissioners regarding modifications to the probation services program or this Order. Chief Probation Officer and Probation Officers Until such time as the Probation Services Office is abolished, the position of Chief Probation Officer shall remain. The Chief Probation Officer shall be appointed by a hiring panel and shall serve at the pleasure of the Chief Judge of State Court. The hiring panel for the Chief Probation Officer shall consist of the Augusta, Georgia Administrator, the Augusta, Georgia Human Resources Director, the Court Administrator of the State Court, and at least one (1) outside consultant with probation expertise as agreed by the Chief Judge of the State Court and the Augusta, Georgia Administrator. The Chief Probation Officer shall report directly to the Chief Judge of State Court and as needed through his/her designee and shall serve at the will of the Chief Judge of State Court. In the event of a vacancy in the positon of Chief Probation Officer, the Chief Judge of State Court may appoint an Interim Chief Probation Officer that shall serve until the position of Chief Probation Officer is filled by the hiring panel. The Chief Page 4 of 21 Probation Officer shall hire all Probation Officers, Probation Office Supervisors and all support staff and such employees shall serve at the will of the Chief Probation Officer. The Chief Probation Officer and other Probation Officers shall have such duties, responsibilities, and authority as a probation officer under existing Georgia law, except as may be inconsistent with this Order, the Official Code of Georgia Annotated, or except as may be specifically modified from time-to-time, in writing by the Board. The Chief Judge of State Court, in coordination with the Board and the Augusta, Georgia Human Resources Department, shall establish a job description for the Chief Probation Officer, and other Probation Officers and staff, which job description shall set out in such detail as deemed appropriate, the duties, responsibilities, and authority of the Chief Probation Officer and Probation Officers and staff. Chief Probation Officer, Probation Officers and Staff Officers and employees of the P.S.O. will at all times observe and comply with all laws, ordinances, and regulations of the federal, state, and local governments which may in any manner affect the performance of this Agreement. Officers and employees of the P.S.O. shall comply with the O.C.G.A. §42-8-101, et seq., as well as all standards and qualifications as set forth by the DCS and/or this Order and/or the Chief Judge of State Court, and shall comply with any rules and regulations promulgated by the DCS Board, and/or the Chief Judge of State Court to include any amendments as may be made from time to time. The standards and qualifications for officers and employees of the P.S.O. shall include: 1. Richmond County Probation Employee Requirements: A. Administrative/Support Staff: (1) Will be at least 18 years of age; Page 5 of 21 (2) Will receive training concerning and sign a confidentiality statement agreeing to hold the identity of offenders and records confidential. A copy of the statement will be maintained in the employee’s personnel file; (3) Will sign a statement cosigned by the Chief Probation Officer that the employee has received an orientation on the rules of the Department of Community Supervision, (hereinafter “DCS”), as well as operations guidelines relevant to that employee’s job duties. A copy of the statement will be maintained in the employee’s personnel file; and, (4) Consent to a criminal background check; and, (5) All hires for administrative staff shall have the educational requirements provided in DCS Board Rule 105-2-.09 (6) The following persons are not eligible for employment as an administrative or support staff person: a. A person convicted of a felony; b. A person with misdemeanor convictions sufficient to establish a pattern of disregard for the law; c. A person with a conviction, guilty plea or nolo contendere to any misdemeanor involving moral turpitude; d. A person with an outstanding warrant; and, e. A person with pending charges for felony, domestic violence or misdemeanors involving moral turpitude. f. All training shall comply with DSC Board Rules 105-22-.09 and 105-2.12 B. Probation Officer Standards: Page 6 of 21 (1) Will be at least 21 years of age at time of appointment; (2) Will be eligible to serve as a Probation Officer as defined in O.C.G.A. §42-8- 100, will be registered with DCS, approved by DCS and be in compliance with all DCS training standards or have proof of successful completion of the P.O.S.T. basic course of training for supervision of probationers and parolees, or P.O.S.T. Certified as a peace officer. A Probation Officer terminated for failure to maintain the ability to serve as a Probation officer is not eligible for re-hire until they have obtained such designation. (3) Will have completed a standard two-year college course of study (90 quarter hours/60 semester hours) or have four years law enforcement experience at the time of appointment; (4) Documentation of education, law enforcement experience, P.O.S.T. certification, and authorization to serve as a Probation officer pursuant to O.C.G.A. §42-8-100 shall be maintained in the employee’s personnel file; (5) Will sign a statement cosigned by the Chief Probation Officer that the employee has received an orientation on the rules of the DCS as well as operations guidelines relevant to that employee’s job duties. A copy of the statement will be maintained in the employee’s personnel file; (6) Will receive training in and sign a confidentiality statement agreeing to hold the identity of offenders and records confidential. A copy of the statement will be maintained in the employee’s personnel file; and, (7) Consent to a criminal background check; and, (8) The following persons are not eligible for employment as a Probation Officer: Page 7 of 21 a. A person convicted of a felony; b. A person with misdemeanor convictions sufficient to establish a pattern of disregard for the law; c. A person with a conviction, guilty plea or nolo contendere to any misdemeanor involving moral turpitude; d. A person with an outstanding warrant; and, e. A person with pending charges for felony, domestic violence or misdemeanors involving moral turpitude. C. Chief Probation Officer: (1) Will have a minimum of five years’ experience in corrections, parole, probation services, or other appropriate experience as approved by Department of Community Supervision Misdemeanor Probation Oversight Unit; (2) Be at least 21 years of age at time of appointment; (3) Will sign a DCS provided confidentiality statement agreeing to hold the identity of offenders and records confidential; (4) Consent to a criminal background check; and, (5) The following persons are not eligible for employment as Chief Probation Officer: a. A person convicted of a felony; b. A person with misdemeanor convictions sufficient to establish a pattern of disregard for the law; Page 8 of 21 c. A person with a conviction, guilty plea or nolo contendere to any misdemeanor involving moral turpitude; d. A person with an outstanding warrant; and, e. A person with pending charges for felony, domestic violence or misdemeanors involving moral turpitude. 2. Criminal Records Checks Each employee of the Richmond County Probation Office will submit to a criminal background check completed by the DCS in accordance with O.C.G.A. § 35- 3-34. Completed fingerprint cards will be submitted with the Probation Employee Registration Form. The Chief Probation Officer will notify the DCS and the Chief Judge of State Court in writing if that officer or other employee of the probation office has been charged, arrested, or pled guilty or nolo contendere to, or has been convicted of any misdemeanor or any felony. Notification will be made within ten (10) business days. 3. Training and Staff Development A. General All employees will receive training concerning and sign a confidentiality statement agreeing to hold the identity of offenders and records confidential. A copy of the statement will be maintained in the employee’s personnel file. All employees will be trained in the “Open Records Act” as found in O.C.G.A. §50- 18-70, through 50-18-77. A review of said Act will be conducted yearly and will be documented in the employee’s file. Page 9 of 21 All employees will be trained in Part 2, of Title 42, of the Code of Federal Regulations governing confidentiality of alcohol and drug abuse patient records. A review of said regulation will be conducted yearly and will be documented in the employee’s file. B. Probation Officer Training: (1) Probation Officers will be required to be registered with DCS, approved by DCS and comply with all DCS training standards as a condition of employment; and (2) Will complete 20 hours of annual in-service continuing education training consisting of a curriculum approved by the DCS; and (3) All P.O.S.T. certified Probation Officers will comply with all annual P.O.S.T. training requirements; and (4) Training records will be maintained in the employee’s file. C. Chief Probation Officer Training: (1) The Chief Probation Officer is subject to all of the requirements of the Probation Officer training above. Probation and Related Services Provided P.S.O agrees to provide the following misdemeanor probation services for an on behalf of the Court: 1. Attend regularly scheduled Court sessions for the purpose of obtaining sentencing information and personal history information for each offender placed on probation and provide information in regard to current probation status if relevant. Dates of regularly scheduled court sessions will be made available to P.S.O. in advance. Page 10 of 21 2. Conduct an initial interview with each probationer at the time of his or her sentencing or as soon thereafter as is practicable for purposes of explaining the scope of the court order relative to fines, fees and/or restitution imposed. All requirements and conditions of the sentence and probation supervision will be explained to the probationer. 3. Collect from probationers, court ordered fines, restitution and other costs associated with the order of the Court. 4. Prepare referrals and lend assistance to probationers either ordered to receive or desiring counseling or employment assistance. Probationers identified by the Court as having special treatment needs will be referred to appropriate community programs and their progress followed and noted in their case record. 5. Alcohol/drug testing will be provided to probationers identified by the Court as having drug or alcohol related problems. Unless otherwise ordered probationers will assume the cost of regular and random drug and/or alcohol testing. 6. Provide electronic monitoring and intensive probation services to the Court and at the direction of the Court. 7. Coordinate community service work with agencies in Richmond County and other locations when ordered as a condition of probation by the Court appropriate and consistent with the skills of the probationers. Community service work programs shall include, but not be limited to, Richmond County Correctional Institution and other work clean-up programs. Page 11 of 21 8. Maintain information in case files for each probationer regarding compliance with the terms and conditions of probation, reporting dates, contacts as they occur and the amounts and dates of monies collected. 9. All reports, files, records, and papers shall be confidential and maintained as may be required by the DCS, and shall all be available only to the Court, and to others as specifically authorized by the Court or pursuant to O.C.G.A. §42-8-108, and O.C.G.A. §42-8-109.2, as hereinafter may be amended. 10. The following records must be maintained for a period of two years and records must be available and accessible for inspection by the Augusta, Georgia government, any Judge of State or Magistrate Court, Department of Audits and Accounts or the DCS upon request: a. Written contracts or agreements for probation services; b. All court orders for all probationers assigned to the entity for supervision; c. All accounting ledgers and related documents; d. All payment receipts issued to probationers for all funds received; e. All probation case history and management reports and documents; f. All other documents pertaining to the case management of each probationer assigned to the entity for supervision; g. The probation entity application for registration and supporting documents submitted to the DCS; and, h. The registration approval issued to the probation entity by the DCS. Page 12 of 21 11. Provide the Clerk of Court with a monthly listing of cases for which all fines and fees have been collected. In this manner, the Clerk will be notified as to when to remit amounts owed to other authorities for which amounts are collected, including restitution. Funds shall be disbursed on a monthly basis. 12. Provide to the Chief Judges of the Courts, the Board, and to the DCS a quarterly report containing the information required by the O.C.G.A. §42-8-108, or as may be required by the DCS. This information shall also be submitted annually to the governing authority of Augusta, Georgia through the Augusta, Georgia Clerk of Commission. Other reports shall be provided in such detail as Augusta, Georgia, the Chief Judge of State Court, Department of Audits and Accounts or the DCS may require. To the extent required by law, all records of the probation office will be open to inspection pursuant to the O.C.G.A. §42-8-108(b). The DCS may produce aggregate reports summarizing statewide probation activities. 13. Reconcile all records with the Clerk’s Office on a monthly basis. 14. Assist the Court and law enforcement authorities in tracking absconders through the submission of a report that details the probationer’s personal history and employment information, the circumstances of his/her violation and his/her last known whereabouts. 15. If a determination is made that the probationer is lacking the resources to be able to make weekly or monthly payments, every effort will be made to convert the remaining fines or costs to community service hours. Probationers will be credited a Page 13 of 21 dollar amount determined by the Court for each one (1) hour of community service performed and, the Court shall determine the procedure for determining eligibility. 16. All efforts will be made to deal promptly with indigent cases at the mid-point juncture, if not earlier, in order that there will be enough time remaining on the sentence for an appropriate disposition. 17. When the P.S.O receives confirmed notice or verifies information that a probationer has committed a material breach in conforming to the conditions of probation, it shall take appropriate contempt of court and/or revocation of probation action to bring the breaches to the attention of the Court. The P.S.O. shall receive from the Court an executed court operating procedure that outlines the timelines associated with the reporting of probationer non-compliance. 18. Make every effort to provide consistent supervision so that each probationer generally has only one probation officer during the term of probation. 19. No Probation Officer or employee will engage in any employment, business, or activity that interferes or conflicts with the duties and responsibilities of this agreement. 20. No Probation Officer or employee shall have personal or business dealings, including the lending of money, with any probationers. 21. Provide to the Court as requested written reports on defendants on probation that appear before the Court for arraignment, trial or other hearings. 22. In the event criminal offenses are decriminalized by the Georgia Legislature, P.S.O. will monitor and collect fines and/or fees in such cases as may be required by the Court. Page 14 of 21 23. When probationers have consecutive sentences officers shall comply with the requirements of O.C.G.A. § 42-8-103.1 24. Provide the capability to accept payments by credit card and by any other method. Any fees or costs shall be paid by probationers. 25. Maintain on its staff a Spanish speaking employee who is appropriately qualified to communicate with Spanish speaking probationers/offenders to ensure that these individuals fully understand their obligations to the Court. 26. Maintain sufficient staffing levels and standards of supervision including the type and frequency of contacts that are in compliance with the agreed upon Court operating procedures. As determined by the Court, supervision levels will be as follows: a. High Risk cases will be scheduled at a minimum of once a month for face to face meetings. Probation officers will maintain an average caseload of 250 active participants; b. Standard cases will be scheduled at a minimum of once a month for face to face meetings. Probation officers will maintain an average caseload of 325 active participants; c. Low Risk cases will be required to check-in via kiosk, telephone or mail-in on a monthly basis and will be scheduled at a minimum of once every 90 days for a face to face meeting. Probation officers will maintain an average caseload of 375 active participants; d. Financial Services participants will be scheduled for payment on a monthly basis and will not require face to face meetings unless non-compliant; and, Page 15 of 21 e. These levels of supervision may be modified by the Court as conditions may require. f. The Chief Judge of State Court and the Chief Judge of Magistrate Court may, by order, designate additional criteria to be used for assessing the appropriate probation risk level for their court. 27. The P.S.O. shall not require probationers to continue to address probation conditions beyond the term established in the original sentence, or for a time period beyond that which is provided under appropriate tolling procedures. 28. Supervise participants of a Pretrial Intervention and Diversion program as requested by the Prosecuting Attorney and approved by the Court. 29. Provide for the supervised release of pretrial defendants as ordered and directed by the court. 30. Provide for the supervision of bond condition(s) and Temporary Protective Order compliance as ordered and directed by the court. 31. Assist in the development, implementation and reporting for grants as appropriate. 32. Attend any and all sessions of various accountability court programs as directed and supervise participants as directed. 33. Provide other services to the courts or county departments as permitted by law. Service Fees 1. Each sentence shall provide for a probation or monitoring fee and technology fee payable for each month of the probation or suspension period of the sentence. Other fees and charges shall be charged and collected as provided in this Order. All the fees and charges in this Order may be changed by the Probation Services Advisory Board Page 16 of 21 or the Chief Judge of State Court at any time. Unless otherwise adjusted by the Board or the Chief Judge of State Court, starting April 1, 2018 and continuing annually on each April 1st, all of the fees and charges contained in this Order shall be increased by the annual Southeast Consumer Price Index for All Urban Consumers (CPI-U) of the previous year. In the event that the Southeast CPI-U is a negative number, the charges and fees shall remain the same for such year. The initial fees from the time this Order is executed through March 31, 2018 shall be as follows: a. One dollar ($1) per month technology fee. b. Nine dollar ($9) one-time fee for the Georgia Crime Victim Emergency Fund. c. Thirty-two dollars ($32) per month in those cases in which the P.S.O. is collecting fines, and surcharges ordered by the Court in a probated or suspended sentence. The maximum fee imposed shall be as set forth in the O.C.G.A. §42-8-103. d. Thirty-five dollars ($35) per month in those cases in which the P.S.O. is providing probation supervision or monitoring services for conditions inclusive of victim restitution. When all special conditions of the probated or suspended sentence, other than payments of fines and surcharges, are completed, the supervision fee shall then be reduced to Thirty-two dollars ($32) per month and limited as set forth in paragraph “a”. e. The P.S.O. may charge a one-time fifteen dollar ($15) enrollment fee to defendants who require supervision of conditions of the Court’s sentence. The enrollment fee may not be charged in pay only cases in which P.S.O. is only collecting fines, and surcharges. Page 17 of 21 f. All Pay Only cases including those with indigent probationers shall comply with O.C.G.A § 42-8-103. g. In cases where Restitution is ordered the collection of fees shall comply with O.C.G.A § 17-14-8(a). h. Probationers will pay for random drug and/or alcohol testing and the P.S.O. will provide such testing at a rate of fifteen ($15) for initial on-site testing and twenty- five ($25) for lab confirmations at the request of the probationer. i. Probationers will pay for electronic monitoring services and the P.S.O. will provide such services at a rate of six ($6), per day for house arrest, nine ($9) per day for GPS tracking, eight ($8) per Portable Breath Alcohol test, six ($6) per day for MEMS in-home Breath Alcohol testing, and eleven ($11), per day for SCRAM. j. Probationers will pay for enrollment fees for the electronic monitoring services described in subsection (e) herein at the following rates: i. Electronic monitoring - $25.00; ii. GPS tracking - $40.00; iii. MEMS in-home Breath Alcohol testing - $25.00; iv. BART - $40.00; and v. SCRAM - $40.00. These enrollment fees shall be due and payable for each instance that the electronic monitoring services are ordered by the Court. k. The P.S.O. shall transfer each case to an unsupervised status and all probation supervision fees shall cease when all conditions of the probated/suspended Page 18 of 21 sentence that require supervision have been successfully completed, unless the Court specifically orders otherwise. Pay only sentences shall be terminated upon full payment of the amount owed by the probationer. 2. Probation and/or the monthly probation or monitoring fees may be modified, suspended or terminated by the Court as determined necessary in the Court’s discretion. 3. Payment of fines and fees will be set according to the sentencing order of the Court. For those probationers requiring a payment plan due to financial inability to pay in full, a payment plan will be set out for each probationer by the P.S.O. The P.S.O. in establishing each payment plan will take into consideration the ability of each probationer to pay. 4. After three months of noncompliance of the terms of probation, probation fees shall cease, the P.S.O. shall advise the Court of said noncompliance by sworn affidavit of the probation officer. Probation fees shall recommence at the conclusion of any rule nisi hearing based on the Court’s ruling. 5. The P.S.O. will complete a financial assessment on those probationers reporting financial hardships and requesting assistance. The Court will be advised of any confirmed financial hardships and appropriate sentence modifications will be sought including addressing probation supervision fees. 6. The P.S.O. will not collect probation supervision fees in advance and will not collect probation fees for any months not authorized by court order. 7. Probation supervision fees will be assessed on a monthly basis. Individuals, who are being supervised by the P.S.O. via electronic monitoring, remote alcohol testing, or Page 19 of 21 GPS tracking, will not be charged a monthly probation supervision fee while on monitoring. Previously paid fees will not be reimbursed to the probationer when a conversion to community service occurs during the probated term. 8. P.S.O. fees collected from the probationer will be disbursed in accordance with O.C.G.A § 17-14-8(a). In cases not involving restitution, funds will be distributed first to Crime Victims Emergency Fund (“G.C.V.E.F.”), and the balance to the Augusta, Georgia consolidated government, to be disbursed as provided by law. 9. The P.S.O. will collect the G.C.V.E.F. fee pursuant to O.C.G.A. §17-15-13, as directed by the Court, from each probationer placed on probation as required by Georgia law unless the Court exempts the probationer. The P.S.O. will remit all collections on a monthly basis to the Georgia Crime Victims Compensation Board. Department of Community Supervision The P.S.O. must be registered and in good standing with the Department of Community Supervision. Further, the P.S.O. must adhere to all duly promulgated rules and regulations of said Department established by DCS per O.C.G.A. §42-8-106. Term, Default and Agreement Termination Procedures Richmond County Probation Office records will be open to audit by the courts and the Augusta, Georgia Finance Department (or their designees) with appropriate written notice to ensure compliance with state law, Augusta, Georgia policy, and the rules and regulations of the DCS. Probation records will be open to inspection and investigation by the DCS or its designated representatives to determine and monitor compliance with requirements. The probation office will diligently work to correct areas of noncompliance prior or subsequent to their discovery by the DCS. Page 20 of 21 Augusta, Georgia understands that the DCS has the authority to impose sanctions, deny, suspend, or revoke the registration approval of a probation entity for noncompliance with registration requirements. Augusta, Georgia further understands that the Chief Judge of State Court and the Chief Judge of Magistrate Court may, by order, implement procedures consistent with the intent of this agreement. The said Courts of Richmond County have established the Probation Services Office, with the approval and consent of the Augusta, Georgia Board of Commissioners, to directly supervise participants and probationers as set forth herein as evidenced by its execution of this agreement by its properly authorized official. The Courts and Augusta, Georgia further agree that, in the event there is action taken by the Georgia legislature causing probation services to no longer be a judicial function, this agreement shall be reconsidered by both parties within sixty (60) days of the passage of such legislation. This Order may be amended from time to time by mutual consent of the parties. Page 21 of 21 Approvals On behalf of the Courts of Richmond County: ____________________________________________ David D. Watkins, Chief Judge State Court of Richmond County ____________________________________________ Monique Walker, Judge State Court of Richmond County ____________________________________________ Patricia W. Booker, Judge State Court of Richmond County ____________________________________________ Kellie K. McIntyre, Judge State Court of Richmond County ____________________________________________ William D. Jennings, III, Chief Judge Magistrate Court of Richmond County ____________________________________________ H. Scott Allen, Presiding Judge Magistrate Court of Richmond County On behalf of the Augusta, Georgia Government: _____________________________________________ The Honorable Hardie Davis, Jr., Mayor Commission Meeting Agenda 2/19/2019 2:00 PM Motion to Approve Amendment to the Probation Services Order so as to allow for the Commission to enter in to a private probation services contract for misdemenor probation cases. Department:Probation Department:Probation Caption:Motion to approve Amendment to the Probation Services Order so as to allow for the Commission to enter into a private probation services contract for misdemeanor probation cases. (Requested by Commissioner Sammie Sias) Background:The Richmond County Probation Office is currently providing misdemeanor probation supervision services for the State Court of Richmond County and the Magistrate Court of Richmond County under the authority of the State Court Judge and pursuant to a joint agreement with the Augusta, Georgia Commission. O.C.G.A. § 42-8-101(a)(1) provides: Upon the request of the chief judge of any court within a county and with the express written consent of such judge, the governing authority of such county shall be authorized to enter into written contracts with corporations, enterprises, or agencies to provide probation supervision, counseling, collection services for all moneys to be paid by a defendant according to the terms of the sentence imposed on the defendant as well as any moneys which by operation of law are to be paid by the defendant in consequence of the conviction, and other probation services for persons convicted in such court and placed on probation in such county. Analysis:The attached amendment will authorize the Augusta, Georgia Commission to enter into a Contract with a private probation company and for the Commission to manage such contract. Financial Impact:N/A. Alternatives:Decline to amend the Order. Recommendation:Approve. Funds are Available in the Following Accounts: N/A. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission 1 AMENDMENT TO THE PSA AGREEMENT BETWEEN AUGUSTA, GEORGIA AND MOTOROLA SOLUTIONS, INC. THIS AMENDMENT (hereinafter referred to as the “Amendment”) is to the PSA System Agreement entered into on September 24, 2012 (hereinafter referred to as the “Agreement”) between AUGUSTA, GEORGIA, as a political subdivision of the State of Georgia (hereinafter referred to as “AUGUSTA”), and MOTOROLA SOLUTIONS, INC., a Delaware Corporation, qualified to do business in the State of Georgia (hereinafter referred to as “MOTOROLA”). This Amendment is entered into on the latest date on the signature page below (such date is hereinafter referred to as the “Execution Date”). WHEREAS, AUGUSTA seeks to upgrade its current CSR software and migrate its data to a cloud environment to take advantage of the costs savings, a reduction in Augusta’s resources required to maintain an Augusta-hosted system, and to keep Augusta at the forefront of technological advancement for its system; and WHEREAS, MOTOROLA and AUGUSTA mutually agree to the following terms and conditions and expressly agree that if any of the following terms and conditions conflict with any of the terms and conditions of the PSA System Agreement, then, notwithstanding any term in the Agreement, the following terms and conditions shall govern and control the rights and obligations of the parties. NOW, THEREFORE, in consideration of the Parties agreeing to amend their obligations under the existing Agreement, and other valuable consideration, the receipt and sufficiency of which is hereby acknowledged, both Parties agree to amend the PSA System Agreement as follows: SECTION 1 EXHIBITS of the PSA System Agreement is deleted in its entirety and replaced, through the addition, attachment, and incorporation of Exhibit G and Exhibit H, with the following: Section 1 EXHIBITS The Exhibits listed below are incorporated into and made a part of this Agreement. In interpreting this Agreement and resolving any ambiguities, Exhibit G shall take precedence over the main body of this Agreement and any other Exhibits. Exhibit A “Motorola Software License Agreement” Exhibit B “Payment Schedule” Exhibit C “Motorola’s Proposal dated March 13, 2012, as amended on July 24, 2012” Exhibit D “System Acceptance Certificate” Exhibit E “Performance Bond” Exhibit F “Augusta, GA Vendor VPN Access Agreement” 2 Exhibit G “PremierOne CSR Upgrade and Cloud Migration Proposal and Statement of Work dated September 6, 2018 Exhibit H Motorola Solutions Hosting Service Level Agreement (SLA), dated September 6, 2018 IN WITNESS WHEREOF, MOTOROLA SOLUTIONS, INC., and AUGUSTA, GEORGIA have executed this Amendment under seal as of the date first written above. Motorola Solutions, Inc. Augusta, Georgia By:____________________________ By:_____________________________ Name: __________________ Name: Hardie Davis, Jr. Title: _________________________ Title: Mayor Date:____________________________ Date:_________________________ Attest: _________________________________ Lena J. Bonner, Clerk of Commission 1 AMENDMENT TO THE MAINTENANCE AND SUPPORT AGREEMENT BETWEEN AUGUSTA, GEORGIA AND MOTOROLA SOLUTIONS, INC. THIS AMENDMENT (hereinafter referred to as the “Amendment”) is to the Maintenance and Support Agreement entered into on September 24, 2012 (hereinafter referred to as the “Agreement”) between AUGUSTA, GEORGIA, as a political subdivision of the State of Georgia (hereinafter referred to as “AUGUSTA”), and MOTOROLA SOLUTIONS, INC., a Delaware Corporation, qualified to do business in the State of Georgia (hereinafter referred to as “MOTOROLA”). This Amendment is entered into on the latest date on the signature page below (such date is hereinafter referred to as the “Execution Date”). WHEREAS, AUGUSTA seeks to upgrade its current CSR software and migrate its data to a cloud environment to take advantage of the costs savings, a reduction in Augusta’s resources required to maintain an Augusta-hosted system, and to keep Augusta at the forefront of technological advancement for its system; and WHEREAS, MOTOROLA and AUGUSTA mutually agree to the following terms and conditions and expressly agree that if any of the following terms and conditions conflict with any of the terms and conditions of the Maintenance and Support Agreement, then, notwithstanding any term in the Agreement, the following terms and conditions shall govern and control the rights and obligations of the parties. NOW, THEREFORE, in consideration of the Parties agreeing to amend their obligations under the existing Agreement, and other valuable consideration, the receipt and sufficiency of which is hereby acknowledged, both Parties agree to amend the Maintenance and Support Agreement as follows: SECTION 1 EXHIBITS of the Maintenance and Support Agreement is deleted in its entirety and replaced, through the addition, attachment, and incorporation of Exhibit D and Exhibit E, with the following: Section 1 EXHIBITS The Exhibits listed below are incorporated into and made a part of this Agreement. In interpreting this Agreement and resolving any ambiguities, Exhibit D shall take precedence over the main body of this Agreement and any other Exhibits. 2 Exhibit A “Description of Covered Products” Exhibit B “Support Plan” Exhibit C “Support Plan Options and Pricing Worksheet” Exhibit D “PremierOne CSR Upgrade and Cloud Migration Proposal and Statement of Work dated September 6, 2018 Exhibit E Motorola Solutions Hosting Service Level Agreement (SLA), dated September 6, 2018 IN WITNESS WHEREOF, MOTOROLA SOLUTIONS, INC., and AUGUSTA, GEORGIA have executed this Amendment under seal as of the date first written above. Motorola Solutions, Inc. Augusta, Georgia By:____________________________ By:_____________________________ Name: __________________ Name: Hardie Davis, Jr. Title: _________________________ Title: Mayor Date:____________________________ Date:_________________________ Attest: _________________________________ Lena J. Bonner, Clerk of Commission City of Augusta Statement of Work PREMIERONE CSR PREMIERONE CSR UPGRADE AND CLOUD MIGRATION PROPOSAL AND STATEMENT OF WORK (SOW) FOR THE: City of Augusta, Georgia September 6, 2018 Data Restrictions This proposal is considered Motorola Solutions confidential and restricted. The proposal is submitted with the restriction that it is to be used for evaluation purposes only, and is not to be disclosed publicly or in any manner to anyone other than those employed by the City of Augusta required to evaluate this proposal without the express permission of Motorola Solutions, Inc. This proposal is valid for 90 days. MOTOROLA SOLUTIONS, MOTOROLA and the Stylized M Logo are registered in the U.S. Patent & Trademark Office. All other product or service names are the property of their respective owners. © Motorola Solutions, Inc. 2018. City of Augusta Statement of Work Motorola Solutions Proprietary Page 1 Table of Contents City of Augusta, Georgia ..................................................................................................... 1 September 6, 2018 ................................................................................................................. 1 1.0 PremierOne CSR Upgrade and Migration Overview .................................................... 4 2.0 PremierOne CSR Upgrade and Migration Approach .................................................... 6 3.0 Project Staffing and Management .................................................................................... 7 3.1 Motorola Project Team .................................................................................................... 7 3.1.1 Motorola Project Roles ......................................................................................... 7 3.1.2 City of Augusta Project Roles and Responsibilities ............................................. 8 3.2 Kick-off Meeting .............................................................................................................. 9 3.2.1 Project Status Reporting ...................................................................................... 10 3.2.2 Application Defect Reporting and Enhancement Requests ................................ 11 3.2.3 Project Plan Changes........................................................................................... 11 3.3 Project Plan .................................................................................................................... 12 3.4 Acceptance Certificate Procedure .................................................................................. 17 3.5 Change Order Procedure ................................................................................................ 17 4.0 Software Deployment ....................................................................................................... 18 5.0 System Access Testing ..................................................................................................... 19 6.0 Data Migration ................................................................................................................. 19 7.0 Training ............................................................................................................................. 20 8.0 Citizen Web Portal Configuration .................................................................................. 20 9.0 Interface Deployment....................................................................................................... 20 10.0 Upgraded System Go-Live ............................................................................................ 21 11.0 Post Go-Live Support .................................................................................................... 21 12.0 PremierOne CSR Upgrade Assumptions ..................................................................... 22 13.0 Services Provided with Motorola’s Cloud Hosting ..................................................... 23 13.1 Lower Total Cost of Ownership .................................................................................. 23 13.2 Budget Stability & No Capital Investment ................................................................. 25 13.3 Application Scalability ................................................................................................ 25 13.4 Minimal Staffing Requirements .................................................................................. 26 13.5 Deployment Speed and Ease of Access ...................................................................... 26 13.6 Security of Mission-Critical Data ............................................................................... 27 14.0 Service Offerings Available with Cloud Hosted Solution .......................................... 28 15.0 Pricing ............................................................................................................................. 32 15.1 PremierOne CSR Upgrade and Cloud Hosting Migration Solution ............................ 32 15.2 Annual Cloud Hosting Services ................................................................................... 32 16.0 Implementation Milestones ........................................................................................... 33 ATTACHMENT A – ACRONYMS / TERMINOLOGY ................................................................... 34 ATTACHMENT B – PROJECT STATUS REPORT ........................................................................ 34 ATTACHMENT C – MEETING MINUTES .................................................................................. 37 ATTACHMENT D – CHANGE ORDER FORM ............................................................................ 38 ATTACHMENT E – ACCEPTANCE CERTIFICATE ..................................................................... 40 City of Augusta Statement of Work Motorola Solutions Proprietary Page 3 September 6, 2018 Ms. Tameka Allen, Director Information Technology Department City of Augusta 530 Greene Street Augusta, Georgia 30901 Subject: Proposal for PremierOne CSR Upgrade and Migration to Motorola Cloud Hosted Environment. Motorola is pleased to present the City of Augusta the following proposal and statement of work (SOW) for the PremierOne CSR upgrade and migration to Motorola’s cloud service environment from an on-premise (City hosted) solution. This also includes the PremierOne CSR Citizen Mobile Apps moved to the cloud. Motorola will upgrade the City’s existing CSR software to the latest PremierOne CSR release along with City’s current service requests and configuration will be migrated as part of the upgrade. We will also be migrating the City to Motorola’s cloud hosted environment to take advantage of many benefits a managed services offering provides in terms of cost savings, reduction in City resources required to maintain a city-hosted system, a robust, high availability solution and keeps the City current on releases each year. The PremierOne CSR Citizen Mobile Apps will also be upgraded and migrated to the Connect Bits cloud services. At the conclusion of this project, Augusta will have the PremierOne CSR solution running in production as well as test from Motorola’s cloud hosted environment. The Motorola cloud hosting is based on a three year contract with the City as outlined in the proposal. Please review the proposal and contact me if I can be of any assistance. I can be reached at 770-505-1208 or k.leverett@motorolasolutions.com Sincerely, Kenny Leverett National Sales Director, Public Service Motorola Solutions, Inc. City of Augusta Statement of Work Motorola Solutions Proprietary Page 4 1.0 PremierOne CSR Upgrade and Migration Overview The City of Augusta upgrade Statement of Work (SOW) guides the work of the Motorola team in the execution and control of the project to upgrade Augusta’s 3-1-1 Customer Service Request (CSR) software to the latest software release and migrate to the cloud. Motorola will work with the City of Augusta to develop a mutually agreed to Statement of Work (SOW) for the project. Below is a high-level overview of the project. · Migrate the City’s current CSR system to Motorola’s PremierOne CSR cloud solution. · Upgrade the City’s current CSR system to the latest PremierOne CSR solution. · Migrate the City’s existing service request data and configuration to the cloud solution. · Migrate the PremierOne CSR Citizen Mobile Apps to the Connected Bits cloud solution. · Upgrade the City’s current citizen mobile apps to the latest PremierOne CSR Citizen Mobile Apps solution. · Migrate the City’s PremierOne CSR Citizen Mobile Apps existing data and configuration to the cloud solution. o The Citizen Mobile Apps will be hosted by Connected Bits in the AWS Cloud. The Mobile apps platform includes the Open311 integration so additional mobile apps can be support using the Open311 protocol. · Review the Service Offerings available to the City with Motorola’s cloud solution. The execution of this project will require a continuation of the relationship that has been established between the City of Augusta and Motorola. As was the case with the initial CSR deployment, the migration to the PremierOne CSR cloud solution will require Augusta to be an active participant in key activities such as system installation and setup, configuration, report development, training, and testing. At the conclusion of this project, Augusta will have PremierOne CSR running in production as well as test in Motorola’s hosted environment. It is only after completing this project that the City of Augusta will begin making configuration changes to take full advantage of the new functionality resident in PremierOne CSR latest software release. This strategy was developed to limit the source of potential issues during the course of this project, thus reducing overall project risk. City of Augusta Statement of Work Motorola Solutions Proprietary Page 5 PremierOne CSR 4.5 is slated for a Q3 2018 release and will be the version that Augusta will be migrating to in the Cloud. Arc GIS 10.5.1 is supported with the CSR 4.5 release. In reference to the unit number location validation, as long as the City’s GIS data includes unit number, we can validate using unit number. We are currently using Arc GIS 10.5.1 in our new data center. We can support three different deployment models for GIS data. First, we can host 100% of the GIS services and data in the Motorola Cloud. This implies that we are replicating GIS data from the City to the Motorola Cloud on some regular interval, which can be monthly or quarterly by default. Second, we can have a hybrid approach whereby the GIS data and services for location validation (including the locator service) and geo-coding of SR locations are in the Motorola Cloud while any feature classes that are for visualization in Mapviewer can be consumed from the City's GIS services for those feature classes. Lastly, we could consume 100% of GIS data and services from the City's GIS services, but this model has not been selected before, because no Motorola customer has ever wanted their GIS department to be on the hook for 100% of the GIS feature/functionality in CSR or for 24x7x365 support in terms of the SLA. City of Augusta Statement of Work Motorola Solutions Proprietary Page 6 2.0 PremierOne CSR Upgrade and Migration Approach Motorola’s PremierOne CSR software is a commercial off the shelf (COTS) product with a proven best practice deployment methodology. We offer a low risk approach and a team that can achieve the City’s goal to upgrade the current 3-1-1 software. For the City, this methodology would be a Motorola CSR software upgrade consisting of PremierOne CSR, CSR Contact Center, CSR Mapping, CSR Reporting, Citizen Web Portal and Application Hub. As is the case with any major software upgrade, the migration to the PremierOne CSR platform is more than just the installation of new servers and software. It encompasses other system aspects such as: data migration, testing, training, custom reports and change management. For the City of Augusta’s migration to be successful, the City must be an active participant in the migration process, just as it has been in previous system upgrades, to facilitate a smooth transition to the new version of PremierOne CSR. The migration strategy is broken into three distinct phases: · Phase 1 – the purpose of this phase is to establish a new parallel PremierOne CSR environment at Motorola’s hosted site. After the environment is established, Motorola will request a copy of the City’s current CSR database to convert from Microsoft SQL Server to Oracle and load into the cloud database environment. · Phase 2 - The second phase consists of testing and verification using the converted data. The test phase will validate the following three areas: First, it will validate that the new PremierOne CSR environment is functioning correctly and all of the hardware and software that make up that environment are configured properly. Second, it will give the City an opportunity to analyze the converted data in the new PremierOne CSR environment to validate that the data was migrated appropriately to the new environment. Third, it will give the City an opportunity to test the new PremierOne CSR application and validate that it is functioning properly. · Phase 3 - The third phase of the project will consist of one more conversion run of the CSR data to bring the new environment up-to-date with the latest set of production data. After the latest data is converted, PremierOne CSR will be designated and used as the City’s production instance of PremierOne CSR. Motorola will also setup the test environment prior to Go-live as requested by the City. City of Augusta Statement of Work Motorola Solutions Proprietary Page 7 3.0 Project Staffing and Management 3.1 Motorola Project Team Motorola’s staffing plan was developed to meet two (2) project objectives. 1. Establish a team that can quickly upgrade the City’s current CSR system to the PremierOne CSR system 2. Establish a team with experience in creating and delivering a long-term strategy for implementing any future phases of the project To build this organizational structure, Motorola will select a team of individuals who have complementary skill sets and diverse areas of expertise. An organizational chart will be developed for both the City of Augusta and Motorola prior to the kickoff meeting for the proposed project team. The Motorola project manager will direct the activities of the Motorola team and facilitate communication with the City of Augusta. To facilitate a clear understanding of the project duties, each project role has been defined. 3.1.1 Motorola Project Roles · Project Manager – The Motorola project manager is responsible for developing and maintaining the project plan, directing the activities of the Motorola team, tracking and communicating project status, managing scope, risk, and action item status. The Project Manager is responsible for directing the day to day activities of the installation team and the Cognos Report lead. In addition, the project manager performs the following functions: o Takes the lead in addressing technical questions and responses, and o Identifies, defines requests, and tracks status of product enhancements defect corrections. · Database Administrator (DBA) / Installation Lead – The DBA is responsible for the setup of the database and the installation of the PremierOne CSR suite of software. The DBA will also coordinate with the GIS Engineer to complete the installation. · GIS Engineer – The GIS Engineer is responsible for installing ArcGIS server and ArcSDE and integrating with the CSR database. City of Augusta Statement of Work Motorola Solutions Proprietary Page 8 · Data Migration Lead – The Data Migration Lead is responsible for migrating data from Augusta’s current CSR environment into the PremierOne CSR database. · Cognos Report Lead – The Cognos Report Lead is responsible for assisting the City with any custom report changes resulting from the database change to Oracle from Microsoft SQL Server. · Configuration Lead – The configuration lead is responsible for leading the configuration work on this project. · Web Intake Specialist – The Web Intake Specialist will assist with configuration of Web Intake and applying City design guidelines. · Integration Specialist – The Integration Specialist is responsible for design, development and deployment of enterprise integration software for Motorola’s PremierOne CSR system and will oversee all interface deployments. 3.1.2 City of Augusta Project Roles and Responsibilities The number of City personnel working on the project will fluctuate based on the task being completed. The following City project roles will ensure a successful project and are not all full time project roles. Also, it is not uncommon for a single City resource to fill multiple roles. · Executive Sponsor – The Executive Sponsor is responsible for being the project champion and the ultimate problem solver for any inter-departmental disagreements. Typically, this role is instrumental in insuring the overall project goals are aligned with City management and helps secure the funding approval. · Project Manager – The City Project Manager is responsible for providing inputs to and validating the project plan, directing the activities of the City team, tracking and communicating project status, and working directly with the Motorola Project Manager to manage scope, risk and action items. · Database Administrator (DBA) – The DBA is responsible for providing database support to the project team including the export of production CSR data and providing that CSR data to the Motorola DBA. City of Augusta Statement of Work Motorola Solutions Proprietary Page 9 · Network Assessment Engineer – The Network Assessment Engineer is someone familiar with basic network functionality including the various components of a network (e.g., routers). This role is responsible for insuring the hosted CSR system access and resolving any network issues between a user or group within the City to insure they have the best possible connectivity to the CSR application. · Lead Business or Functional Analyst – The Lead Business or Functional Analyst provides expertise in the City’s business process workflows. Typically, a large department with a large stake in CSR would provide the person to fill this role although it could be filled by someone from a centralized support team like the call center. This role works directly with the Motorola Configuration Lead to insure the City’s business processes are accurately depicted in CSR. · Lead Technical Analyst – The Lead Technical Analyst usually is a Business Analyst that has some technical skills to accomplish tasks like assisting during integration testing or setting up replacement variables and advanced queries that requires some basic SQL knowledge. This role can bridge the gap between City technical resources and the City/Motorola Business Analysts. · CSR Configuration Managers – Configuration Managers are responsible for maintaining, verifying and modifying SR type configuration. These roles are typically in each major department that uses CSR. · Knowledge Base (KB) Administrator – The KB Administrator is responsible for maintaining and configuring all KB content within CSR and for insuring that external content (e.g., Intranet PDF file) is accessible to users and the KB Indexer server. · Geographic Information Systems (GIS) Analyst – The GIS Analyst is responsible for providing any required GIS files to the Motorola GIS Engineer as well as participating in the periodic refresh of GIS data. · Interface Technical Analysts – Interface Technical Analyst are responsible for supporting any project tasks related to integration between CSR and third-party systems. Primarily, this role is responsible for testing out the interfaces against the upgraded CSR system. · Reporting and Business Intelligence (BI) Analysts – Reporting and BI Analysts are responsible for testing and/or building any custom reports required by the City. This role provides support for building reports, scheduling reports and publishing reports. 3.2 Kick-off Meeting The Motorola Project Manager (PM) will prepare a kick-off presentation and lead a corresponding kick-off meeting. To prepare for the kick-off meeting the Motorola PM will develop a draft kick-off presentation. The draft presentation will be based on the following agenda items: · Team Introductions, to include identification of assigned roles on the project for the Motorola Team, City of Augusta Statement of Work Motorola Solutions Proprietary Page 10 · Augusta Team introduction including project roles provided by the Augusta Project Manager, · An overview of the Motorola Project Plan, · An overview of the project schedule, · An overview of the Augusta Project Plan provided by the designated Augusta Project Manager highlighting Augusta’s project activities, · Key Project Management Goals, · Question and Answer The Motorola PM will review the draft kick-off presentation with the City PM prior to the kick-off meeting. Based on comments received at that review meeting, Motorola will make updates to the presentation. Within two (2) business days of the completion of the kick-off meeting, Motorola will deliver the kick-off presentation and meeting minutes to document the meeting and any action items. The following subsections have been established to further clarify communication. 3.2.1 Project Status Reporting Motorola will lead weekly status meetings via a teleconference. During the meeting representatives from Motorola and the Augusta team will cover the following project topics: · Accomplishments/activities completed during the previous week, · Accomplishments/activities planned for the next week, · Key Project concerns/issues and any related decisions regarding those areas, · Migration issues and their intended resolutions, · Product defects and their intended schedule for release, · Motorola Deliverable and Augusta Milestone Status, and · Status of Action Items. City of Augusta Statement of Work Motorola Solutions Proprietary Page 11 3.2.2 Application Defect Reporting and Enhancement Requests Migration issues and product defects/enhancement requests will be tracked in an Excel spreadsheet. For migration issues, the issues will be dealt with by running scripts, if possible, in the test environment coupled with a migration routine adjustment to avoid the issue for future migration runs. Product defects will be assessed by the Engineering team and once confirmed as a defect; Motorola will create a Change Request for the defect and set a tentative release schedule for the defect fix. The Motorola PM will work with the City to understand and assign a Customer Impact rating for each defect to aid in the timing of the Change Request within the product roadmap. In general, defects are normally included in the next maintenance release, unless the defect has a high Customer Impact rating, which would necessitate a patch release for a specific customer. Product enhancement requests will have a Change Request created and the request will be available for inclusion in a future product release. The Motorola PM will work with the City to understand and assign a Customer Impact rating for each enhancement request to aid in the timing of the Change Request within the product roadmap. In general, product enhancement requests are included in a future product release at the discretion of the Engineering team based on roadmap constraints. The Engineering team seeks input from the Customer and the CSR Users Group for prioritization of enhancement requests to insure that resources are applied to enhancement requests with the broadest level of appeal to CSR customers. Since the City of Augusta is currently running the Motorola CSR system, the existing defect reporting and technical support process will remain unchanged from its current state. This CSR support will be delivered as usual and will not involve any team members of the active CSR upgrade project. 3.2.3 Project Plan Changes During the course of the project it may become necessary to adjust the project plan. Proposed project plan changes will be communicated between the Motorola and City of Augusta project managers. If the project managers agree that the proposed change would improve project performance and the proposed change aligns with the statement of work, the Motorola project manager will draft an update to the project plan. The Motorola and Augusta project managers will then jointly review the draft change and if both parties agree to the change, the project plan will be updated with the approved change and redelivered. City of Augusta Statement of Work Motorola Solutions Proprietary Page 12 Motorola expects the City PM to approve no-cost change orders and/or to adjust the project schedule as needed when the project plan critical path is not impacted, but Motorola understands the City PM will need to follow internal processes for approval on any change order. Further, Motorola expects the City PM to follow any established rules and procedures within the City for project change management. This includes but is not limited to informing project staff of pending changes, seeking consensus on the resolution of pending changes, and obtaining approval for pending changes. Motorola understands that change orders requiring additional funding by the City will require City Management and/or City Council approval in most cases and cannot be approved by the City PM. 3.3 Project Plan The following table covers all the tasks, deliverables and milestones that comprise the upgrade project. The table includes the project phase, task number (for cross-reference to a Work Breakdown Structure), task/deliverable description, milestone indicator, Motorola responsibility indicator and City responsibility indicator. The only significant detail that was omitted was the contents of the Go-Live Runbook. This was intentional, because the Go-Live Runbook is tailored specifically to account for all unique project constraints and requirements that impact the Go-Live of the upgraded CSR system. City of Augusta Statement of Work Motorola Solutions Proprietary Page 13 Phase Task Description Milestone? Motorola City 1 1.0 Project Initiation 1 1.1 Award Contract Y X 1 1.2 Negotiate Contract Terms N X X 1 1.3 Review Statement of Work N X X 1 1.4 Approve Statement of Work Y X X 1 1.5 Sign Contract Y X X 1 1.6 Present Acceptance Certificate for Statement of Work Completion N X 1 1.7 Sign Acceptance Certificate for Statement of Work Completion N X 1 1.8 Return Acceptance Certificate for Statement of Work Completion Y X 1 1.9 Provide Export of CSR Production Database to Motorola N X 1 2.0 Kick-Off Meeting 1 2.1 Prepare Kick-Off Meeting Presentation N X 1 2.2 Review Kick-Off Meeting Presentation N X X 1 2.3 Approve Kick-Off Meeting Presentation N X 1 2.4 Schedule Kick-Off Meeting N X 1 2.5 Conduct Kick-Off Meeting Y X 1 2.6 Present Acceptance Certificate for Kick-Off Meeting N X 1 2.7 Sign Acceptance Certificate for Kick-Off Meeting N X 1 2.8 Return Acceptance Certificate for Kick-Off Meeting Y X 1 3.0 Production Software Installation 1 3.1 Install Database Software N X 1 3.2 Validate Hardware Readiness N X 1 3.3 Validate Database Readiness N X 1 3.4 Production Environment (in Pre-Production mode) 1 3.4.1 Install/Configure CSR Production Database N X 1 3.4.2 Migrate Customer-Provided CSR Data Export into CSR Production Database N X 1 3.4.3 Install/Configure CSR Production Application Servers N X 1 3.4.4 Install/Configure CSR Production Cognos Server N X 1 3.4.5 Install/Configure CSR Production Application Hub Server N X 1 3.4.6 Install/Configure CSR Production Knowledge Base Server N X 1 3.4.7 Install/Configure CSR Production Citizen Web Server N X 1 3.4.8 Install/Configure CSR Production Citizen Mobile Apps Server N X City of Augusta Statement of Work Motorola Solutions Proprietary Page 14 Phase Task Description Milestone? Motorola City 1 3.4.9 Configure Load Balancer for CSR Production Servers N X 1 3.4.10 Confirm Production Application Readiness N X 1 3.4.11 Certify Production Application Readiness Y X 1 3.4.12 Validate Production Application Readiness N X 1 3.5 Present Acceptance Certificate for Production Software Installation N X 1 3.6 Sign Acceptance Certificate for Production Software Installation N X 1 3.7 Return Acceptance Certificate for Production Software Installation Y X 1 4.0 System Access Testing 1 4.1 Identify One Workstation per Department/Site for Testing N X 1 4.2 Schedule System Access Testing for each Department/Site Workstation N X 1 4.3 Perform System Access Testing at each Department/Site Workstation N X 1 4.4 Document System Access Benchmarks at each Department/Site Workstation N X 1 4.5 Review System Access Benchmarks N X X 1 4.6 Present Acceptance Certificate for System Access Testing N X 1 4.7 Sign Acceptance Certificate for System Access Testing N X 1 4.8 Return Acceptance Certificate for System Access Testing Y X 2 5.0 Citizen Web Portal Configuration 2 5.1 Identify City Technical Resources to support Web Portal Configuration N X 2 5.2 Perform Citizen Web Portal Configuration N X 2 5.3 Validate Citizen Web Portal Configuration N X 2 5.4 Present Acceptance Certificate for Citizen Web Portal Configuration Completion N X 2 5.5 Sign Acceptance Certificate for Citizen Web Portal Configuration Completion N X 2 5.6 Return Acceptance Certificate for Citizen Web Portal Configuration Completion Y X 2 6.0 Interface Deployment 2 6.1 Interface Configuration - Cityworks 2 6.1.1 Identify City Technical Resource to Support Cityworks Interface N X 2 6.1.2 Provide Remote Connectivity to Cityworks Test Database (if needed) N X 2 6.1.3 Develop Cityworks Connector N X 2 6.1.4 Modify Current Cityworks Interface (if needed) N X 2 6.1.5 Deploy Cityworks Connector to Production Application Hub N X 2 6.1.6 Test Cityworks Interface N X 2 6.1.7 Validate Cityworks Interface N X 2 6.2 Present Acceptance Certificate for Citizen Web Portal Configuration Completion N X City of Augusta Statement of Work Motorola Solutions Proprietary Page 15 Phase Task Description Milestone? Motorola City 2 6.3 Sign Acceptance Certificate for Citizen Web Portal Configuration Completion N X 2 3.4 Return Acceptance Certificate for Citizen Web Portal Configuration Completion Y X 3 7.0 Upgraded System Go-Live 3 7.1 Develop Detailed Go-Live Runbook N X 3 7.2 Review Detailed Go-Live Runbook N X X 3 7.3 Approve Detailed Go-Live Runbook Y X X 3 7.4 Schedule Go-Live Date N X X 3 7.5 Execute Detailed Go-Live Runbook Y X X 3 7.6 Place Upgraded CSR System into Production Use Y X X 3 7.7 Provide On-site Go-Live BSA Support - Week 1, Days 1-5 N X 3 7.8 Present Acceptance Certificate for On-site Go-Live Support Completion N X 3 7.9 Sign Acceptance Certificate for On-site Go-Live Support Completion N X 3 7.10 Return Acceptance Certificate for On-site Go-Live Support Completion Y X 3 8.0 Post Go-Live Support 3 8.1 Monitor CSR System and Interfaces N X X 3 8.2 Report CSR System or Interface Issues N X 3 8.3 Resolve CSR System or Interface Issues (if needed) N X X 3 8.4 Transition City to CSR Help Desk for Ongoing Maintenance Support Y X X 3 8.5 Present Acceptance Certificate for Post Go-Live Support Completion N X 3 8.6 Sign Acceptance Certificate for Post Go-Live Support Completion N X 3 8.7 Return Acceptance Certificate for Post Go-Live Support Completion Y X 3 8.8 Test Software Installation (will be setup prior to go-live for Augusta) 3 8.8.1 Install Database Software N X 3 8.8.2 Validate Hardware Readiness N X 3 8.8.3 Validate Database Readiness N X 3 8.8.4 Test Environment 3 8.8.4.1 Create CSR Test Database from CSR Production Database Export N X 3 8.8.4.2 Install/Configure CSR Test Application Servers N X 3 8.8.4.3 Install/Configure CSR Test Cognos Server N X 3 8.8.4.4 Install/Configure CSR Test Application Hub Server N X 3 8.8.4.5 Install/Configure CSR Test Knowledge Base Server N X 3 8.8.4.6 Install/Configure CSR Test Citizen Web Server N X 3 8.8.4.7 Install/Configure CSR Test Citizen Mobile Apps Server N X City of Augusta Statement of Work Motorola Solutions Proprietary Page 16 Phase Task Description Milestone? Motorola City 3 8.8.4.8 Configure Load Balancer Hardware for CSR Test Servers N X 3 8.8.4.9 Confirm Test Environment Readiness N X 3 8.8.4.10 Certify Test Environment Readiness Y X 3 8.8.4.11 Validate Test Environment Readiness N X 3 8.8.5 Present Acceptance Certificate for Test Software Installation N X 3 8.8.6 Sign Acceptance Certificate for Test Software Installation N X 3 8.8.7 Return Acceptance Certificate for Test Software Installation Y X City of Augusta Statement of Work Motorola Solutions Proprietary Page 17 3.4 Acceptance Certificate Procedure Upon completion of a deliverable, Motorola shall provide an Acceptance Certificate (Attachment E of this proposal estimate) for sign-off to the City. The City shall be responsible for final review and testing of said deliverable. Document deliverables and deliverables consisting of time shall be deemed accepted when the documents are delivered or when the time is provided. If a submitted deliverable does not perform to the requirements specified for such deliverable, the City shall have fourteen (14) business days (or another reasonable time frame set during contract negotiation) after Motorola’s submission of the deliverable (“Acceptance Period”) to give written notice thereof to Motorola specifying the deficiencies in detail. Motorola shall use reasonable efforts to promptly remedy any such deficiencies. After completing any such remedy, Motorola shall resubmit the deliverable for review and testing as set forth above. Upon accepting any deliverable submitted by Motorola, the City shall provide to Motorola a written acceptance of such deliverable. Notwithstanding the foregoing, if the City fails to reject any deliverable within the Acceptance Period in the manner described above, said deliverable shall be deemed accepted at the end of the Acceptance Period. 3.5 Change Order Procedure Motorola will maintain the SOW with formal documentation denoting agreed upon changes. The City and Motorola will maintain copies of all Change Orders. Any alteration to the SOW that causes an increase or decrease in the time or cost required for the performance of any part of this SOW shall not become binding until both the City and Motorola have agreed upon an equitable adjustment and the SOW has been modified in writing accordingly. The City and Motorola must sign any proposed change orders. When this is accomplished, the change order will be incorporated as an official change to the project. A change order process shall control changes in scope of the SOW. If the City does not have a standard Change Order Request form, the Change Order Request form (Attachment D of this document) can be used for all change order requests. City of Augusta Statement of Work Motorola Solutions Proprietary Page 18 4.0 Software Deployment · Software Installation o Production o Test Motorola will install the database software on the configured database server(s) and configure the database for high availability. Motorola will validate the hardware is ready for software installation using the CSR server specifications as a guideline. The City will provide an export of the existing production CSR database for the initial data migration into the CSR test database. Motorola will configure the following servers in the production environment (in pre-production mode): · CSR Production Database · CSR Production Application Servers · CSR Production Cognos Server · CSR Production Application Hub Server · CSR Production Knowledge Base Server · CSR Production Citizen Web Server Motorola will be responsible for configuring the Load Balancer hardware with virtual IP addresses for the various CSR servers to provide a high availability environment for each of the servers. Motorola will certify the production environment’s readiness and the City will confirm the production environment’s readiness. The readiness of the production environment will be acknowledged via a signed Acceptance Certificate for Production Software Installation. Prior to the City going live using the new production environment, the following environments will be configured using the production environment as a basis for deployment: · Test Motorola will certify the environment’s readiness, and the City will validate each environment’s readiness. This validation will be acknowledged via a signed Acceptance Certificate for Test Software Installation. City of Augusta Statement of Work Motorola Solutions Proprietary Page 19 5.0 System Access Testing Motorola will work with the City project team to conduct system access testing based on a sampling of workstations from different departments and/or sites. The City will identify a testing workstation at each department/site, and the Motorola Configuration Lead will conduct testing to benchmark the following characteristics: · System login · Service request query · Location validation · Service request save · Service request mapping · KB search The City is encouraged to tailor the benchmark characteristics to fit their business. These benchmarks will be used for comparison when the City is experiencing performance issues with the system. For example, if the system login normally takes three seconds per the benchmark, and system login is taking ten seconds, then that provides a tangible measurement of the performance issue for inclusion in the helpdesk case notes. After the review of the documented benchmark timings, the review will be acknowledged via a signed Acceptance Certificate for the System Access Testing. 6.0 Data Migration Motorola’s data migration process involves three steps for each data migration run. First, the pre-migration step is executed to prepare the source data. This step is meant to deal with any data preparation before the CSR SQL Server data is migrated into the CSR Oracle database. Second, the core migration step is executed to move the CSR SQL data into the CSR Oracle database. This utilizes a data mapping at the table and column level between CSR SQL Server and CSR Oracle database and physically transforms (as appropriate) and moves the data. Third and final, the post-migration step is executed to upgrade the CSR SQL database to the CSR Oracle database. This deploys all the source code changes and table structure changes from all product releases between the CSR SQL version and CSR Oracle version. City of Augusta Statement of Work Motorola Solutions Proprietary Page 20 7.0 Training Motorola’s BSA will provide administrative training on the new features of the PremierOne CSR while on-site for the project. 8.0 Citizen Web Portal Configuration Motorola will configure the Citizen Web Portal and apply the City’s web design guidelines as indicated by the City. At the completion of the Citizen Web Portal Configuration, the City will acknowledge completion via a signed Acceptance Certificate for Citizen Web Portal Configuration Completion. 9.0 Interface Deployment Motorola will work with the Interface Technical Analysts to deploy the existing Cityworks for testing and verification by the City. The Cityworks interface will be configured in the cloud environment and will be accessible via a web service endpoint using HTTPS protocol. The City will be responsible for insuring that the current Hub-enabled interfaces are capable of communicating via HTTPS web services with the hosted Application Hub server in the cloud. Further, the City will provide an HTTPS web service for the hosted Application Hub server in the cloud to call for any transactions destined for the Cityworks system. The City will certify the Interface Deployment as complete and will acknowledge this certification via a signed Acceptance Certificate for Interface Deployment Completion. The City of Augusta retains all rights to data entered into Cityworks and reports of statistical information derived from that system. At no time will Motorola share, deploy, or contribute information to any internal or external clients on reporting citizen engagement without the approval of the City of Augusta, GA. Web Services - Motorola can provide web services that enable the City to pull service request data in CSV format in table-based files on a nightly schedule, so the City would have local copies of service request data to incorporate in a data warehouse for mash- up reports or other applications. As part of the upgrade project, any existing CSR interfaces would be configured and deployed in the Motorola Cloud with any on-site server components needed to enable the interface. For example, Cityworks would need to have its secure web services exposed over the Internet for the Motorola Cloud Application Hub (Hub) to access. Of course, the City can lock down the secure web services to the IP address(es) for the Hub server. Further, Hub does not care what events are passed between CSR and an external system. City of Augusta Statement of Work Motorola Solutions Proprietary Page 21 Hub is simply the connective piece that enables the two systems to communicate. Motorola is responsible for outbound communications to the City while the City is responsible for outbound communications to Motorola. If the City desires to create service requests via Hub, the City must provide CSR-friendly XML documents for each service request type associated with the interface. Basic interface configuration in the Motorola Cloud is presumed to be covered by the standard hosting services; however, if the City requires or dictates that a non-CSR-friendly XML format is required, then Motorola would require funding from the City to implement that outbound connector. The funding would vary based on complexity and interface requirements, but 40 hours would be a good ROM in terms of required funding. 10.0 Upgraded System Go-Live The Upgraded System Go-Live tasks include the development, review and approval of a Detailed Go-Live Runbook. This Runbook will contain all the various Augusta-specific steps to execute a successful Go-Live of the upgraded CSR system. These detailed steps will be reviewed by the City and Motorola and then approved by both parties as well. Once the Detailed Go-Live Runbook is approved, the City and Motorola will decide on a Go-Live date. Motorola will provide on-site support from one (1) Business Systems Analyst (BSA) for one (1) week following the Go-Live date. This support will include time spent both in the call center and in the departments. The time spent on-site will be used to troubleshoot and assist in resolving any issues identified with the configuration and functionality of PremierOne CSR during Go-Live. If major issues are still being experienced at the end of the 1st week of go-live support, Motorola will provide a 2nd week of on-site support to the City. 11.0 Post Go-Live Support Following the initial onsite support during the Go-Live week, Motorola will provide remote BSA support. This remote support will be accomplished via phone and E-mail and is intended to further assist in troubleshooting any issues encountered by City staff while using the PremierOne CSR application. The City will certify the Post Go-Live Support as complete and will acknowledge this certification via a signed Acceptance Certificate for Post Go-Live Support Completion. Motorola will also setup the test environment prior to Go-live as requested by the City based on the production system’s database and configuration settings. Once the test environment is accessible and verified by the City, the City will certify the Test Software Installation as complete and will acknowledge this certification via a signed Acceptance Certificate for Test Software Installation Completion. After the upgraded PremierOne CSR system has been live for no more than thirty (30) days, the support will transition to the CSR Help Desk for standard product maintenance and support. City of Augusta Statement of Work Motorola Solutions Proprietary Page 22 12.0 PremierOne CSR Upgrade Assumptions · Motorola will implement and support SSL connection to the Hosting facility and be responsible for providing adequate infrastructure and response time within the hosting facility. Customer is responsible for providing adequate internal network infrastructure to ensure adequate response time from inside their respective LAN and WAN. · Cloud service fees start when the upgraded PremierOne CSR system is provided in the production environment (in pre-production mode) to the City to start testing for the upgrade. · The cloud services are part of a three-year renewable contract. · No new reports development is included in the proposal, but the Cognos Reporting Lead resource will assist the City with issues in custom reports arising from moving from Microsoft SQL Server to Oracle for the database software. · As part of the ongoing Motorola maintenance contract, the City is entitled to receive an equal number of software licenses for the upgraded PremierOne CSR software at no cost. · Motorola is providing the data migration from the City’s current system to PremierOne CSR 4.4.x. The City to provide a CSR database export to Motorola. · Motorola and the City of Augusta will develop a mutually agreed to Statement of Work (SOW) for the upgrade and migration project. · Connected Bits will be upgrading and migrating the City’s current PremierOne CSR Citizen Mobile Apps into the Connected Bits cloud environment. · The City will complete all of the City tasks identified in the section titled, “Project Plan” of this document as specified to insure the project schedule is not impacted negatively. City of Augusta Statement of Work Motorola Solutions Proprietary Page 23 13.0 Services Provided with Motorola’s Cloud Hosting Motorola Solutions offers its public sector customers a Managed Services solution, enabling them to deploy the PremierOne CSR Suite via a cloud model. The cloud solution combines the latest version of the PremierOne CSR application with all the underlying hardware and software infrastructure, database administration, technical support help desk and system recovery services necessary to provide a robust, technically-superior solution. Authorized users access CSR via an Internet SSL (Secure Socket Layer) connected web browser into the Motorola cloud system. Deploying CSR in a cloud environment offers numerous benefits to the City such as: · Lower Total Cost of Ownership (TCO) · Budget Stability and No Capital Investment · Application Scalability · Minimal Staffing Requirements · Deployment Speed and Ease of Access · Security of Mission-Critical Data CSR’s cloud model ensures a technically robust solution with minimal disruption to the City’s information systems operations. CSR version upgrades are handled automatically for hosted customers which means Motorola CSR Managed Services protects customers from technology obsolescence and minimizes overhead for the City’s information technology staff and resources. 13.1 Lower Total Cost of Ownership The City’s IT department is not the only beneficiary of a turnkey cloud solution. The Finance Department will welcome the benefits of the cloud solution as it lowers the total cost of CSR ownership since Motorola Solutions takes responsibility for ownership, operations and maintenance of virtually the entire solution. With Motorola Solutions responsible for the entire environment, obvious and not so obvious costs of ownership are eliminated with the cloud deployment model as outlined below. City of Augusta Statement of Work Motorola Solutions Proprietary Page 24 · Hardware o Data Center Costs o Database Servers o Disk Storage o Tape Backup Systems o Uninterruptible Power Supply (UPS) · Software Licenses o PremierOne CSR Suite Licenses o Oracle Enterprise Edition o Red Hat Enterprise Linux o Backup System Software o System Monitoring Tools o Other Third Party Licenses · Hardware and Software Services, Support, Upgrades and Maintenance o CSR Server and User Software Maintenance o Oracle Software Maintenance o Red Hat Linux OS Maintenance o Third party Software Maintenance o CSR Server Hardware Maintenance o Hardware Infrastructure o Software Infrastructure o System Backup · IT Staff / Internal Labor o Database Administrators o Security Administrators o Network Administrators o VM Ware Administrators o Windows OS Administrators o Unix OS Administrators o CSR Application Hub Administrators o CSR Installation (Server & Workstations) o Server & Database Maintenance o CSR Application Patches and Upgrades o Server Backups City of Augusta Statement of Work Motorola Solutions Proprietary Page 25 o Oracle Software Upgrades o Server OS Upgrades o GIS Data Upgrades o Program / Project Management o Application Administration · Professional Services o Install CSR Database o Configure Service Request Types o Configure CSR Interfaces o High Availability Server Installation · Data Storage · System Recovery 13.2 Budget Stability & No Capital Investment In a cloud deployment of the PremierOne CSR system, the City is billed for the system by a stable, predictable, annual fee that limits capital investment, is easy to budget for and only changes as the City adds incremental users or services. Further, since every City has Internet access for the City employees, there are no capital investments required to start using the cloud hosted PremierOne CSR cloud solution. 13.3 Application Scalability The PremierOne CSR cloud solution has been designed specifically for easy, structured scalability to keep up with the City’s evolving usage requirements. Virtual server farms are setup with capabilities for both horizontal and vertical scaling depending on the requirements and circumstances applicable for the cloud server components. Building in capacity for successfully managing through a crisis or natural disaster is part of the hardware planning methodology, because Motorola understands that its customers cannot predict the critical event timing, intensity or duration. City of Augusta Statement of Work Motorola Solutions Proprietary Page 26 13.4 Minimal Staffing Requirements Because Motorola Solutions implements and maintains the PremierOne CSR solution, the City frees up its hard-to-recruit-and-retain IT resources, allowing these resources to focus on core business activities. The City IT resources do not have to deal with the implementation and maintenance of third-party software and its underlying infrastructure requirements. Motorola Solutions built on its decades of experience working with local, state and federal governments to develop the CSR system as a public sector solution. As a result, Motorola has the deep domain, market and application expertise to successfully implement, deliver and maintain the CSR system. The Motorola Solutions data centers feature Database Administrators with deep expertise in Oracle databases as well as the database settings specific to the CSR application. The cloud support team is the same individuals that extend and implement solutions within the CSR application and have direct access to CSR Engineering developer resources. When problems arise, the cloud support team does not have to go to a third party to access to the application owners and developers – they are the application owners and developers and can resolve reported problems quickly, precisely and conclusively. 13.5 Deployment Speed and Ease of Access The PremierOne CSR cloud offering is a turnkey solution that utilizes a robust backend infrastructure and network that is already in place and deployed for other large public sector customers. Since the cloud solution is available via SSL over the Internet, access to the CSR application is available quickly to City users from their offices, homes and any other Internet-enabled locations. After initial implementation is complete, the cloud team resources will perform fast, inclusive upgrades and maintenance fixes to the CSR application and infrastructure. In addition to future releases of the CSR application itself, the cloud support team is developing a suite of service offerings to help cloud customers meet the demands of City management and broader citizen engagement activities. City of Augusta Statement of Work Motorola Solutions Proprietary Page 27 13.6 Security of Mission-Critical Data Motorola Solutions understands how important it is to protect valuable, mission-critical, proprietary data from prying eyes and external attacks. Privacy is king in the commercial world, and Motorola works extremely hard to make sure its Intellectual Property remains secure. Motorola has constructed extensive security measures within the hosted architecture, best defined by the following categories: · Physical Security – Motorola Solutions data centers offer extensive physical security including keycard-access-controlled grounds, buildings and rooms. · Network Security – The cloud network makes use of multiple firewalls to protect the City’s data from both internal and external attacks. · Data Security – The City’s core data is segregated by separate, independent database instances. When data is in a shared database environment, the access to the database is restricted to system users only and the hosted applications control access via row-level access security. · Application Security – The CSR application provides an additional layer of security by requiring individual user names and passwords to gain access. Additionally, the CSR application supports granular user administrative control through group membership and service request type permissions. The City of Augusta retains all rights to data entered into the PremierOne CSR and Cityworks applications and reports of statistical information derived from that system. At no time will Motorola share, deploy, or contribute information to any internal or external clients on reporting citizen engagement without the approval of the City of Augusta, GA. City of Augusta Statement of Work Motorola Solutions Proprietary Page 28 14.0 Service Offerings Available with Cloud Hosted Solution Motorola’s Service Offerings, as previewed at the CSR User’s Group Conference last year, are value-added capabilities added to the PremierOne CSR solution that are exclusive for our cloud hosted customers. These will be delivered on a mutually agreed to schedule between Motorola and the City of Augusta. Motorola will implement the Service Offerings “as is” for its cloud customers at no additional cost to the customer. With that said, if a customer desires additional feature/functionality for a Service Offering, Motorola reserves the right to identify a cost for the expanded capability. These are the initial service offerings we have developed for our cloud customers to help address their requirements to provide service to their departments and citizens. The customer the service offering was developed for is usually the primary field tester for the feature and once approved is made available to other customers requesting the feature/capability. Below are the Service Offerings features and functionality currently available or in testing as noted. · Merge Resources – robust and configurable processes to merge resources to enable more concise and accurate resource information for Outreach campaigns and Citizen Engagement. · Service Delivery Ratings – feedback on service delivery performance to gauge areas of improvement. · Live Maps – near-real-time visualization of service request information for Citizens with hooks to support Citizen Engagement for SR Closure Confirmation, SR Reopening, SR Creation, SR Closure, etc. that is driven based on SR configuration. (See Live Maps screen shot below.) The Live Maps application is a cloud-only deployment hosted by Motorola; however, if the City would prefer to consume the data as a mapping service, Motorola can support that deployment method where the mapping service is hosted by Motorola and the City can project that data onto a City hosted application. · Load Resources – self-service process to load resource information for Outreach campaigns and Citizen Engagement. · Load Users – self-service process to support CSR expansion into other groups by automating new user creation. · Load Groups – self-service process to support CSR expansion or group reorganization. · Load Lists – self-service process to support list creation for new flex notes. · Scheduling (e.g., Bulk Trash Pickup) – scheduling rules to drive the automatic population of next available date for scheduled services including the ability to accept a preferred date and validate it against the established schedule. · Cost Tracking (i.e., labor, materials, equipment) maintain and derive costs by service request based on the labor hours, material usage and equipment usage to deliver the service. City of Augusta Statement of Work Motorola Solutions Proprietary Page 29 · SR Configuration Services (e.g., Spot Reporters go-live SR configuration) – interface configuration for quarterly updates or other ad hoc updates to the Spot Reporters system. · EZ Events (e.g., interface error notification) – a flexible notification mechanism that allows an E-mail to be sent to multiple City individuals based on some error or other situation of interest. · EZ Stats (i.e., Performance, Metrics, and Accountability Report Suites) – reports targeted at summary data to help assess trends in service delivery in terms of performance, metrics and accountability. · EZ Tool – Manage KB (e.g., to implement KB document versioning) – new capability to version control web documents (excluding URLs) and provide service request workflow to drive KB document approval and KB document indexing. · EZ Tool – Delete SR (e.g., removal of test SRs) – process to remove service requests tagged with a special status that supports testing within the production system (e.g., as part of upgrade testing) or removing incomplete/bogus service requests input through external channels. Motorola will continue to build upon the Live Suite and EZ Suite frameworks to provide value- added capabilities for hosted customers. Near-term future objectives include the following: · Update Service Request Definitions between environments (e.g., Test to Prod) (Work in progress). Live Suite is Citizen Facing and External to CSR EZ Suite is Customer Facing and Internalized to CSR City of Augusta Statement of Work Motorola Solutions Proprietary Page 30 Live Maps City of Augusta Statement of Work Motorola Solutions Proprietary Page 31 City of Augusta Statement of Work Motorola Solutions Proprietary Page 32 15.0 Pricing Pricing for the City of Augusta’s PremierOne CSR 4.4.x and PremierOne CSR Citizen Mobile Apps upgrade and cloud migration as outlined in the above Statement of Work and Exhibit A Service Level Agreement. Pricing does not include tax. 15.1 PremierOne CSR Upgrade and Cloud Hosting Migration Solution Component Description Price PremierOne CSR Software As part of the ongoing Motorola maintenance contract, the City is entitled to the annual usage of the same number of current software licenses for the upgraded PremierOne CSR software in the cloud hosted environment at no cost $0.00 Implementations Services PremierOne CSR upgrade implementation and migration services for Motorola’s cloud solution. Statement of Work (SOW) to be mutually agreed upon by Motorola and the City of Augusta. $0.00 PremierOne CSR and Citizen Mobile Apps Upgrade and Migration Costs $0.00 15.2 Annual Cloud Hosting Services Component Description Price Year One Annual Motorola Cloud Services for the PremierOne CSR solution and PremierOne CSR Citizen Mobile Apps. Cloud services are billed annually in advance. $70,000.00 Year Two Annual Motorola Cloud Services for the PremierOne CSR solution and PremierOne CSR Citizen Mobile Apps. Cloud services are billed annually in advance. $70,000.00 Year Three Annual Motorola Cloud Services for the PremierOne CSR solution and PremierOne CSR Citizen Mobile Apps. Cloud services are billed annually in advance. $70,000.00 Three Year Cloud Services Contract $210,000.00 Except for a payment that is due on the Effective Date, Customer will make payments to Motorola within twenty (20) days after the date of each invoice. Customer will make payments when due in the form of a check, cashier’s check, or wire transfer drawn on a U.S. financial institution and in accordance with the preceding payment milestones. Customer affirms that a purchase order or notice to proceed is not required for subsequent years of service. The Customer will pay all invoices as received from Motorola and any changes in scope will be subject to the change order process as described in this Agreement. At the time of execution of this Agreement, the Customer will provide all necessary reference information to include on invoices for payment per this Agreement. City of Augusta Statement of Work Motorola Solutions Proprietary Page 33 16.0 Implementation Milestones The following table outlines the milestones based on the tasks and deliverables included in Section 3.3 Project Plan of the SOW document. Deliverable Name Sign Acceptance Certificate for Production Software Installation (Task 3.6) Sign Acceptance Certificate for Interface Deployment Completion (Task 6.3) Sign Acceptance Certificate for On-site Go-Live Support Completion (Task 7.9) Sign Acceptance Certificate for Test Software Installation (Task 8.8.6) Total City of Augusta Statement of Work Motorola Solutions Proprietary Page 34 ATTACHMENT A – ACRONYMS / TERMINOLOGY • API – Application Programming Interface – method for accessing an application and providing or retrieving data • BSA – Business Systems Analyst • CSR – the Motorola PremierOne CSR software • ESRI – Environmental Systems Research Institute – standard third-party GIS software embedded within CSR • FAQ – Frequently Asked Questions • GIS – Geographic Information System – software used to validate locations, geo- code valid locations, and provide spatial reporting and/or visualization of CSR data • Hub or App Hub – the Motorola CSR Application Hub software to enable integration • LAN/WAN – Local Area Network / Wide Area Network • SLA – Service Level Agreement – expected duration for delivery of a service to support accountability ATTACHMENT B – PROJECT STATUS REPORT City of Augusta Statement of Work Motorola Solutions Proprietary Page 35 PROJECT STATUS REPORT Client City of Augusta Project Number: Project PremierOne CSR Upgrade/Migration Week Ending: Month DD, YYYY To: CC: From: Date: Month DD, YYYY 1. Executive Summary 2. Accomplishments for Reporting Period · 3. Expected to be Completed Next Period 4. Concern/Issues and Decisions 5. Motorola Deliverables & Augusta Milestones ID Description of Deliverable Original Date Due Actual Date Completed Client Approval (Y/N) DELIVERABLES 1. 2. MILESTONES 1. 2. 3. 4. City of Augusta Statement of Work Motorola Solutions Proprietary Page 36 PROJECT STATUS REPORT 6. Summary of Action Items Number Description of Issue Date Discovered Date to Resolve By Date Resolved 1 2 3 4 5 6 7 7. Change Requests for This Period CR# Date Initiated Description Change Estimated Days Customer Approved Customer Budget Approved 8. Miscellaneous City of Augusta Statement of Work Motorola Solutions Proprietary Page 37 ATTACHMENT C – MEETING MINUTES City of Augusta PremierOne Upgrade/Migration Project <Meeting Name> Meeting Minutes Meeting Minutes Author Meeting Date Meeting Time Meeting Location Month DD, YYYY HH:MI AM TYPE OF MEETING FACILITATOR ATTENDEES Meeting Agenda · Topic 1 · Topic 2 Topic Topic 1 Presenter: DISCUSSION Details discussed at the meeting regarding Topic 1 Topic Topic 2 Presenter: DISCUSSION Details discussed at the meeting regarding Topic 2 ACTION ITEMS PERSON RESPONSIBLE DEADLINE City of Augusta Statement of Work Motorola Solutions Proprietary Page 38 ATTACHMENT D – CHANGE ORDER FORM CHANGE ORDER # _____________ Date: Project Name: PremierOne CSR Upgrade and Migration Project Number: Customer Name: City of Augusta, Georgia Customer Project Mgr: Contract Number and Date No.: Date: In accordance with the terms and conditions of the above identified contract between Customer and Motorola Solutions, the following terms and provisions are mutually agreed to: Purpose of Change Order The purpose of this Change Order is to Contract Price Adjustments Original Contract Value: $ Previous Change Order amounts for Change Order numbers through through - - - $ This Change Order: $ New Contract Value: $ Completion Date Adjustments Original Completion Date: Current Completion Date prior to this Change Order: New Completion Date: City of Augusta Statement of Work Motorola Solutions Proprietary Page 39 Changes in Equipment: (additions, deletions or modifications) Changes in Services: (additions, deletions or modifications) Schedule Changes: (describe change or N/A) Pricing Changes: (describe change or N/A) Customer Responsibilities: (describe change or N/A) Payment Schedule for this Change Order:(describe payment terms for this Change Order) Unless amended above, all other terms and conditions of the Contract shall remain in full force. If there are any inconsistencies between the provisions of this Change Order and the provisions of the Contract, the provisions of this Change Order will prevail. IN WITNESS WHEREOF the parties have executed this Change Order as of the last date signed below. Motorola Solutions City of Augusta, Georgia By: _________________________ By: __________________________ Name: _______________________ Name: ________________________ Title: ________________________ Title: __________________________ Date: ________________________ Date: _________________________ Reviewed by: Date: Motorola Solutions Project Manager City of Augusta Statement of Work Motorola Solutions Proprietary Page 40 ATTACHMENT E – ACCEPTANCE CERTIFICATE <Date> <Customer Representative’s Name> City of Augusta, Georgia <Address> <City, State, ZIP Code> Re: Milestone Acceptance Certificate Project: PremierOne CSR Upgrade and Migration Dear <Customer Representative’s Name>: Please recognize completion of this Project Milestone by signing below. This milestone is for <Milestone Name >. Kindly return a signed copy, confirming acceptance of this milestone to your Project Manager. Billing Event: □ This milestone is an invoice event. Signing of this certificate authorizes Motorola to invoice <Payment Milestone> for <$$,$$$>. The invoice will be generated upon receipt of this signed certificate. OR □ This milestone is a progress milestone only, no invoice will be generated. I want to thank you and your team for your continued cooperation in this project. We at Motorola look forward to continuing our relationship with your agency. Please do not hesitate to contact me with any questions or concerns. Sincerely, Project Manager Phone: The undersigned acknowledges completion of the < Milestone Name > milestone. City of Augusta: Signature: __________________________ Date: ______________________ Print Name: _______________________________ Title: _______________________________ Exhibit A – Hosting Service Level Agreement Page 1 of 11 Exhibit A: Motorola Solutions Hosting Service Level Agreement (SLA) Exhibit A – Hosting Service Level Agreement Page 2 of 11 Table of Contents Exhibit A: Motorola Solutions Hosting Service Level Agreement (SLA) .................................... 1 1. Period and Scope of Agreement .................................................................................................... 3 2. Motorola Services .......................................................................................................................... 3 3. Service Level Target Metrics ......................................................................................................... 8 4. Customer Responsibilities ............................................................................................................. 9 5. Definitions ................................................................................................................................... 10 6. Signatures .................................................................................................................................... 11 Exhibit A – Hosting Service Level Agreement Page 3 of 11 1. Period and Scope of Agreement This Service Level Agreement outlines the key business services that Motorola will provide to the City of Augusta. Motorola will provide application, infrastructure, and operation support services for the software applications and functionalities outlined in the table below: Application/Functionality Description PremierOne CSR suite system licenses PremierOne CSR Licenses. Table 1: Motorola Supported Applications/Functionalities The Citizen Mobile Apps and PremierOne CSR Mobile App (city worker), provided by Connected Bits, will be hosted by Connected Bits through Amazon hosting services and integrated with the Motorola PremierOne CSR cloud hosting environment. The Connected Bits apps are not covered by this Exhibit A Service Level Agreement, however, Motorola will manage any trouble tickets to Connected Bits. This Agreement will become effective when signed by the City of Augusta and Motorola and will continue until the termination date specified in this Agreement. Application hosting services are provided on a subscription basis, and Motorola will bill the Customer annually in advance for the services covered under the scope of this Agreement. 2. Motorola Services Motorola will provide the services listed and described below to the City of Augusta in support of this Agreement: Motorola Services Service Included Facility Services Yes Operations/Monitoring Services Yes Application Administration Services Yes Software Maintenance and Upgrade Services Yes Application Recovery Services Yes Data Information Security Services Yes Network Services Yes Problem Management/Customer Service Yes Table 2: Motorola Services Exhibit A – Hosting Service Level Agreement Page 4 of 11 Facility Services Motorola assumes all responsibility for the computing environment supporting the contracted applications. Motorola Regional Operations Centers provide the most current technology and procedures in information security and environmental control. Operations / Monitoring Services Applications provided by Motorola are supported by a 24x7 automated monitoring and alert system that notifies support teams in the event of an Application failure. Key customer contacts can be added to the notification list in the event of such a failure. Application Administration Services Applications provided under this Agreement will be the responsibility of Motorola. The Customer will have no ownership right, other than the access to use the application while the agreement is in effect. Motorola will own and manage the application, related databases, supporting computing hardware, and necessary operating systems. Support services are provided to maintain application availability and respond to Customer input within the agreed-upon commitment levels. Touch labor and on-call personnel are provided by Motorola to achieve these service levels Software Maintenance and Upgrade Services Software maintenance and upgrade services are included in the scope of services provided by Motorola. All upgrades are made available to the City when released and Motorola will coordinate with the City to implement the upgrades. There are no set number of upgrade that are released each year. Motorola will provide, at its discretion, software updates to supported applications as applicable. Updates include: · Supplemental Release – Minor release of PremierOne CSR Software that contains primarily error corrections to an existing Standard Release and may contain limited improvements that do not affect the overall structure of the PremierOne CSR Software. Depending on Customer’s specific configuration, a Supplemental Release may not be applicable. Supplemental Releases are identified by the third digit of the three-digit release number, shown here as underlined: “1.2.r3.” · Standard Release – Major release of PremierOne CSR Software that contains product enhancements and improvements. Standard Releases are identified by the second digit of the three-digit release number, shown here as underlined: “1.2.r3.” Motorola will provide available supplemental or standard releases without additional license fees or Hosting service fees at its discretion and in a timeframe that is beneficial to all parties involved. All services will be performed in accordance with a mutually agreed upon schedule. Supplemental and Standard Release updates will be provided for the current Product Release only. A “Product Release” is defined as a major release of PremierOne CSR Software considered to be the next generation of an existing product or a new product offering. Product Releases are identified by the first digit of the three-digit release number, shown here as underlined: “1.2.3.” For example, upgrades from Release 4.3.0 to 4.3.r1 or 4.4.0 will be provided under the scope of this Agreement. An upgrade from Release 4.3.0 to 5.0.1 may not be provided under the scope of this Agreement and may be subject to additional license fees or Hosting service fees. If a question arises as to whether a Product offering is a Exhibit A – Hosting Service Level Agreement Page 5 of 11 Standard Release or a Product Release, Motorola’s opinion will prevail, provided that Motorola treats the Product offering as a new Product or feature for its end user customers. Motorola does not warrant that a Release will meet the Customer’s particular requirement, operate in the combinations that the City will select for use, be uninterrupted or error-free, be backward compatible, or that all errors will be corrected. Full compatibility of a Release with the capabilities and functions of earlier versions of the Software may not be technically feasible. If it is technically feasible, services to integrate these capabilities and functions to the updated or upgraded version of the Software may be purchased at the Customer’s request on a time and materials basis at Motorola’s then current rates for professional services. Application Recovery Services Motorola provides the following standard Recovery Services. · Infrastructure recovery processes integrated within monitoring and backup infrastructure services. · Offsite tape rotation and retention process. · Templates for the creation of application specific System Recovery Plans, Test Plans, and Business Impact Analyses. Exhibit A – Hosting Service Level Agreement Page 6 of 11 Business Continuity Services Motorola provides full coverage of subscribed/licensed Production services to maintain Business Continuity in the event of a failure and declared disaster in the primary Motorola hosting facility. This service excludes any applications that are hosted outside of the primary Motorola hosting facility as well as any Test services hosted inside the primary Motorola hosting facility. In the event of a Severity Level 1 problem, Motorola will make every attempt to restore Production services in a timely manner. If the Severity Level 1 problem persists for an extended time, Motorola may, at its sole discretion, declare a disaster. In the event of a declared disaster, Motorola will notify Customer’s primary point-of-contact via email. This service supports a Recovery Time Objective (RTO) of four (4) hours, meaning that within four (4) hours of a declared disaster, user connectivity will be restored at an alternative data center for Production services. Additionally, the Recovery Point Objective (RPO) is four (4) hours, meaning that no more than four (4) hours of data would be lost prior to the declared disaster. While a four (4) hour RTO and four (4) hour RPO are the standards associated with this service, Motorola will take actions to reduce both the RTO and RPO as much as possible for a declared disaster. To practice preparedness for a declared disaster, Motorola will conduct coordinated Business Continuity Services testing annually on a mutually agreeable weekend. During the test, a live failover will be conducted in a manner to eliminate RPO and minimize RTO. At the end of the test, the Production services will be failed back to the primary Motorola hosting facility. Production data input during the test will be retained, so that the only impact to the customers will be the RTO for the initial failover and fail back operation. Any issues discovered during the Business Continuity Services annual test will be documented and mitigated with process, configuration and/or product changes. Motorola considers this part of their continuous improvement quality plan for its Production hosting services. Data Information Security Services Motorola manages the Application and associated Customer data under the same level of security as internal Motorola data with the following: · Security Planning. · Application and database security · Security of data on the system and end-user authority · Automated security monitoring · Access Control Lists for all computing systems · Security problem determination and resolution · Security audits and review of audit logs · Evaluation and review of new security software The City of Augusta retains all rights to data entered into the PremierOne CSR and Cityworks applications and reports of statistical information derived from that system. At no time will Motorola share, deploy, or contribute information to any internal or external clients on reporting citizen engagement without the approval of the City of Augusta, GA. Exhibit A – Hosting Service Level Agreement Page 7 of 11 Network Services Motorola will implement and support SSL connection to the Hosting facility and be responsible for providing adequate infrastructure and response time within the hosting facility. Customer is responsible for providing adequate internal network infrastructure to ensure adequate response time from inside their respective LAN and WAN. For connectivity and/or performance issues, both Motorola and the Customer will support one another during research and testing efforts meant to isolate and identify the connectivity and/or performance issues. Problem Management/Customer Service Motorola provides problem management support for all application services covered by this Agreement. All problems encountered with services provided by Motorola should be directed to the point of contact identified as the primary contact for all interaction with Motorola and the Customer Service Help Desk. Problems will be assigned a severity level based on the criteria in table 3. Reporting of problems should be funneled through the customer’s designated primary points of contact. Customer shall assign an initial Severity Level for each error reported, either verbally or in writing, based upon the definitions listed in Table 3 Priority Severity Levels. Because of the urgency involved, Severity Level 1 or 2 problems must be reported verbally to the Motorola’s call intake center. Motorola will notify the Customer if Motorola makes any changes in Severity Level (up or down) of any Customer-reported problem.” Problem Severity Level Description Severity Level 1 Total System Failure - occurs when the System is not functioning and there is no workaround; such as a Central Server is down or when the workflow of an entire agency is not functioning. Severity Level 2 Critical Failure - Critical process failure occurs when a crucial element in the System that does not prohibit continuance of basic operations is not functioning and there is usually no suitable work-around. Note that this may not be applicable to intermittent problems. Severity Level 3 Non-Critical Failure - Non-Critical part or component failure occurs when a System component is not functioning, but the System is still useable for its intended purpose, or there is a reasonable workaround. Severity Level 4 Inconvenience - An inconvenience occurs when System causes a minor disruption in the way tasks are performed but does not stop workflow. Table 3: Problem Severity Levels Exhibit A – Hosting Service Level Agreement Page 8 of 11 3. Service Level Target Metrics Service Level Metrics in Table 4 apply to Hosting services rendered to the City of Augusta by Motorola. Motorola shall use all commercially reasonable efforts to meet or exceed the following service level targets for the Production environment: Measure Metric Target Comments PremierOne CSR Application Availability PremierOne CSR Application available for use · 99.0% Availability · Availability measured per Calendar Month · Twelve (12) hours of maintenance per calendar quarter are scheduled as follows: - First Sunday of the first full weekend of each month from 3-7AM CST. Problem Management Severity Level 1 Problem Resolved · 100% resolved within 4 Hours Refer to Table 3 for Problem Severity Level Descriptions Severity Level 2 Problem Resolved · 100% resolved within 12 Hours Refer to Table 3 for Problem Severity Level Descriptions Severity Level 3 Problem Resolved* · 80% resolved within 5 working days Refer to Table 3 for Problem Severity Level Descriptions Severity Level 4 Problem Resolved* · 75% resolved within 20 working days Refer to Table 3 for Problem Severity Level Descriptions Table 4: Service Level Target Metrics * Severity Level 3 and Severity Level 4 Problem Target Metrics apply to availability of Facility Services, hardware infrastructure, and Networks Services. All Severity Level 3 and Severity Level 4 Problems related to Software defects are subject to the Target Metrics outlined in the Maintenance and Support Agreement of the Master Contract. Motorola will provide to the City of Augusta a report that outlines the major root cause for all instance of unscheduled system downtime including the Service Credit(s) owe to the City of Augusta. This preliminary report is to be delivered within five (5) business days of problem ticket closure and a final report in ten (10) business days. Emergency response issues with data transferred to Cityworks will receive priority support as a Severity Level 1 as outlined in the above tables. Exhibit A – Hosting Service Level Agreement Page 9 of 11 Service Credits for Severity Level 1 and 2 Problems a) System Availability. The City of Augusta shall receive a Service Credit if it experiences performance issues in which Production System Availability is less than 99.0% and the source of the performance issue is within the sole control of Motorola. All performance problem(s) will be resolved in accordance with Table 4: Service Level Target Metrics. b) Failure to determine source and/or remedy. If Motorola (1) is unable to determine the source of the problem within the time periods described in Table 4: Service Level Target Metrics and/or (2) is the sole source of the problem and is unable to remedy such within the time period described in Table 4: Service Level Target Metrics, Motorola will deliver a Service Credit to the City of Augusta for each two (2) hour period in excess of the time periods for identification and resolution described in Table 4: Service Level Target Metrics. c) Customer must request service credit. In order to receive any of the Service Credits, Customer must notify Motorola in writing within ninety (90) days from the occurrence of any event for which Service Credit is the remedy. d) Maximum service credits. In the event that Customer experiences downtime, in other than a catastrophic event, it shall be eligible to receive from Motorola a Service Credit. The aggregate maximum number of Service Credits to be issued by Motorola in a single calendar month shall not exceed ten (10) Service Credits. In the event of annual service payments, Service Credits will be issued at the end of the year for which payment was received. Where payment is made quarterly, Service Credits shall be issued for the quarter following the downtime or performance problem, unless the Service Credit is due in Customer’s final month of service. In such case, a refund for the dollar value of the Service Credit will be mailed to Customer 4. Customer Responsibilities Service Administration Customer is encouraged and requested to monitor system availability and report concerns as appropriate through a finite number of System Administrators. Customer and Motorola shall jointly determine the specific number of System Administrators who will interact with Motorola to effectively manage Motorola services. Once identified, Customer, via a Customer Registration Form, shall provide all necessary System Administrator contact information to Motorola, i.e., name, phone number, mobile phone number, pager number, email address, mailing address, and a secondary point of contact and their contact information. Customer shall provide the necessary resources to assist with the effective deployment, maintenance and administration of the application services (e.g. assistance with the scheduling of planned system maintenance activities). User Administration Customer is responsible for provisioning and maintaining appropriate end-users of the hosted application with all of the necessary facilities to adequately access and utilize the hosted application; including but not limited to, a Personal Computer (PC) with sufficient processing, memory and networking capabilities. Exhibit A – Hosting Service Level Agreement Page 10 of 11 Network Services Customer is wholly responsible for the support, maintenance, and monitoring of Customer’s Local Area Network (LAN). Motorola may, at its discretion, isolate perceived performance problems (e.g., availability) to the LAN and provide relevant data to Customer; however, Motorola bears no responsibility to correct defects located within Customer’s LAN. 5. Definitions Hosting Services means hosting and support of PremierOne CSR software application functionality, for Customer access. Implementation Services means services to initiate, or change, Hosting Services, including, but not limited to, project management, equipment installation and setup, software installation and configuration and training. Services means Implementation Services and Hosting Services PremierOne CSR and CSR shall mean the Motorola PremierOne CSR Background Intellectual Property including the object code and all Foreground Intellectual Property related thereto. Downtime shall mean that the PremierOne CSR Application is not available via an Internet connection. Application Availability shall be measured as follows: (Total Minutes of the Month - Minutes of Scheduled Service - Minutes of Downtime) / (Total Minutes of the Month - Minutes of Scheduled Service). Service Credit shall mean two (2) hours of remote services work to be used at the sole discretion of the City of Augusta for any standard services work and the valuation of a service credit is the current services rate times two (2). Catastrophic Event shall mean any natural or man-made incident, including terrorism, which results in extraordinary levels of mass casualties, damage, or disruption severely affecting the population, infrastructure, environment, economy, national morale, and/or government functions. Exhibit A – Hosting Service Level Agreement Page 11 of 11 6. Signatures The Parties hereby enter into this Agreement as of the Effective Date. Motorola Solutions, Inc. City of Augusta, Georgia By: ______________________________ By: ______________________________ Name: ___________________________ Name: ____________________________ Title: ____________________________ Title: _____________________________ Date: ____________________________ Date: _____________________________ Commission Meeting Agenda 2/19/2019 2:00 PM Approve Contract with Motorola Solutions, Inc. to upgrade PremierOne CSR for the 311 Department. Department:Information Technology Department:Information Technology Caption:Motion to approve Contract with Motorola Solutions, Inc. to upgrade PremierOne CSR for the 311 Department. Background:Augusta 311 exists to provide residents, businesses and visitors with transparent access to all Augusta services and information in a timely and efficient manner, while providing exceptional customer service. Augusta 311 strives to be the central hub of Customer Service for all requests for non-emergency services and information in Richmond County. It is the belief of 311 that citizens who are provided government services should be viewed as our customers and treated in a manner which is responsive, courteous, and efficient. Part of the way that 311 serves to provide great customer service is through the use of technology that serves to record, track, monitor, and provide updates on customer requests. This is currently done with an on premise software application known as PremierOne CSR. Analysis:The goal of this project is to provide Augusta 311 with an upgraded software application that provides additional capabilities and that is cloud-based thus making it accessible by 311 staff from any location. A further goal is to provide enhanced customer-facing and citizen-engagement capabilities. This application will provide the 311 Department an opportunity to be more accessible and responsive to external and internal customer needs and more efficient in its operations. As such, this project will accomplish the following: • The existing PremierOne CSR software will be upgraded to the latest CSR release. • The software will be migrated to a cloud hosted environment to take advantage of cost savings, a reduction in infrastructure resources, a high availability solution, and continual upgrades. • The PremierOne CSR Citizen Mobile App and associated website will also be upgraded and migrated in this process. • This upgrade will also result in a cloud-based testing environment in conjunction with the production environment. Financial Impact:Estimated annual hosting and support for this solution is $70,000.00. Alternatives: Recommendation:Approve Contract with Motorola Solutions, Inc. to upgrade PremierOne CSR for the 311 Department. Funds are Available in the Following Accounts: This project is to be funded through the Information Technology Operating Budget. 101015410/5223110 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda 2/19/2019 2:00 PM Contract to Purchase Fire Department Uniforms Department:Fire Department Department:Fire Department Caption:Motion to approve the purchase of Fire Department uniforms through North America Fire Equipment Company, Inc., (NAFECO) and authorize the Mayor to sign the contract for the purchase Fire Department uniforms through North America Fire Equipment Company, Inc. (NAFECO). Background:The fire department provides uniforms for its certified personnel who are required to wear uniforms while on duty. Analysis:The fire department personnel periodically needs to replenish their supply of daily uniforms. Financial Impact:$183,000.00 yearly for the first two years. Alternatives:none Recommendation:Approve the purchase of Fire Department uniforms through North America Fire Equipment Company, Inc., (NAFECO) and authorize the mayor to sign a contract for the purchase of the Fire Department uniforms through North America Fire Equipment Company, Inc. (NAFECO). Funds are Available in the Following Accounts: 274034110-5311410 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Nancy Morawski From: Lena BonnerSent Wednesday, February 06, 20L9 12:46 pM To: Nancy MorawskiSubiect FW: Public Safety Committee Importance: High Public Safety Committee agenda items, please see below.... Thx Lena J. Bonner Clerk of Commission Office of the Clerk of Commission Suite zzo Municipal Building 535 Telfair Street Augusta, Georgia go9o1 Tel: 7o6-8zr-18zo Fax: 7o6-8zr-1838 From: Com m issioner Bra ndon Ga rrett <BGa rrett@augustaga.gov> Sent: Wednesday, February 06,2019 LL:27 AM To: Lena Bonner <lbonner@augustaga.gov> Subject: Public Safety Committee 2 agenda items what is the procurement process for work being done on Fire stations? What is the inspection process and follow up procedure after inspection on FD facilities? Brandon Garrett Augusta Commissioner District 8 Commission Meeting Agenda 2/19/2019 2:00 PM Inspection Process and Follow Up Procedure on Fire Department Facilities Department: Department: Caption:Discuss inspection process and follow up procedure after inspection on Fire Department facilities. (Requested by Commissioner Brandon Garrett) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Nancy Morawski From: Lena BonnerSent Wednesday, February 06, 20L9 12:46 pM To: Nancy MorawskiSubiect FW: Public Safety Committee Importance: High Public Safety Committee agenda items, please see below.... Thx Lena J. Bonner Clerk of Commission Office of the Clerk of Commission Suite zzo Municipal Building 535 Telfair Street Augusta, Georgia go9o1 Tel: 7o6-8zr-18zo Fax: 7o6-8zr-1838 From: Com m issioner Bra ndon Ga rrett <BGa rrett@augustaga.gov> Sent: Wednesday, February 06,2019 LL:27 AM To: Lena Bonner <lbonner@augustaga.gov> Subject: Public Safety Committee 2 agenda items what is the procurement process for work being done on Fire stations? What is the inspection process and follow up procedure after inspection on FD facilities? Brandon Garrett Augusta Commissioner District 8 Commission Meeting Agenda 2/19/2019 2:00 PM Procurement Process for Work on Fire Stations Department: Department: Caption:Discuss the procurement process for work being done on Fire Stations. (Requested by Commissioner Brandon Garrett) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 2/19/2019 2:00 PM Affirm authorized bank signatories Department:Finance Department:Finance Caption:Motion to affirm current authorized bank signatories and authorize the Mayor and Clerk to execute documents as required by financial institutions. (No recommendation from Finance Committee February 12, 2019) Background:Current best practices offered by the Georgia Office of the State Treasurer, recommend that at the start of a new term for the Chief Elected Official a new authorizing resolution be approved. Analysis:No new/additional authorized signatories are requested at this time. The current authorized signatories for Augusta Georgia are: Donna B. Williams, CGFM – Finance Director Timothy E. Schroer, CPA, CGMA – Deputy Finance Director Hope Goodwin – Budget Manager Normal business practice is to have more than two authorized signatories on bank accounts that require two signatures for certain transactions. The rational being there should be options if one signatory is unavailable. Financial Impact:N/A Alternatives:N/A Recommendation:approve request to affirm current bank signatories Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda 2/19/2019 2:00 PM Approve 2019 Augusta Commercial Property Insurance Renewal Department:Finance - Risk Managment Division Department:Finance - Risk Managment Division Caption:Motion to approve Augusta Commercial Property Insurance coverage for 2019 offered through Affiliated FM, current carrier, for a premium of $434,000 for full blanket coverage and limited flood coverage in flood prone areas. (No recommendation from Finance Committee February 12, 2019) Background:Augusta has elected to use Property Insurance Broker Services and carry commercial property insurance on its properties since consolidation. The Risk Management Office staff maintains an inventory of all Augusta properties annually and works with insurance company engineers in helping to reduce risk of property loss to Augusta. Analysis:Dawson & Taylor Insurance Company seek annual quotes from the insurance market for "all risks" coverage on buildings and contents. Please see attachments for quote summary and list of declinations. Insurers providing quotes were Affiliated FM Insurance, Traveler’s Insurance, Zurich Insurance and XL Caitlan Insurance. Several insurers did not qualify or declined to quote coverage. Quotes are obtained from companies with A or better rating. Affiliated FM is the low bidder and is providing the greatest level of coverage for the exposure. Current coverage carries a $50,000 deductible per occurrence except for flood and earthquake. Financial Impact:A premium for blanket coverage is being offered on total property values of $803,638,466 for $434,000 with a $50,000 deductible. The quote from Affiliated FM includes flood coverage. Alternatives:Drop coverage and retain risk, 2. Reduce premiums by only insuring those properties representing the largest losses should an event damage the structures (Municipal Building, Law Enforcement Center, Judicial Center, RCCI, etc.) Recommendation:Approve Commercial Property Insurance coverage renewal for 2019 through Affiliated FM for a premium of $434,000 which includes flood coverage and Boiler & Maintenance coverage. Effective March 1, 2019 - March 1, 2020 Funds are Available in the Following Accounts: 611 015212 Risk Management General Insurance Fund Account REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission March 19, 2019 Special Election Budget Estimate ITEM TOTAL COST Poll Worker Salary 101-01-4111-51.12210 7,000 Cell Phones 101-01-4111-52.32112 175 Testing of Equipment 101-01-4111-52.39112 600 Custodial Pay 101-01-4111-52.39112 175 Advance Voting 101-01-4111-52.39112 0 Temporary Workers 101-01-4111-52.39112 2,000 Security 101-01-4111-52.39112 0 Election Night Workers and Delivery Crews 101-01-4111-52.39112 800 Building Rental 101-01-4111-52.24111 600 Truck Rental 101-01-4111-52.24219 500 Mileage 101-01-4110-52.35110 0 Miscellaneous Supplies 101-01-4111-53.11110 200 Printing – Absentee Ballots 101-01-4111-52.34110 800 Food 101-01-4111-53.13110 150 Board Pay 101-01-4110-52.11114 1,000 Advertising 101-01-4110-52.35110 30 Postage – Absentee/Poll Worker 101-01-4110-52.32120 400 TOTAL ESTIMATED COST 14,430 Commission Meeting Agenda 2/19/2019 2:00 PM Approve Funding for the March 19, 2019 Special Election Department:Board of Elections Department:Board of Elections Caption:Motion to approve funding for the March 19, 2019 Special Election in Commission District 5. (No recommendation from Finance Committee February 12, 2019) Background:The special election is to fill the unexpired term in Augusta Commission District 5. The term for this office will expire on December 31, 2020. A runoff, if necessary, will be held on April 16, 2019. Analysis: Financial Impact:$14,430 Alternatives:None Recommendation:Approve the request. Funds are Available in the Following Accounts: General Fund Contingency- Special Elections 101-10- 1110/6011145 (there are funds earmarked for special elections in Contingency which are in addition to the regular Contingency amount. dbw) REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda 2/19/2019 2:00 PM Financial Institutions used for Certificates of Deposit Department:Finance Department:Finance Caption:Request to expand pool of banks as approved depositories. (No recommendation from Finance Committee February 12, 2019) Background:Augusta has used the following local banks for Certificates of Deposit. As CD’s mature, banks are contacted and the current investment rates are requested. South State Bank (formerly Georgia Bank and Trust) State Bank and Trust (formerly First Bank) Suntrust Bank East West Bank Bank of America Rates are reviewed and funds invested with the institution that provides the best rate of return and liquidity options for the government. The rate offered by Georgia Fund One is used a as a benchmark. Analysis:As the Federal Reserve Board has increased the Fed Rate, interest rates have rebounded, several financial institution have contacted the Finance Department requesting the opportunity to provide investment options. All deposits must be fully insured by the FDIC or if the amount is greater than $250,000 the financial institution must offer collateralization at 110% as required by O.C.G.A. § 45-8-12. The financial Institution to be added at this time: 1. Fifth Third Bank 2. Queensborough Bank 3. Regions Bank 4. Synovus Bank 5. Wells Fargo 6. Multi-Bank Securities, Inc. Each bank has its own investment agreement that requires approval of the governing body. Approval of this item would authorize those agreements so that funds could be invested with these additional institutions. Financial Impact:Expanding the pool of financial institutions allow more competition with opportunities to increase interest revenue for the government Alternatives:do not expand pool Recommendation:Expand pool of financial institutions Funds are Available in the Following Accounts: The government may benefit from higher interest revenue. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Augusta-Richmond County, Georgia BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby adopted: Section 1: This project is set up and authorized to CPB#371-041110-T15040146 for Supplemental Agreement Number Two in the amount of $93,480.00 to Wolverton & Associates for the 15th Street Pedestrian Improvements Project. Funding is in the project TIA funds. Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. SPLOST Phase VI 373,510$ SPLOST Phase VI 382,610$ TIA Discretionary 109,080$ TIA Funds 5,652,600$ TIA Funds 93,480$ 6,611,280$ Section 3: Copies of this Capital Project Budget shall be made available to the Comptroller for direction in carrying out this project. Adopted this ____________________ day of ______________________. Approved _________________________________________________ Original-Commission Council Office Copy-Engineering Department Copy-Finance Department Copy-Procurement Department CPB#371-041110-T15040146 Honorable Hardie Davis, Jr., Mayor CAPITAL PROJECT BUDGET 15th Street Pedestrian Improvements 1 of 4 1/24/2019 Augusta-Richmond County, Georgia CPB#371-041110-T15040146 CAPITAL PROJECT BUDGET 15th Street Pedestrian Improvements CPB AMOUNT CPB NEW SOURCE OF FUNDS CPB ADDITION CPB SPLOST PHASE VI (373,510)$ -$ (373,510)$ 328-041110-5212115 210328103 SPLOST PHASE VI (382,610)$ (382,610)$ 328-041110-5212115 210328103 TIA DISCRETIONARY (109,080)$ (109,080)$ TIA Funds (5,652,600)$ (93,480)$ (5,746,080)$ 371-041110-T15040146 TOTAL SOURCES:(6,517,800)$ (93,480)$ (6,611,280)$ USE OF FUNDS ENGINEERING 328-041110-5212115 756,120$ -$ 756,120$ TIA DISCRETIONARY 109,080$ 109,080$ TIA FUNDS 5,652,600$ 93,480$ 5,746,080$ TOTAL USES:6,517,800$ 93,480$ 6,611,280$ 2 of 4 1/24/2019 3 of 4 1/24/2019 4 of 4 1/24/2019 (SA02 – For changes greater than $25,000) January 22, 2019 +ENGINEERING DEPARTMENT SUPPLEMENTAL AGREEMENT Augusta Richmond County Project Number(s): 371-041110-T15040146 GDOT Number (s): RC07-000147 PI 0011408 Supplemental Agreement Number: 2 Purchase Order Number: 17ENG230 WHEREAS, We, Wolverton & Associates, Inc. Consultant, entered into a contract with Augusta- Richmond County on March 29, 2017 for engineering design services associated with the improvements to 15th Street Pedestrian Bridge, project RC07-000146, PI 0011408, File Reference No. 19-014(T), and WHEREAS, certain revisions to the design requested by Augusta-Richmond County are not covered by the scope of the original contract, we desire to submit the following Supplemental Agreement to-wit: Additional Engineering Services during construction phase for contractor request for field information, utility conflicts assessment & resolution, field engineering, and attending construction progress meetings. It is agreed that as a result of the above described modifications the contract amount is increased by $93,480.00 from $1,839,112.97 to a new total of $1,932,592.97 Any modifications to submittal dates shall be as identified in the attached proposal. This agreement in no way modifies or changes the original contract of which it becomes a part, except as specifically stated herein. NOW, THEREFORE, We, Wolverton & Associates, Inc., Consultant, hereby agree to said Supplemental Agreement consisting of the above mentioned item, and agree that this Supplemental Agreement is hereby made a part of the original contract to be performed under the specifications thereof, and that the original contract is in full force and effect, except insofar as it might be modified by this Supplemental Agreement. RECOMMEND FOR APPROVAL: CITY OF AUGUSTA-RICHMOND COUNTY Wolverton & Associates AUGUSTA, GEORGIA Honorable Hardie Davis, mayor Approved Date: Approved: Date: [ATTACHED CORPORATE SEAL] ATTEST: ATTEST: Title: Title: Commission Meeting Agenda 2/19/2019 2:00 PM 15th Street Pedestrian Improvement Project Department:Engineering Department:Engineering Caption:Motion to approve funding for Design Consultant Services Supplemental Agreement Three to Wolverton & Associates, Inc. in the amount of $93,480.00 for the 15th Street Pedestrian Improvement Project as requested by the AED. RFQ 16-246 (Approved by Engineering Services Committee February 12, 2019) Background:SR4/15 Street Pedestrian Improvement is a SPLOST VI Capital Project and a project from the “Approved Investment List” of TIA that was approved by voters of the CSRA in July 31, 2012 referendum. It is a TIA Band 2 project and TIA funds are allocated for design & construction. In 2017, the commission approved the award of design phases of the project to Wolverton & Associates. On December 5, 2018 the Augusta Commission awarded the road construction bid to E.R. Snell Contractor, Inc. Construction Phase of roadway and drainage improvements require design related coordination with utilities, resolution of constructability conflicts, review of contractor construction documents submittals, and request for field information that warrants design engineer services. Analysis:In 2017, the commission approved award of design phases of the project to Wolverton & Associates. The project is now under construction. This supplemental agreement covers services during construction phase for contractor request for field information, utility conflicts assessment & resolution, field engineering, and attending construction progress meetings. Financial Impact:Funds are available in Project TIA funds. Alternatives:1). Do not approve and find alternative to complete the project and meet TIA project completion schedule. Recommendation:Approve funding for Design Consultant Services Supplemental Agreement three to Wolverton & Associates, Inc. in the amount of $93,480.00 for the 15th Street Pedestrian Improvement Project as requested by the AED. Funds are Available in the Following Accounts: Project TIA Funds371-041110-5212115-T15040146 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission BRIDGE • ROADWAY • CIVIL • WATER RESOURCES Jacksonville • Atlanta • Augusta • Riviera Beach p:\017 projects\1731-0401 5th street bridge - phase 1\docs\5th street supplement 12-28-2018.docx Page 1 of 2 2394 St. Johns Bluff Road, South Jacksonville, Florida 32246 (904) 641-1834 Fax 645-0057 email: csi@civilservicesinc.com internet: www.civilservicesinc.com December 28, 2018 Dr. Hameed Malik, Ph.D., P.E. Director Engineering Augusta Engineering Department 452 Walker St. Suite 110 Augusta, Georgia 30901 Re:5th Street over Savannah River Bridge Project RC07-001217, PI 0011418, File Reference No. 17-014 (A) Supplemental Agreement Dr. Malik: I am writing to request an additional Supplement Fees to our original contracted fee. The additional fees are for the following: A. Matrix Engineering Group has requested a change order to their fee for the following additional charges that were incurred because of striking the buried power cable. 1) Invoice from Drillers (Geolab) on 9/18/2018 for ($917 x 1.15 = $1,055) + (Matrix Staff Time @ $840) = $1,895 2) Invoice from Private Utility Locators (GPRS) on 9/20/2018 for ($800 x 1.15 = $920.00) + (Matrix Staff Time @ $360) = $1,280 Total Fee $3,175.00 B. Gresham Smith fee for QA/QC services that were not included in our original fee proposal: Project Management 4 hours Concept Review 8 hours Final Plans 1st review 24 hours Final Plans 2nd review 16 hours Total Hours 52 hours Senior Eng. Loaded Rate $220.00/hr Total Fee $11,440.00 Dr. Hameed Malik, Ph.D., P.E. Page 2 of 2 Augusta Engineering Department 5th Street over Savannah River Bridge C. Civil Services fee for additional load rating requested by GDOT: Load Rating 64 hours Senior Eng. Loaded Rate $175.00/hour Total Fee $11,200.00 D. Civil Services fee correction to original fee proposal. Total Fee $50,000.00 E. SUMMARY OF FEES: a. Matrix Engineering Group $3,175.00 b. Gresham Smith $11,400.00 c. Civil Services, Inc. $11,200.00 d. Civil Services, Inc. $50,000.00 TOTAL $75,775.00 If you have any questions or wish to discuss further, please do not hesitate to contact us. Sincerely, CIVIL SERVICES, INC. Christopher E. Morse, P.E. President Augusta-Richmond County, Georgia BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby amended: Section 1: The project is authorized to CPB#371-041110-T15041217. This request is to supplement the Preliminary Engineering Phase of Design Consultant Services Agreement to Civil Services, Inc. Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. TIA Design 916,420$ TIA Design 75,780$ 992,200$ Section 3: Copies of this Capital Project Budget shall be made available to the Comptroller for direction in carrying out this project. Adopted this ____________________ day of ______________________. Approved _________________________________________________ Honorable Hardie Davis, Mayor CAPITAL PROJECT BUDGET CPB#371-041110-T15041217 5th Street Bridge over the Savannah River (Bridge Repair and Restoration) (Bid 16-247) Supplemental Agreement Two in the amount of $75,775.00 for the 5th Street Bridge over the Savannah River (Bridge Repair and Restoration). Funding is available in the TIA project budget: 1/18/2019 Augusta-Richmond County, Georgia CAPITAL PROJECT BUDGET CPB#371-041110-T15041217 5th Street Bridge over the Savannah River (Bridge Repair and Restoration) (Bid 16-247) Supplemental Agreement Two CPB AMOUNT CPB New SOURCE OF FUNDS CPB Addition CPB TIA Project 371-041110/5212115-T15041217 ($200,920)($200,920) TIA Project 371-041110/5212115-T15041217 ($715,500) ($75,780) ($791,280) TOTAL SOURCES: ($916,420) ($75,780) ($992,200) USE OF FUNDS ENGINEERING 371-041110-5414210/T15041217 $916,420 $75,780 $992,200 TOTAL USES: $916,420 75,780$ $992,200 1/18/2019 (SA02 – For changes greater than $20,000) January 2019 AUGUSTA, GEORGIA ENGINEERING DEPARTMENT SUPPLEMENTAL AGREEMENT WHEREAS, We, Civil Services, Inc., entered into a contract with Augusta, Georgia on March 7, 2017 for Engineering Design Services for the 5th Street over Savannah River Bridge, File Reference No. 17-014 (A), and WHEREAS, certain revisions to the design requested by Augusta, Georgia are not covered by the scope of the original contract, we desire to submit the following Supplemental Agreement to-wit: Additional Engineering Services to consist of QA/QC services and additional load rating requested by GDOT. Fee correction to original fee proposal for the Design Phase. It is agreed that as a result of the above described modification the contract amount is increased by $75,775.00 from $916,412.12 to a new total of $992,187.12 Any modifications to submittal dates shall be as identified in the attached proposal. This Agreement in no way modifies or changes the original contract of which it becomes a part, except as specifically stated herein. NOW, THEREFORE, We, Civil Services, Inc., hereby agree to said Supplemental Agreement consisting of the above mentioned items and prices, and agree that this Supplemental Agreement is hereby made a part of the original contract to be performed under the specifications thereof, and that the original contract is in full force and effect, except insofar as it might be modified by this Supplemental Agreement. This _________ day of _____________, 2019. RECOMMEND FOR APPROVAL: CITY OF AUGUSTA, GEORGIA Honorable Hardie Davis, Mayor Approved: Date Approved: Date [ATTACHED CORPORATE SEAL] ATTEST: ATTEST: Title: Title: Augusta Richmond County Project Number(s): 371-041110- T14041217 Supplemental Agreement Number: 2 Purchase Order Number: 17ENG245 Commission Meeting Agenda 2/19/2019 2:00 PM 5th Street over the Savannah River-Bridge Repair and Restoration Department:Engineering Department:Engineering Caption:Motion to approve supplemental funding for Engineering Phases of Design Consultant Agreement to Civil Services, Inc. in the amount of $75,775.00 for 5th Street Bridge over the Savanah River (Bridge Repair and Restoration) as requested by AED. RFQ 16-247.(Approved by Engineering Services Committee February 12, 2019) Background:The 5th Street Bridge over Savannah River (Bridge Repair and Restoration) is a project from the “Approved Investment List” of TIA that was approved by voters of the CSRA in July 31, 2012 referendum. The 5th Street Bridge is a Band 2 project that will begin the existing condition assessment process once approved by the City of Augusta, Georgia Commission. In March 2017, commission approved the award of the bridge condition assessment phase of the project to Civil Services, Inc. (CSI) and on June 5, 2018 approved preliminary and final design funding. The bridge design services and in progress and supplement services are warranted for gathering additional design related data and data quality assurance/quality control. This supplement also covers remaining fee from the original fee proposal for completing preliminary and final design. Scope of services includes environmental document, regulatory permitting, field survey work, structural alternatives, geotechnical assessment, architectural design, lighting design, and development of final construction plans . Analysis:On June 5, 2018 commission approved to move the project from condition assessment to design and construction. The project is in design phase and supplemental professional services are needed for design completion. The purpose of this supplement is to complete design and construction plans. Financial Impact:Funds are available in the TIA project budget. Alternatives:1). Do not approve and find alternative to complete the project and meet TIA project completion schedule. Recommendation:Approve supplemental funding for Engineering Phases of Design Consultant Agreement to Civil Services, Inc. in the amount of $75,775.00 for 5th Street Bridge over the Savannah River (Bridge Repair and Restoration) as requested by AED. Funds are Available in the Following Accounts: Project TIA Funds 371-041110-5212115/T15041217-5212115. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Augusta-Richmond County, Georgia CPB#323-041110-201823332 BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby authorized: Section 1: The project change is authorized to CPB# 323-041110-201823332. This project Supplement Construction Contract with Blair Construction proposes to perform construction androadway improvements for completeing the enhancement of roadway operations and the safety on Belair Road Roadway and Drainage Improvements Project, in the amount of $455,560.92. Funds are available in TIA Discretionary. Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. Special 1% Sales Tax, Phase III 2,341,000$ Special 1% Sales Tax, Phase III Recapture 20,000$ AUD 15,000$ LMIG 2,983,377$ TIA Discretionary 815,602$ AUD 839,516$ TIA Discretionary 93,100$ TIA Discretionary 30,678$ TIA Discretionary 455,561$ 7,593,834$ Section 3: Copies of this Capital Project Budget shall be made available to the Comptroller for direction in carrying out this project. Adopted this ___________________________________ day of __________________________________. Approved _______________________________________________________________________________ Original-Commission Council Office Copy-Public Works Copy-Finance Department Copy-Purchasing Department CAPITAL PROJECT BUDGET BELAIR ROAD (Wrightsboro Road to Jimmie Dyess Parkway-Formerly New Belair Road) Honorable Hardie Davis, Jr., Mayor 1.22.2019 Augusta-Richmond County, Georgia CPB#323-041110-201823332 CAPITAL PROJECT BUDGET BELAIR ROAD (Wrightsboro Road to Jimmie Dyess Parkway-Formerly New Belair Road) CPB AMOUNT CPB NEW CPB CHANGE CPB SOURCE OF FUNDS SPOST, PHASE III 323-041110-0000000-000000000 ($2,341,000) ($2,341,000) SPLOST, PHASE III RECAPTURE 323-04-1110-6011110-296823333 ($20,000) ($20,000) AUD 507-04-3410-5212115-81000030 ($15,000) ($15,000) LMIG ($2,983,377) ($2,983,377) TIA Discretionary ($939,380) ($455,561) ($1,394,941) AUGUSTA UTILITIES ($839,516) ($839,516) TOTAL SOURCES: ($7,138,273) ($455,561) ($7,593,834) USE OF FUNDS ADVERTISING 323-04-1110-5233119-201823332 $1,000 $1,000 ENGINEERING323-04-1110-5212115-201823332 $441,785 $441,785 RIGHT OF WAY323-04-1110-5411120-201823332 $184,750 $184,750 CONSTRUCTION 323-04-1110-5414110-201823332 $5,671,222 $455,561 $6,126,783 AUGUSTA UTILITIES $839,516 $839,516 TOTAL USES:$7,138,273 $455,561 $7,593,834 1.22.2019 1.22.2019 1.22.2019 Blair Construction, Inc.Proposal Asphalt Paving & Underground Utilities 4308 Evans-to-Locks Rd DATE:January 14, 2019 P.O. Box 770, Evans, Georgia 30809 INVOICE # Phone 706.868.1950 Fax 706.868.1855 FOR: Description Quantity Unit Price AMOUNT Asphaltic Concrete leveling 9.5mm-12mm 764.56 TN $180.00 137,620.80$ Asphaltic Concrete 2"-19MM Superpave 650 SY $23.46 15,249.00$ Asphaltic Concrete 5" 25 MM Superpave 650 SY $45.04 29,276.00$ Asphaltic Concrete 1.5" 9.5MM Superpave 32000 SY $7.07 226,240.00$ Noroood Drive Patching and Overlay 4248 SY $11.19 47,535.12$ TOTAL 455,920.92$ Belair RD Leveling and paving items THANK YOU FOR YOUR BUSINESS! Commission Meeting Agenda 2/19/2019 2:00 PM Belair Road Improvements Department:Engineering Department:Engineering Caption:Motion to approve to Supplement Construction Contract to Blair Construction in the amount of $455,560.92 for completing needed supplemental Improvements for Belair Road Roadway and Drainage Improvements Project (Jimmie Dyess Parkway to Wrightsboro Road) as requested by AED. Bid Item 15-196 (Approved by Engineering Services Committee February 12, 2019) Background:Belair Road Improvements project is an approved SPLOST project. This project consists of intersection improvements, Traffic Signal Improvements, adding turn lanes, drainage improvements, Curb & Gutter and sidewalks along Belair Road between Jimmie Dyess Parkway and Wrightsboro Road . The Augusta Commission awarded this contract on January 19, 2016. The project is under construction and utility relocation is substantially completed. Roadway and drainage improvements are in progress. In addition to being primarily a residential corridor, unforeseen field conditions presented contractibility challenges, and field engineering revealed a need for additional grading, levelling and paving. Additional grading, levelling and paving is necessary for safe roadway operation. Analysis:The project is under construction and roadway improvements are in progress. The additional identified supplement work is critical for completing roadway and drainage improvements as intended for enhancing roadway operation and safety. This cost was analyzed and determined to be reasonable and cost effective for the type of work being performed. Financial Impact:Funds are in amount of $455,560.92 available in Engineering TIA Discretionary funds. Alternatives:Do not complete the project. Recommendation:Approve Supplement Construction Contract to Blair Construction in the amount of $455,560.92 for completing needed supplemental Improvements for Belair Road Roadway and Drainage Improvements Project (Jimmie Dyess Parkway to Wrightsboro Road) as requested by AED. Bid Item 15-196 Funds are Available in the Following Accounts: Engineering TIA Discretionary Funds REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Invitation to Bid Sealed bids will be received at this office until Thursday, August 9, 2018 @ 11:00 a.m. for furnishing: Bid Item #18-239 Rocky Creek Trunk Sewer Pumping Station 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 $175.00. It is the wish of the Owner that all businesses are given the opportunity to submit on this project. To facilitate this policy the Owner is providing the opportunity to view plans online (www.augustablue.com) at no charge through Augusta Blue Print (706 722-6488) beginning Thursday, June 21, 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 Bid Conference will be held on Thursday, July 19, 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 Wednesday, July 25, 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. 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. 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 June 21, 28, July 5, 12, 2018 Metro Courier June 21, 2018 OFFICIAL VENDORS Attachment "B"E-Verify Bid Bond SAVE Form Addendum 1-3 Compliance 5%Bid Price BRW Construction Group 145 Beasley Rd Savannah, GA 31402 Yes 92180 Yes Yes Yes Yes $4,269,000 Reeves & Young 45 Peachtree Industrial Suite 200 Sugar Hill, GA 30518 Yes 886774 Yes Yes Yes Yes $4,349,000 J. Haren Construction Inc. 1715 Hwy 411N P.O. Box 350 Etowah, TN 37331 Yes 103451 Yes Yes Yes Yes $4,637,000 L & L Whitehead 746 Robert Webb Rd. Dublin, GA 31027 Southern Champion Const. 133 Airport Park Drive Savannah, GA 31405 Reynolds Construction, LLC 300 East Broad Street Fairburn, GA 30213 Petticoat-Schmitt 6380 Phillips Hwy Jacksonville, GL 32216 Legacy Water Group 10130 Bob Williams Pkwy Covington, GA 30014 C.A. Murren & Sons Co. Inc. 2275 Loganville Hwy. Grayson, GA 30017 Blair Construction P. O. Box 770 Evans, GA 30809 Total Number Specifications Mailed Out: 24 Total Number Specifications Download (Demandstar): 7 Total Electronic Notifications (Demandstar): 185 Mandatory Pre-Bid Attendees: 15 Total packages submitted: 3 Total Noncompliant: 0 Bid Opening Bid Item #18-239 Rocky Creek Trunk Sewer Pumping Station for Augusta, GA, Utilities Department Bid Date: Wednesday, September 12, 2018 @ 11:00 a.m. Page 1 of 1 Commission Meeting Agenda 2/19/2019 2:00 PM ITB 18-239 Rocky Creek Pump Station Project Department:Utilities Department:Utilities Caption:Motion to approve award of Bid #18-239 for the Construction of Rocky Creek Pump Station Project to BRW Construction Group, LLC. in the amount of $4,269,000.00. (Approved by Engineering Services Committee February 12, 2019) Background:This Project will consist of the construction of a pump station that will allow the abandonment of the gravity trunk sewer along Rocky Creek between Mike Padgett Highway and Doug Bernard Parkway. This pump station in conjunction with a proposed sanitary sewer force main will mediate sewer inflow and infiltration (I/I) in the existing sewer basin. Analysis:This project will alleviate the sewer overflow situation that affected the Virginia/Coleman Avenue area in January 2017. Augusta Utilities Department has reviewed the bid submitted by BRW Construction Group, LLC. The bid for construction services was deemed to be fair and reasonable by Augusta Utilities Department. This item has been approved by Procurement. Financial Impact:We have reviewed the bid from BRW Construction Group, LLC and found it to be reasonable. Funding in the amount of $4,269,000.00 is available from accounts: 507043420-5425210/ 81800020-5425210 Alternatives:Do not approve Recommendation:Augusta Utilities Department recommends the Commission approve the Construction Services to BRW Construction Group, LLC in the amount of $4,269,000.00 for the Rocky Creek Pump Station Project. Funds are Available in the Following Accounts: Funds are available in the following accounts: 507043420- 5425210/ 81800020-5425210 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Invitation to Bid Sealed bids will be received at this office until Tuesday, November 27, 2018 @ 3:00 p.m. for furnishing: Bid Item #18-308 Boykin Road Water and Sewer Project 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 $60.00. It is the wish of the Owner that all businesses are given the opportunity to submit on this project. To facilitate this policy the Owner is providing the opportunity to view plans online (www.augustablue.com) at no charge through Augusta Blue Print (706 722-6488) beginning Thursday, October 11, 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 Bid Conference will be held on Tuesday, November 6, 2018 @ 3:00 p.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, November 8, 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. 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. 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 October 11, 18, 25, November 1, 2018 Metro Courier October 11, 2018 OFFICIAL VENDORS Attachment "B"E-Verify Bid Bond Addendum 1 SAVE Form Bid Price Blair Construction P. O. Box 770 Evans, GA 30809 Yes 224004 Yes Yes Yes $2,382,955.00 Reynolds Construction 300 East Broad St Fairburn, GA 30213 NAPM 62 Hamby Rd SE Marietta, GA 30068 Beams Contracting 15030 Atomic Rd. Beech Island, SC 29842 Total Number Specifications Mailed Out: 24 Total Number Specifications Download (Demandstar): N/A Total Electronic Notifications (Demandstar): N/A Mandatory Pre-Bid Attendees: 6 Total packages submitted: 1 Total Noncompliant: 0 Bid Opening - Item #18-308 Boykin Road Water and Sewer Project for Augusta, GA Utilities Department Bid Date: Tuesday, November 27, 2018 @ 3:00 p.m. Page 1 of 1 Commission Meeting Agenda 2/19/2019 2:00 PM ITB 18-308 Boykin Road Water and Sewer Project Department:Augusta Utilities Department Department:Augusta Utilities Department Caption:Motion to approve award of Bid #18-308 for the Construction of Boykin Road Water and Sewer Project to Blair Construction, Inc. in the amount of $2,382,955.00. (Approved by Engineering Services Committee February 12, 2019) Background:This Project will consist of the installation of approximately 6,000 linear feet of 8” water main and approximately 6,100 linear feet of 8” sanitary sewer main that will run within the right of way of Boykin Road and several adjoining roads and terminate at the intersection of Parkwood Drive and Basswood Drive. The project will also consist of repaving Boykin Road from the intersection of Windsor Spring Road to the termination point of Parkwood Drive and Basswood Drive. Analysis:One vendor responded to the bid. Augusta Utilities Department has reviewed the bid submitted by Blair Construction, Inc. in the amount of $2,382,955.00. The bid for construction services was deemed to be fair and reasonable by Augusta Utilities Department. The bid process was overseen and approved by the Procurement Department. Financial Impact:We have reviewed the bid from Blair Construction and found it to be reasonable. Funding in the amount of $2,382,955.00 is available from accounts: 507043490-54-25410/ 81500100-54- 25410 Alternatives:Do not approve. Recommendation:Augusta Utilities Department recommends the Commission approve the Construction Services to Blair Construction, Inc. in the amount of $2,382,955.00 for the Boykin Road Water and Sewer Project. Funds are Available in the Following Accounts: Funds are available in the following accounts: 507043490-54- 25410/ 81500100-54-25410 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Commission Meeting Agenda 2/19/2019 2:00 PM MANCHESTER SUBDIVISION SECTION 8-A DEDICATION Department:Engineering Department:Engineering Caption:Motion to approve the deeds of dedication, maintenance agreements, and road resolutions submitted by the Engineering and Augusta Utilities Departments for Manchester Subdivision, Section Eight-A. (Approved by Engineering Services Committee February 12, 2019) Background:The final plat for Manchester Subdivision, Section Eight-A, was approved by the Commission on July 17, 2018. The subdivision design and plat for this section, including the storm drain system, have been reviewed and accepted by our engineering staff and the construction has been reviewed by our inspectors.The Utilities Department has inspected and reviewed the water and sanitary sewer installations, and hereby requests acceptance of the utility deed. Analysis:This section meets all codes, ordinances and standards. There are no wetlands or 100-year flood plain boundaries involved in this section. Acceptance of said utility deed shall dedicate, as required, the water and sanitary sewer mains along with the applicable easements to Augusta, Georgia for operation and maintenance Financial Impact:By accepting these roads and storm drainage installations into the County system and after the 18-month maintenance warranty by the developer/contractor for the road and storm drainage has expired, all future maintenance and associated costs will be borne by Augusta, Georgia. By acceptance of the utility deeds and maintenance agreements, all future maintenance and associated costs for water and sanitary sewer installations will be borne by Augusta, Georgia, and positive revenue will be generated from the sale of water and sanitary sewer taps and monthly billing of same. Alternatives:1. Approve the deeds of dedication, maintenance agreements, and road resolutions submitted by the Engineering and Augusta Utilities Departments for Manchester Subdivision, Section Eight-A. 2. Do not approve and risk litigation Recommendation:Approve Alternative Number One. Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Augusta-Richmond County, Georgia BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby amended: Section 1: Approve the continued funding of the current On Call Field and Laboratory Testing for Soil and Construction Material and Geotechnical Inspection and Investigation (CMT Geotech) Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. 286,000$ 250,000$ TIA Discretionary Funds 364,000$ 900,000$ Section 3: Copies of this Capital Project Budget shall be made available to the Comptroller for direction in carrying out this project. Adopted this ____________________ day of ______________________. Approved _________________________________________________ Honorable Hardie Davis, Jr., Mayor Original-Commission Council Office Copy-Engineering Department Copy-Finance Department Copy-Procurement Department Berckmans Road CAPITAL PROJECT BUDGET CPB#N/A On-Call Field and Laboratory Testing for Soil and Construction Materials, and Geotechnical Inspections & Investigations (RFP 14-140A) Funding is available in Transportation Investment Act Projects and TIA Discretionary Funds. Wrightsboro Road Services contract in the amount of $900,000. 1.22.2019 Augusta-Richmond County, Georgia CAPITAL PROJECT BUDGET CPB#N/A On-Call Field and Laboratory Testing for Soil and Construction 1.22.2019 Augusta-Richmond County, Georgia CAPITAL PROJECT BUDGET CPB#N/A On-Call Field and Laboratory Testing for Soil and Construction CPB AMOUNT CPB AMOUNT SOURCE OF FUNDS CPB Wrightsboro ($286,000)($286,000) Berckmans Road ($250,000) ($250,000) TIA Discretionary Funds ($364,000) ($364,000) TOTAL SOURCES: ($900,000) ($900,000) USE OF FUNDS On Call Inspections Wrightsboro $286,000 $286,000 Berckmans $250,000 $250,000 TIA Discretionary $364,000 $364,000 TOTAL USES: $900,000 $900,000 1.22.2019 January 2019 Augusta Engineering Department Roadway, Bridge, and Traffic Operation Improvements Projects Construction Schedule __________________________________________________________________________________________________ Roadway Improvements Projects Schedule Contractor 1) Mark Church Road Widening & Improvements_PhaseII under Construction E.R. Snell 2) Belair Road Roadway & Drainage Improvements under Contraction Blair Construction 3) Berckmans Road Widening & Improvements_PhaseII under Construction Reeves Contruction 4) Druid Park Ave Improvements-PhaseII under Construction E.R. Snell 5) North Leg Roadway Improvements-PhaseII under Construction Reeves Contraction 6) Marvin Griffin Road Widening & Improvements-Ph2 under Construction Reeves Contraction 7) Wrightsboro Road Improvements (Mall Section) under Construction Beam’s Contracting 8) Twiggs/Old Savannah Road Improvements under Construction E.R. Snell 9) Various Roads Resurfacing July 2019 TBD Drainage / Sidewalks Improvements 1) Skyview Drainage Improvements In Procurement TBD 2) Mims Road In Procurement TBD Neighborhood Improvements Projects 1) East Augusta Drainage - Marion Homes Under Cons Blair Construction Bridge Improvements Projects Schedule Contractor 1) Old Waynesboro Road over Spirit Creek Under construction ER Snell Contractor Traffic Safety & Operation Projects (ITS, Signal, Roundabout) Schedule Contractor 1) RC Emergency & Transit Vehicles Preemption System Bid under Evaluation R.J. Haynie 2) ITS Master Plan Implementation Bid under Evaluation R.J. Haynie 3) Roundabout [Wheeler & Aumond) under construction E.R. Snell 4) Roundabout [Milledgeville & North Leg) under construction E.R. Snell Stormwater Services (SWU) Small Scale Projects Schedule Contractor Various Infrastructure Maintenance Improvements On-going On_Call Services Commission Meeting Agenda 2/19/2019 2:00 PM On-Call Field and Laboratory Testing for Soil and Construction Materials and Geotechnical Inspections & Investigations Department:Engineering Department:Engineering Caption:Motion to approve the continued funding of the current On-Call Field and Laboratory Testing for Soil and Construction Material, and Geotechnical Inspection and Investigation (CMT_Geotech) Services contract in the amount of $900,000. Funding is available in Projects Funds and TIA Discretionary Funds. RFP: 14-140 (Approved by Engineering Services Committee February 12, 2019) Background:The on-going TIA/SPLOST funded roadway improvements projects and increase in infrastructure maintenance and emergency repairs to aging storm conveyance infrastructures within the county have placed a significant strain and workload on the Augusta Engineering Department (AED) in-house engineering construction services resources. AED has over twenty TIA/SPLOST funded roadway, bridge and traffic operation improvements projects presently under construction or about to go into construction. AED has determined it would be beneficial to continue supplementing its engineering resources with On-Call CMT_Geotech Services. The assistance of outside construction services will be temporary thereby, insuring a quality finished product. It is a practical approach to sustain construction quality assurance & quality control (QA/QC) during the project construction phase. Project QA/QC is essential to the production of quality roads and infrastructure and also required by GDOT. Attached is a project list showing major projects that are currently under construction or will be under construction in 2019. Analysis:On November 18, 2014, the Augusta Commission approved the on-call Construction Material Testing and Geotechnical Inspection & Investigation contract to Moreland Altobelli, AMEC Environmental & Infrastructure, Cardno ATC, and MC Squared Inc. Additional funds allocation to this contract is needed to maintain the required level of service for construction projects presently under construction and about to go under construction. Financial Impact:Funds are available in the amount of $900,000 upon commission approval. The following is the Fund allocation: Project Construction Funds: $286,000 (Wrightobro Rd Project) Project Construction Funds: $250,000 (Berckmans Rd Project) TIA Discretionary Funds: $364,000 Alternatives:1). Do not approve and find alternate source to provide needed QA/QC supplemental assistance to complete various infrastructure maintenance and improvement project. Recommendation:Approve the continued funding of the current On-Call Field and Laboratory Testing for Soil and Construction Material, and Geotechnical Inspection and Investigation (CMT_Geotech) Services contract in the amount of $900,000. Funding is available in Projects Funds and TIA Discretionary Funds. Funds are Available in the Following Accounts: Wrightsboro Road Project Funds: $286,000.00 (325-041110- 5414110-218825903) Berckmans Road Project Funds: $250,000.00 (371-041110-5414110-T18047025) TIA Discretionary Funds: $364,000.00 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission STATE OF SOUTH CAROLINA EDGEFIELD COUNTY EASEMENT DEED PARCEL IDENTIFICATION NUMBER: 083-00-00-008-000 THIS INDENTURE made and entered into this ______ day of ________ 2019, between AUGUSTA, GEORGIA, a political subdivision of the laws of Georgia, hereinafter referred to as “Grantor”, and A&D Land Preserve, hereinafter referred to as the “Grantee”; WHEREAS, Grantor is the owner of a tract of land (Parcel Number 083-00-00-008-000), in Edgefield County, South Carolina, acquired by Deed recorded in Dead Book 18, Page 304, recorded in the Realty Records of the Edgefield County Clerk of Court, having determined that it will not be adverse to the interests of Augusta, Georgia, by and through the Augusta Utilities Department; and WHEREAS, Grantee wishes to construct a road for ingress and egress, onto and across Grantor’s property, as shown on an Easement Plat prepared by the Augusta Utilities Department, dated ___________________, and attached hereto and made a part hereof, to which reference is made for a more accurate and complete description of the metes, bounds and courses, and being for the purposes of accessing, laying, adding, relaying, expanding, installing, extending, operating, repairing and maintaining said road. NOW THEREFORE, in consideration of the sum of ONE DOLLAR ($1.00) in hand and truly paid by the Grantee at and before the sealing and delivery of these presents, and other valuable consideration, the receipt whereof is hereby acknowledged, has granted, bargained, sold, conveyed and confirmed, and by these presents does grant, bargain, sell, convey and confirm unto Grantee, its successors and assigns, a non-exclusive easement in perpetuity under, across and through the hereinafter described parcel of land; TO WIT, a permanent non-exclusive easement consisting of xxxx (Need size of easement) Square Feet, more or less,3.22 Acres, to be used solely as an Access easement, and marked as “PROPOSED PERMANENT EASEMENT” on said attached plat. The parties further agree: 1. Grantee agrees that after the completion of this Access Road, Grantor shall have the right to use said parcel of land in any manner not inconsistent or interfering with the rights herein granted. 2. Grantor grants unto Grantee the right, to clear and to keep clear, all trees, undergrowth and other obstructions from said permanent easement, along with the free right of ingress and egress to and from said permanent easement for this purpose and all other purposes stated herein. 3. In addition, Grantor specifically DOES NOT grant, bargain, convey or confirm unto Grantee, any of the rights, privileges and obligations it has, or may have, in and to a Deed, from H.G. Towner to Grantor, dated March 19, 1901, and recorded in, Edgefield County, South Carolina, in Deed Book 18, Page 304, as it relates to any of the islands contained within the parcel. 4. Further Grantor specifically DOES NOT grant, bargain, convey or confirm unto Grantee any rights, privileges and obligations it has, or may have, in a.) any appurtenances, equipment, facilities on, attached to, or benefiting the parcel, and b.) any riparian rights. The Easement is granted subject to the following conditions and provisions: 1. That the Grantor reserves unto itself rights for all purposes across, over, or under the Easement; such rights, however, to be exercised in a manner that will not create undue interference with the use and enjoyment by the Grantee of said Easement; provided, that any construction by the Grantor in connection with the rights so reserved shall be at the expense of the Grantor. 2. That Grantee agrees to use its best efforts to ensure and take all actions as necessary to ensure that its use of the Easement will not adversely affect the Grantor’s quiet use and enjoyment of the Easement area and the surrounding property of the Grantor. The Grantee shall replace, repair, restore, or relocate any property of the Grantor affected or damaged directly or indirectly by the construction, reconstruction, installation, operation, maintenance, replacement, and use of Said Access Road all to the satisfaction of the Grantor. 3. That Grantee agrees to keep the Access Easement (or road) in good drivable condition and that Grantor will in no way and at no time be liable, or responsible, for same. 4. Grantee shall permit Grantor, its agents or employees, to enter into and upon the premises at all reasonable times for the purpose of inspecting the premises to determine if Grantee is complying with all obligations hereunder, and for any other activities necessary for the Grantor’s operation of business. 5. No mining operations shall be conducted on the Easement or the surrounding property of the Grantor. No minerals shall be removed therefrom, except such as are reasonably necessary incident to the utilization of the described premises for the purpose for which the Easement is granted. 6. That the Grantee will indemnify and save the Grantor, its successors, assigns, legal representatives, agents, employees, commission and officers, harmless from any liability or responsibility including, but not limited to, any and all claims (including third party claims), demands, actions, suits, expenses (including attorney’s fees) and damages (including indirect or consequential loss) resulting in any way from: a. Grantee’s use or reliance on the Easement; b. Any breach of the terms of this Easement Deed by the Grantee; and c. Any other act of Grantee of any nature whatsoever arising directly or indirectly from the privileges herein granted. 7. That upon termination or forfeiture of the Easement, the Grantee shall within a reasonable time thereafter, if so requested by the Grantor, remove from the land, hereinafter described, all structures, installations, and appurtenances thereto belonging to Grantee and restore the premises to the satisfaction of the Grantor. 8. The Grantee shall comply with applicable Federal or State law and shall comply with State standards for public health and safety, environmental protection, and siting, construction, operation, and maintenance of or for said Access Road. Grantee shall not commit, or suffer to be committed, any waste upon the Easement, or the surrounding property of Grantor nor shall Grantee create or permit any nuisance or illegal acts upon the Easement, or surrounding property of Grantor. No toxic, harmful, potentially harmful, environmentally damaging chemicals, or other contaminants, shall be used on the Easement, or the surrounding property of Grantor. 9. This Easement shall not be modified or amended, except by an instrument in writing, duly executed by the Parties or their respective successors and assigns, which instrument shall be in recordable form and recorded among the land records of Edgefield County, South Carolina. 10. If any provision of this Easement or the application thereof to any Party or circumstance shall, to any extent, be invalid or unenforceable, the remainder of this Easement, or the application of such provision to Parties or circumstances other than those to which it is invalid or unenforceable, shall not be affected thereby and each provision of this Easement shall be valid and enforced to the fullest extent permitted by law. 11. To the extent permitted by law, Grantor will in no way be liable to the Grantee, or any third party, for any loss, or damage, however caused (including through negligence), which may be directly or indirectly suffered in connection with any use of the Easement. 12. Grantor will not be held liable by the Grantee, in any way, for any loss, damage or injury suffered by the Grantee, or by any other person related to any use of the Easement, or any part thereof. 13. Any notice and other communication permitted or required to be given under this Easement shall be in writing and will only be deemed to be properly given and received (a) when actually given and received, if delivered in person to a party who acknowledges receipt in writing; or (b) one (1) business day after deposit with a private courier or overnight delivery service, if such courier or service obtains a written acknowledgment of receipt; or (c) three (3) business days after deposit in the United States mails, certified or registered mail with return receipt requested and postage prepaid: If to Grantee: If to Grantor: A&D Land Preserve City of Augusta, Georgia DONALD W. THOMPSON Attn: Utilities Department 725 Greene St. 535 Telfair Street, Suite 910 Augusta, GA 30901 Augusta, Georgia 30901 ANDY JONES 923 River Oak Drive North Augusta, SC 29841 Any of the above Parties may effect a change of address by providing ten (10) days prior written notice to the other Parties listed above. TO HAVE AND TO HOLD the aforesaid rights, ways, easements, privileges and appurtenances unto Grantee, its successors and assigns, in perpetuity. IN WITNESS WHEREOF, Grantor has set its hand and seal, the day and year first above written. Signed, Sealed and Delivered in the presence of: AUGUSTA, GEORGIA ______________________________ By: _____________________________ WITNESS Hardie Davis, Jr. _________________________________ As Its: Mayor NOTARY PUBLIC Richmond County, Georgia My Commission Expires:_____________ Attest: __________________________ Clerk of Commission (Notary Seal) (SEAL) A&D Land Preserve _________________________________ By:_________________________ WITNESS Donald W. Thompson As Its: ____________________ By:__________________________ Andy Jones As Its:________________________ _________________________________ NOTARY PUBLIC Richmond County, Georgia My Commission Expires: ________________ (Notary Seal) Commission Meeting Agenda 2/19/2019 2:00 PM Property Owned in South Carolina at Augusta Diversion Dam Department:Utilities Department:Utilities Caption:Motion to approve easement with A & D Land Preserve on 3.22 Acres in Edgefield County, SC. (Approved by Engineering Services Committee February 12, 2019) Background:Augusta owns 3.22 acres in Edgefield County where the Augusta Diversion Dam lands in SC. This parcel is necessary for Utilities to perform maintenance on the dam, and has been planned as the site of a fish passage structure that will be required once FERC issues a license for the Augusta Canal. Analysis:Donnie Thompson and Andy Jones have purchased 461 acres surrounding the City’s parcel. They have formed A&D Land Preserve, LLC and have placed 434 of those acres in a permanent land conservation easement. We propose granting a permanent easement to A&D Land Preserve that would allow landscaping and use of the site, while retaining the rights Augusta will need to access the dam and construct fish passage. In return, Augusta Utilities would gain access to our property on a road improved and maintained by A&D through their property. We currently must utilize an unimproved road in poor condition, and cannot access the dam during periods of wet weather. Financial Impact:The improved access will save Augusta Utilities in the future, as we will not have to construct costly improvements to the old access road. Alternatives:The Commission could elect not to approve Recommendation:We recommend that an easement as described on the attached document be approved. N/A Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Invitation To Bid Sealed bids will be received at this office until Wednesday, October 17, 2018 @ 11:00 a.m. for furnishing: BID ITEMS FOR ENVIRONMENTAL SERVICES - ANNUAL CONTRACT- COMMODITY CODE (Bid Items may have more parent codes) – 19-129 Landscape Maintenance Service 018-906-56; 022-910-52 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 Site visit is schedule for Friday, September 28, 2018 @ 10:00 a.m. at the Solid Waste and Recycling Facility located at 4330 Deans Bridge Road, Blythe, GA 30805. 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, October 2, 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. No bid may be withdrawn for a period of 60 days after bids have been opened, pending the execution of contract with the successful bidder(s). 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, 2018 Metro Courier September 13, 2018 OFFICIAL H & H Concrete Finishing 1820 Fairview Avenue Augusta, GA 30904 Yes 1339871 Yes FEES PRICE Monthly $3,866.00 Non-Compliant Did not attend Mandatory Site Visit Annually $46, 392.00 Non-Compliant Did not attend Mandatory Site Visit Yes Yes PRICE PRICE Davis Landscape Company PO Box 350 Evans, GA 30809 Yes 310404 Yes PRICE 465374 Yes 1218260 $3,100.00 $37,200.00 $4,845.00 $58,140.00 Yes $5,765.42 $69,185.00 Bid Item #19-129 Landscape Maintenance Service – Annual Contract for Augusta, Georgia - Environmental Services Department Bid Date: Wednesday October 17, 2018 @ 11:00 a.m. SAVE Form E-Verify # Attachment "B" Robert's Professional Landscape 2405 Carpenter Dr Hephzibah, GA 30815 Vendors Total Number Specifications Mailed Out: 22 Mandatory Site Visit Attendees: 3 Total packages submitted: 4 Total Noncompliant: 1 Lumberjack Lawn 3315 Limber Twig Lane Augusta, GA 30906 Page 1 of 1 Commission Meeting Agenda 2/19/2019 2:00 PM Request Approval of Bid Item 19-129 – Landscape Maintenance Services for the Environmental Services Department Department:Environmental Services Department:Environmental Services Caption:Motion to approve Bid Item 19-129 – Landscape Maintenance Services to Davis Landscape for the Environmental Services Department. (Approved by Engineering Services Committee February 12, 2019) Background:Augusta Environmental Services Department placed for annual bid, item 19-129, for landscape maintenance services. These services are specifically for the maintenance of the landscaping at the landfill location, and the two Compressed Natural Gas stations (Tobacco Road, and Scott Nixon Memorial Drive). The award request is for a one year period to expire on December 31, 2019 with an option to extend for one additional year. Analysis:Three compliant bids were received, with Davis Landscape being the lowest bidder for the scope of work requested. The bid amount is within the budget of the department, and the department lacks the staffing and proper equipment to perform this work in-house at this time. Financial Impact:The lowest compliant bid is $37,200 per year for all three locations. Alternatives:1. Award the work, as bid, to the lowest qualified bidder. 2. Do not award the work and require the department to re-bid. 3. Do not award the work and require the department to add staff and equipment in order to perform the work in-house. Recommendation:Award the work, as bid, to Davis Landscape. Funds are Available in the Funds are available in 541-04-4550/52-22410 and 541-04- 4210/52/22410. Following Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission GDOT Contract ID No.: IGTIA1900861 1 of 3 AGREEMENT BETWEEN DEPARTMENT OF TRANSPORTATION STATE OF GEORGIA AND RICHMOND COUNTY, GEORGIA This Agreement is made and entered into this day of , 2018, by and between the DEPARTMENT OF TRANSPORTATION, an agency of the State of Georgia, hereinafter called the DEPARTMENT, and RICHMOND COUNTY, GEORGIA acting by and through its Board of Commissioners, hereinafter called the LOCAL GOVERNMENT. WHEREAS, the LOCAL GOVERNMENT has represented to the DEPARTMENT a desire to obtain roadway, bridge, or pedestrian lighting as part of the SR 4/15th Street Widening project, said Lighting to be installed under GDOT project RC07-000147, P.I. No. 220680-; and WHEREAS, the LOCAL GOVERNMENT has represented to the DEPARTMENT a desire to participate in: 1) Providing the Energy and 2) the Operation and Maintenance of said lighting systems at the aforesaid location, and the DEPARTMENT has relied upon such representation; and WHEREAS, the DEPARTMENT has indicated a willingness to fund the materials and installation for the said lighting systems at the aforesaid locations, with funds of the Transportation Investment Act of 2010 (TIA), funds of the DEPARTMENT, funds apportioned to the DEPARTMENT by the Federal Highway Administration under Title 23, United States Code, Section 104, or a combination of funds from any of the above sources. NOW, THEREFORE, in consideration of the mutual promises made and of the benefits to flow from one to the other, the DEPARTMENT and the LOCAL GOVERNMENT hereby agree each with the other as follows: 1. The DEPARTMENT or its assigns shall cause the installation of all materials and equipment necessary for roadway, bridge, or pedestrian lighting as part of the SR 4/15th Street Widening project, said Lighting to be installed under GDOT project RC07-000147, P.I. No. 220680-, as shown on Attachment "A" attached hereto and made a part hereof. 2. Upon completion of installation of said lighting system, and acceptance by the DEPARTMENT, the LOCAL GOVERNMENT shall assume full responsibility for the operation, the repair and the maintenance of the entire lighting system, including but not limited to repairs of any damages, replacement of lamps, ballasts, luminaires, lighting structures, associated equipment, conduit, wiring and service equipment, and the requirements of the Georgia Utility Facility Protection Act. The LOCAL GOVERNMENT further agrees to provide and pay for all the energy required for the operation of said lighting systems. 3. The DEPARTMENT shall retain ownership of all materials and various components of the entire lighting system. The LOCAL GOVERNMENT, in its operation and maintenance of the lighting system, shall not in any way alter the type or location of any of the various components which make up the entire lighting system without prior written approval from the DEPARTMENT. 4. This Agreement is considered as continuing for a period of fifty (50) years from the date of execution of this Agreement. The DEPARTMENT reserves the right to terminate this Agreement, at any time for just cause, upon thirty (30) days written notice to the LOCAL GOVERNMENT. GDOT Contract ID No.: IGTIA1900861 2 of 3 5. It is understood by the LOCAL GOVERNMENT that the DEPARTMENT has relied upon the LOCAL GOVERNMENT’S representation of providing for the energy, maintenance, and operation of the lighting represented by this Agreement; therefore, if the LOCAL GOVERNMENT elects to de-energize or fails to properly maintain or to repair the lighting system during the term of this Agreement, the LOCAL GOVERNMENT shall reimburse the DEPARTMENT the materials cost for the lighting system. If the LOCAL GOVERNMENT elects to de-energize or fails to properly maintain any individual unit within the lighting system, the LOCAL GOVERNMENT shall reimburse the DEPARTMENT for the material cost for the individual unit which will include all costs for the pole, luminaires, foundations, and associated wiring. The DEPARTMENT will provide the LOCAL GOVERNMENT with a statement of material costs upon completion of the installation. The covenants herein contained shall, except as otherwise provided accrue to the benefit of and be binding upon the successors and assigns of the parties hereto. IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement the day and year first above written. DEPARTMENT OF TRANSPORTATION LOCAL GOVERNMENT BY: BY: Commissioner Richmond County (SEAL) (SEAL) ATTEST: WITNESS Treasurer Notary Public This Agreement approved by the Board of Commissioners at a meeting held this day of , 2018 Board Secretary GDOT Contract ID No.: IGTIA1900861 3 of 3 Attachment “A” Project Location PI 220680- Richmond The Project shall be for the installation of all materials and equipment necessary for roadway and pedestrian lighting along S.R. 4/15th Street from the intersection of S.R. 4/15th Street and MLK Jr. Blvd. to the intersection of S.R. 4/15th Street and Government Rd. in Richmond County. Commission Meeting Agenda 2/19/2019 2:00 PM SR4/15th Street Improvements Project (Milledgeville Rd. to Government Rd.) Roadway Lighting Agreement Department:Engineering Department:Engineering Caption:Motion to approve Roadway Lighting Agreement with the Georgia Department of Transportation in conjunction with TIA funded SR4/15th Street Improvements Project (Milledgeville Rd. to Government Rd.) as requested by AED. (Approved by Engineering Services Committee February 12, 2019) Background:SR4/15 Street Improvements Project (Milledgeville Rd. to Government Rd.) is a project from the “Approved Investment List” of TIA that was approved by voters of the CSRA in July 31, 2012 referendum. It is a TIA Band 2 project. Project is managed and constructed by the GDOT. In addition to roadway improvements, the project includes improvements to the street lighting system. GDOT will construct street lighting system provided that the local government enters into a Roadway Lighting Maintenance and Operation Agreement . Analysis:Agreement would allow inclusion of street lighting improvements in the project construction plans and allows GDOT constructing these improvements along with roadway improvements. In addition, street lighting improvements will enhance safety and aesthetic of this corridor. Financial Impact:None anticipated for construction. Operational costs will be the responsibility of Augusta. Alternatives:1). Do not approve and project proceed without enhancing needed safety and aesthetic of this corridor. Recommendation:Approve Roadway Lighting Agreement with the Georgia Department of Transportation in Conjunction with TIA funded SR4/15th Street Improvements Project (Milledgeville Rd. to Government Rd.) as requested by AED. Funds are Available in the Following Accounts: None REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission 6745 Sugarloaf Pkwy., Suite 100 | Duluth, Georgia 30097 | 770.447.8999 | wolvertoninc.com December 19, 2018 Hameed Malik, Ph.D., P.E. Director of Engineering Augusta Engineering Department 452 Walker St, Suite 110 Augusta, GA 30901 Subject: Supplemental Agreement 1 Fee Proposal Willis Foreman Widening Project RFQ 17-265 PI No. 0013703 Dear Dr. Malik: We would like to request the enclosed Supplemental Agreement 1 proposal to provide Archaeology Survey and Report, Preliminary Right of Way Estimate, Preliminary Utility Cost Estimate, Preliminary Utility Relocation Meeting, and additional Public Involvement effort necessary to complete the concept phase of the above referenced project. Our fee to deliver the scope outlined above and as described in the enclosed proposal is $174,899.00. We trust the enclosed information adequately describes our proposed services. We appreciate the opportunity to be considered for this work and look forward to providing professional services to the Augusta Engineering Department. If any additional information is required, please do not hesitate to call. Sincerely, WOLVERTON & ASSOCIATES, INC. Angela Snyder, PE Project Manager Georgia Department of TransportationCOST PROPOSAL SUMMARY Proj. No.:RFQ 17-265 Project:Willis Foreman Road Widening and Reconstruction PI No.:0013703 County:Richmond County Prime:Wolverton Contract Type:Cost Plus Fixed Fee Date:9-Nov-2018 Fixed Fee %:0 Offeror:Wolverton Master Contract:6745 Sugarloaf Parkway Contract Expiration: Suite 100 Task Order No:2 Duluth, GA 30097 Contact:Angela Snyder, P.E.678-405-3118 Senior Project Manager angela.snyder@wolvertoninc.com Contract Office:Procurement Contract Action:Task Order Contract Type:Cost Plus Fixed Fee Contract Totals Maximum Allowable Cost 174,899.00$ Contract Cost (w/o Fixed Fee)174,899.00$ Maximum Amount for Fixed Fee -$ Provisional Overhead Rate Fixed Fee Percentage 0% Minimum DBE Percentage 0% 12/19/2018 9:24 AMWillis Foreman Road GDOT_TO2_v7.2.xlsx Cover Page 1 of 34 Georgia Department of TransportationCOST PROPOSAL Proj. No.:RFQ 17-265 Project:Willis Foreman Road Widening and Reconstruction PI No.:0013703 County:Richmond County Master Contract:0 Prime:Wolverton Contract Type:Cost Plus Fixed Fee Contract Expiration: Date:9-Nov-2018 Fixed Fee %:0%Task Order No:2Cost Summary By Phase / Discipline / Firm Total Fee Wolverton Wolverton Wolverton VHB Wolverton JLA JLA Enter all disciplines provided by each firm >> Project Management Roadway Design Bridge Design & Hydraulics Traffic Operations Environ- mental Public Involvement Survey Aerial Mapping Utilities Investigation (SUE) Geotech Lighting Landscaping Totals 174,899.00$ 10,425.00$ 40,200.00$ -$ -$ 120,719.00$ -$ -$ -$ 3,555.00$ -$ -$ -$ 1 Concept Development 38,905.00$ 6,920.00$ 28,430.00$ -$ -$ -$ -$ -$ -$ 3,555.00$ -$ -$ -$ 2 Database Preparation -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 3 Environmental Document 113,118.00$ 3,505.00$ 2,850.00$ -$ -$ 106,763.00$ -$ -$ -$ -$ -$ -$ -$ 4 Preliminary Plans -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 5 Right of Way Plans -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 6 Final Plans -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 7 Construction Services -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 8 Special Studies -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 9 Public Involvement 22,876.00$ -$ 8,920.00$ -$ -$ 13,956.00$ -$ -$ -$ -$ -$ -$ -$ Prime Fixed Fee -$ -$ -$ -$ -$ Tab Name>>PM1 Rd1 Br1 Trf1 Env1 Env2 Srv1 Map1 SUE1 OMT1 Lt1 LA1 DBE (Yes or No)No No No No No No No No No No No No DBE Participation -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ DBE % Contract DBE Goal %0.0% 0-Jan-1900 Phase Phase Description 12/19/2018 9:24 AM Willis Foreman Road GDOT_TO2_v7.2.xlsx Cost Summary Page 3 of 34 (SA02 – For changes greater than $20,000) November 2017 ENGINEERING DEPARTMENT SUPPLEMENTAL AGREEMENT WHEREAS, We, “Wolverton & Associates, Inc.,” Consultant, entered into a contract with Augusta-Richmond County on “March 6, 2018”, Project No. 340-041110-TP1809005 File Reference No. 17-265, PI No. 0013703 (A), and WHEREAS, certain revisions to the design requested by Augusta-Richmond County are not covered by the scope of the original contract, we desire to submit the following Supplemental Agreement to-wit: Additional Funding to provide Archaeology Survey and Report, Preliminary Right of Way Estimate, Preliminary Utility Cost Estimate, Preliminary Utility Relocation Meeting, and additional Public Involvement effort necessary to complete the concept phase of Willis Foreman Improvement Project. It is agreed that as a result of the above described modification the contract amount is increased by $174,899.00 from $1,005,512.00 to a new total of $1,180,411.00. Any modifications to submittal dates shall be as identified in the attached proposal. This agreement in no way modifies or changes the original contract of which it becomes a part, except as specifically stated herein. NOW, THEREFORE, We, “Wolverton & Associates, Inc.”, Consultant, hereby agree to said Supplemental Agreement 1 consisting of the above mentioned items and prices, and agree that this Supplemental Agreement is hereby made a part of the original contract to be performed under the specifications thereof, and that the original contract is in full force and effect, except insofar as it might be modified by this Supplemental Agreement. RECOMMEND FOR APPROVAL: CITY OF AUGUSTA-RICHMOND COUNTY AUGUSTA, GEORGIA Hardie Davis, Jr., Mayor Wolverton & Associates, Inc. Approved: Date Approved: Date [ATTACHED CORPORATE SEAL] ATTEST: Title: Augusta Richmond County Project Number(s): #340-041110-TP1809005 Supplemental Agreement Number: 1 Purchase Order Number: 18ENG546 Augusta-Richmond County, Georgia RFQ-17-265 BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, . Georgia that the following Capital Project Budget is hereby adopted: Section 1: This project is authorized to CPB#3400041110-TP1809005. This request is for Supplement Agreement Number One to Wolverton & Associates, Inc., in the amount of $174,899.00 for the MPO Z230 project for Willis Foreman Road Improvement Project. Funding is available in the MPO Z230 funds. Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. MPO Z230 1,005,520$ MPO Z230 174,900$ 1,180,420$ Section 3: Copies of this Capital Project Budget shall be made available to the Comptroller for direction in carrying out this project. Adopted this ____________________ day of ______________________. Approved _________________________________________________ Original-Commission Council Office Copy-Engineering Department Copy-Finance Department Copy-Procurement Department CPB#340041110-TP1809005 Honorable Hardie Davis, Jr., Mayor CAPITAL PROJECT BUDGET Willis Foreman Improvement Project 1 of 2 1/18/2019 Augusta-Richmond County, Georgia RFQ-17-265 CPB#340041110-TP1809005 CAPITAL PROJECT BUDGET Willis Foreman Improvement Project CPB AMOUNT CPB NEW SOURCE OF FUNDS CPB ADDITION CPB MPO Z230 (1,005,520)$ (174,900)$ (1,180,420)$ 340-041110-5212115 -$ TOTAL SOURCES: (1,005,520)$ (174,900)$ (1,180,420)$ USE OF FUNDS Engineering 340-041110-5212115-TP1809005 1,005,520$ 174,900$ 1,180,420$ TOTAL USES:1,005,520$ 174,900$ 1,180,420$ 2 of 2 1/18/2019 Commission Meeting Agenda 2/19/2019 2:00 PM Willis Foreman Road Improvements Project Design Services for Road Widening and Reconstruction Department:Engineering Department:Engineering Caption:Motion to approve Supplement funding (SA1) for Engineering Concept Phase (design phase 1) of the Design Consultant Services Agreement to Wolverton & Associates, Inc. in the amount of $174,899.00 for the Willis Foreman Improvement Project as requested by the AED. RFQ 17-265 (Approved by Engineering Services Committee February 12, 2019) Background:This project is listed in the Transportation Improvement Program (TIP). Willis Foreman Road is a two-way rural collector with a total of two through lanes. The proposed project provides connectivity between two urban major arterials (US 1 and US 25). The purpose of this project is to improve traffic flow and public safety and minimize traffic congestion by increasing the capacity and providing improvements along Willis Foreman Road between SR4/US1 and SR121/US25. Project Improvements include widening up to four lanes with landscaped medians and turn lanes as needed, widening the bridge over Spirit Creek (if needed), major intersection improvements and adding curb and gutter, sidewalks and street lights . In March 2018, Augusta Commission awarded Willis Foreman Design Professional Services to Wolverton & Associates. Analysis:Project is under design. A phased design approach is adopted as result of GDOT project oversight and federal funding. On March 6, 2018 Augusta Commission approved funding for design concept phase initial tasks. Design data collection efforts are in progress and now there is a need for initiating Archeological Survey and various cost estimating tasks. Funds are needed to complete these selected tasks. Financial Impact:MPO Z230s funds. Augusta MPO through GDOT identified federal and state funding source to complete engineering design phase. It is a reimbursable expense. Augusta entered in an agreement (Project Framework Agreement) with GDOT for utilizing federal and state funding for the project up to the amount of $1,500,000.00 for completing Design Concept (Phase 1). Alternatives:2). Do not approve and abandon the project. Recommendation:Approve Supplement funding (SA1) for Engineering Concept Phase (design phase1) of the Design Consultant Services Agreement to Wolverton & Associates, Inc. in the amount of $174,899.00 for the Willis Foreman Improvement Project as requested by the AED. Funds are Available in the Following Accounts: MPO Transportation Improvement Program Z230 S funds. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission CPB# 328-041110-218825903 Augusta-Richmond County, Georgia BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby authorized: in GDOT Supplement construction for the project. Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. Special 1% Sales Tax, Phase V 4,000,000$ Fund Balance SPLOST V 2,000,000$ GDOT Supplement Funds 688,690$ 6,688,690$ Section 3: Copies of this Capital Project Budget shall be made available to the Comptroller for direction in carrying out this project. Adopted this ____________________ day of ______________________. Approved _________________________________________________ Original-Commission Council Office Copy-Engineering Department Copy-Finance Department Copy-Procurement Department Honorable Hardie Davis, Jr., Mayor CAPITAL PROJECT BUDGET WRIGHTSBORO ROAD WIDENING, PHASE I (Augusta West Parkway to Marks Church Road) PI #0015976 Section 1: Approve to Supplement Construction Contract to Beam's Contracting, Inc in the amount of $688,684.00 for completing the needed supplemental Improvements for Wrightsboro Road Widening Improvements project (Marks Church Rd to Augusta West Pkwy) as requested by AED. Funding Bid item #18-127 1 of 2 1.10.2019 CPB# 328-041110-218825903 Augusta-Richmond County, Georgia CAPITAL PROJECT BUDGET WRIGHTSBORO ROAD WIDENING, PHASE I (Augusta West Parkway to Marks Church Road) CPB AMOUNT CPB NEW SOURCE OF FUNDS ADDITION CPB SPECIAL 1% SALES TAX, PHASE V ($4,000,000) ($4,000,000) WRIGHTSBORO ROAD FUND BALANCE SPLOST V ($2,000,000) ($2,000,000) GDOT SUPPLEMENT ($688,690) ($688,690) TOTAL SOURCES: ($6,000,000) ($688,690) ($6,688,690) USE OF FUNDS CONSTRUCTION 325-04-1110-5414110 $6,000,000 $688,690 $6,688,690 TOTAL USES: $6,000,000 $688,690 $6,688,690 2 of 2 1.10.2019 Commission Meeting Agenda 2/19/2019 2:00 PM Wrightsboro Road Widening Improvements Project (Marks Church Road to Augusta West Parkway) Department:Engineering Department:Engineering Caption:Motion to approve to Supplement Construction Contract to Beam’s Contracting, Inc. in the amount of $688,684.00 for completing needed supplemental Improvements for Wrightsboro Road Widening Improvements Project (Marks Church Rd to Augusta West Pkwy) as requested by AED. Bid Item 18-127. (Approved by Engineering Services Committee February 12, 2019) Background:Wrightsboro Road Widening Improvements project is an approved SPLOST project. This project consists of roadway widening and intersection modifications for Wrightsboro Road from Augusta West Parkway to Marks Church Road. The Augusta Commission awarded this contract on May 15, 2018. The project is under construction and field engineering revealed a need for additional grading and paving and traffic signal cabinets upgrade. Additional grading and paving is necessary for safe roadway operation connectivity between two sections of Wrightsboro Road (between this under construction section and section West of Augusta West Pkwy). The project improvements include the addition of turn lanes, bicycle lanes, sidewalks, landscaped medians, traffic and pedestrian signals and contraflow left turn lanes for improving the I-520 intersection. The contraflow left design for the two I-520 on-ramps will result in greater vehicle queuing length, thus improving traffic flow through the corridor. Analysis:The project is under construction and roadway improvements are in progress. Additional of identified supplement work is critical for completing roadway improvements as intended for enhancing roadway operation and safety. This cost was analyzed and determined to be reasonable and cost effective for the type of work being performed. Financial Impact:Funds are available in Project Funds in GDOT Supplement construction funds for Wrightsboro Rd. Alternatives:Do not complete the project. Recommendation:Approve to Supplement Construction Contract to Beam’s Contracting, Inc. in the amount of $688,684.00 for completing needed supplemental Improvements for Wrightsboro Road Widening Improvements Project (Marks Church Rd to Augusta West Pkwy) as requested by AED. Bid Item 18-127. Funds are Available in the Following Accounts: Construction Funds-GDOT Supplement 325-041110- 5414110/218825903-5414110. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Commission Meeting Agenda 2/19/2019 2:00 PM City's Goat Program Department: Department: Caption:Update from Augusta Engineering Department regarding the city's goat program. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 2/19/2019 2:00 PM New Savannah Bluff Lock and Dam Department:Utilities Department:Utilities Caption:Motion approve additional services with Merrick & Company (McLaughlin Whitewater Design Group) in the amount of $75,000. (No recommendation from Engineering Services Committee February 12, 2019) Background:In 2018, Augusta contracted with Merrick & Company to prepare a conceptual plan for the Savannah River from New Savannah Bluff Lock and Dam through downtown. This plan included evaluating the potential for a whitewater park at the Lock and Dam Park. Since the study was initiated, the U.S. Army Corps of Engineers has presented the results of their alternatives analysis for fish passage at the Lock and Dam. Their preferred alternative includes removing the existing lock and dam structure, constructing a rock dam, and excavating a dry spillway through Lock and Dam Park. In addition to destroying the park, this alternative would drop the level of the Augusta pool in downtown by 2 ½ feet. Analysis:The Commission passed a resolution expressing Augusta’s preference for a different alternative which would rebuild the existing dam and construct a fish passage on the Georgia side of the river. In a video conference with the Corps, they indicated that it could be possible for this alternative to prevail, but cautioned that the process could be complex. Merrick and Company is very familiar with the engineering work done to date by the Corps, and has unique qualifications in the area of design of migratory fish passage. It will be extremely valuable to utilize their expertise as we negotiate with the Corps and Georgia Ports Authority. We propose that the work be performed on a time and materials basis, not to exceed $75,000 unless otherwise authorized. Financial Impact: This would be initially funded by AUD, and an appropriate cost share would be worked out at a later date. Alternatives:Not approve Recommendation:We recommend that additional funding of $75,000 for Merrick & Company be approved, to be utilized on a time and materials basis. Funds are Available in the Following Accounts: Funds are available in the following account: 507-04-3490- 5212115 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Commission Meeting Agenda Commission Chambe r - 2t5tl0l9 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; Few, Garrett, Sias, Frantom, M. williams, Davis, D. williams, Hasan and clarke, members of Augusta Richmond County Commission. Absent: Hon. Fennoy, member of Augusta Nchmond County Commission. II\WOCATION: Pastor Loren Hodnett, Ebenezer Seventh-day Adventist church. PLEDGE OF ALLEGIANCE TO TTIE FLAG OF THE UNITED STATES OF AMERICA. RECOGNITION(S) 2019 January Years ofService A. Congratulationsl 2019 January Years of Service (yos) recipients.Item Action: None IB ItemAoprovalsheet.html Motions Yiitl'" Motion Textrype Made Seconded MotionBy By Result Recognition of January 2019 Years of Services recipients. B. Ms. Brenda Durant for Anthony "SleepyByez,,Carter - poem. presentation of a Item Action: Rescheduled IB Augusta Arts Council Anthonv Carter.odf lF ItemApproyalsheet html Motions Motion Motion Text Made By seconded By f."r[ir,I ype Motion to reschedule Defer this item until the Commissioner Commisioner rnext meeting. Mary Davis s; F;;;d Passes Motion Passes 9-0. C. Mr.LeDarius Scott, Student Government Association President at Augusta ItemUniversity regarding their bike-share program and the creation of additional Action: bike lanes in the city. None lE LrDarius Scottodf IB ItemAoorovalsheet.html Motions Motion rurari^- rn^-+ Made Seconded MotionType Motion Text By By Result Presentation is made by Mr. Scott. D. IvIr. Joe Edge regarding the Adult Entertainment ordinance. Item Action: None lB Mr. Joe Edse 2.5.19.odf IE ItemAoorovalsheet html Motions Motion Made Seconded MotionTYPe By By Result Presentation is made by Mr. Edge. E. I\{r. Brian Green regarding individuals conflicted with behavioral health Itemconditions/disabilities and their assimilation/inhabitation into the Action:community. Rescheduled IB Brian Green 2.5.19.odf IB ltemApprovalsheet html Motions Motion- ----- Motion Textrype Motion to approve Defer rescheduling this item to the next meeting. Motion Passes 9-0. CONSENT AGENDA seconded By #r|i,' Commisioner Passessean tsrantom Made By Commissioner Mary Davis (Items l-29) PUBLIC SERVICES 1. Motion to approve New ownership Application: A.N. 19-03: request by Michael Newsome for an on premise consumption Beer License to be used in connection with Billards II, LLC dbaRack and Grill II located at 380I Mike Padgett Hwy. District 8. Super District 10. (Approved by Public Services Committee January 29, 2019\ Item Action: Approved E nn.lg-os.pof E ItemApprovalsheet html Motions X::"' Motion Text Made ByI ype Motion to Approve approve. Motion Passes 9-0. seconded By Motion Result Commissioner Commisioner Mary Davis Sean Frantom Passes 2. Motion to approve New Ownership Application: A.N. 19-04: request by Item Naveed Gojali for a retail package Beer & Wine License to be used in Action: connection with S T Food Store located at3706 Mike Padgett Hwy. District Approved 1. Super District 9. (Approved by Public Services Committee Janua W 29,20te) B aN.lq-o4.oor lB ItemApprovalsheet.html Motions Motion:"""" Motion Text'r'ype Motion to Approve approve. Motion Passes 9-0. Made By Seconded By Motion Result Commissioner Commisioner Mary Davis Sean Frantom Passes 3. Motion to approve New Application: A.N. 19-05: request by Amy Adamo for an on premise consumption Liquor, Beer & Wine License to be used in connection with Vance's Bakery Bar located at 901 B Broad St. District l. Super District 9 (Approved by Public Services Committee JanuaW 29, 20te). Item Action: Approved 4. Motion to approve New Application: A.N. 19-06: request by William M. Item Hatch for a wholesale Distilled Spirits License for Carolina Moon Distillery Action: dba 2nd City Distilling Company located at #4 8th St. District 1. Super Approved District 9. (Approved by Public services committee January 29,2019) @,Lx.tg-os.par B ItemAoorovalsheet.html Motions Motion;---"- Motion Text Made By'I',ype Motion to Approve approve. Motion Passes 9-0. B tN.tg-o6.por lB ItemApprovalsheet.html Motions X::"' Morion Text Made Byrype Motion to Approve approve. Motion Passes 9-0. seconded By Motion Result Commissioner Commisioner Mary Davis Sean Frantom Passes seconded By Motion ResuIt Commissioner Commisioner Mary Davis Sean Frantom Passes 5. Motion to approve Incidental On-Premise Alcohol Licenses: request approval Item of amendments to the Augusta, Georgia Code, Title 6, Chapter 2, Article l, Action:Alcoholic Beverages, to include additional definitions, Incidental Alcohol Approved licenses for beer, wine and liquor, and amendments for regulating such licenses; and to waive the second reading.(Approved by puutic services Committee January 29, 201.9) B Al.ohoLo.d-A..od..ot. In.id.rt r or-p...i." Ar.ohor 20r90il4.do.* B ItemAoorovalsheet.html Motions r#:"" Motion rext Made By seconded By Motion Result Commissioner Commissioner Mary Davis Brandon Garrett Passes 6. Motion to provide an assessment of the Augusta Public Transit System bus shelters that are in our inventory and how many will be needed where the locations are and a cost estimate for the new signage and bring it back to thenext committee meeting and come back with a sample of the signage tothe commission meeting on Tuesday (ztsllg). (Approved uy ruunc Services Committee January 29, Z0lg) Motion to Approve approve. Motion Passes 9-0. lE ItemAnprovalsheet.html Motions Motion Motion Textrype Motion to Approve approve. Motion Passes 9-0. Made By Seconded By Motion Result Item Action: Approved Item Action: Approved Commisioner Commissioner Sean Frantom Ben Hasan Passes 7.Motion to approve the design work for four LED Digital Display MessageBoards (Bid Item 18-204, approved 8/21/2019). lapproveo Ly public Services Committee January 29r2Llg) lE Ausustr Aouatics Center.ndf lB Diamond Lakes Reqional park.odf lB Municioal Golf Course.odf lE Newman Tennis-Center.odf lE ItemAnorovalsheet,html Motions r#:"' Motion rext Made Bv seconded By Motion Result Commissioner Commisioner Mary Davis Sean Frantom Passes 8. Motion to approve the Planning & Development Department request to Item amend the Augusta, Georgia Code, Administrative and Regulatory Fee Action: Structure, Section 2-l-3(c), so as to establish the 'Incidental Alcohol License' Approved regulatory fee, to provide an effective date, and to waive the second reading. (Approved by Public Services Committee Janutry 29r}0lg) lE Regulatory Fee amendment Incidental Alcohol License 20l90ll4.docx lB ltemApprovalsheet html Motion to Approve approve. Motion Passes 9-0. Motions $otion Motion TextI ype Motion to Approve approve. Motion Passes 9-0. Made By Seconded By Made By Commissioner Commisioner Mary Davis sean Frantom Passes seconded By Motion Result Commissioner Brandon Garreff Passes Motion Result 9. Motion to approve Transfer of Adult Entertainment Permit: amend the ltem Augusta, Georgia Code, Title 6, Chapter l, Section 6-1-15, so as to provide Action: conditions under which an adult entertainment permit may be transfened. Disapproved (Approved by Public Services Committee January 29r20lg) E Adult Entertainment Ordinance amendment Transfer 20l90llS.docx lE ItemAoorovalsheet.htm I Motions ryJ:"' Motion rext n_,-- Motion to deny. CommissionerL'enY Motion passes 9-0. Ben Hasan ADMINISTRATIVE SERVICES 10. Motion to approve Animal Services Department request to replace two Item Animal Transport Trucks for the Animal Services Department - ITB 18- Action: 17a. (Approved by Administrative Services Committee January 29, Approved 20te) E Evrt - 208118-209176.pdf B I8-I74 ITB - SENT TO PAPER.Ddf E 18-174-oFFICAL-TAB.Ddf B Recommendation Letter from Deoartment.odf E Nteil List end Demandstar Planholders,pdf lE Georsia Procurement Reqistrv List.ndf Motions X:j*1"' Motion Text Made By seconded By MotionI'ype ''---- -" Result Motion to commissioner commisionerApprove approve. --,-^-:^:"::;:'-^ ;:-:_:_:.'-_ _ Passes Motion passes 9-0. M'v Davis Sean Frantom 11. Motion to approve establishing the "Administrative Policies and Item Procedures Subcommittee'r, which will address the PPP Manual and Action: other needed policy and revisions with members to include Commissioners Approved Hasan, D. Williams, Sias, Few and Clarke. (Approved by Administrative Services Committee January 28, 2019) E ltemAonrovalsheet html Motions X:j:" Motion Text Made By seconded By Motion'I'ype - ----- -'1 *------- -J Result Motion to^ - Commissioner CommisionerApprove approve. _ ,----,..-_-;- -' ;- _.;. -.-.- -. Passes Motion passes g-0. MutY Davis Sean Frantom 12. Motion to approve Engineering Department's Storm Water Division request Item the purchase of two replacement Agricultural Utility Tractors for mowing. Action:Bid Item #18-289 Tractor Agricultural Utility. (Approved by Approved Administrative Services Committee January 28, 20lg') 13. Motion to approve tasking the Planning & Development Director to come back to the committee in 3O-days with a comprehensive recommendation concerning the matter of a competitive pay range that enables the department to altract and retain qualified employees that will include 1) how much money is paid to train the inspectors, 2) whether the inspectors should be required to work for the City for a certain amount of time after training has been completed, 3) how would this action improve customer service and 4) how much money is charged, if any, by inspectors in other departments to do their reviews. (Approved by Administrative Services Committee January 29r 2019) IE Eval Ag Tractors.pdf E t8-289 rrB - SENT To p,lpER.docx B tg-289 oprIclAr- ran sHrer.xts lE 18-289 Recommendation of Award.pdf lB t8-289 Ptanholders List pdf E ltemApprovalsheet.html Motions [,ol:n Motion Text Made Byr ype Motion to Approve approve. Motion Passes 9-0. E Attachment Com. Frantom.ndf IB ItemAoorovalsheet.html Motions []11" Motion Text Made Byrype Motion to Approve approve. Motion Passes 9-0. seconded By Motion Result Commissioner Commisioner Mary Davis Sean Frantom Passes Item Action: Approved Seconded By Motion Result Commissioner Commisioner Mary Davis Sean Frantom Passes 14. Motion to approve Housing and Community Development Department's Item (HCD's) contract procedural process (as presented for calendar year 2019) Action: relative to authorization of Agreements/Contracts/ffUD Forms and amending Approved the flow chart with the inclusion of Item 1A for the Commission to provide input into where investments are made in the City to effect changes for shared prosperity regarding issues of poverty and homelessness. (Approved by Administrative Services Committee January 29r2019) E HCDContrectProcedurelAoorovalProcess20lg FINAL.odf E 2019 HCD Contract Procedural Process Flow Chert.pdf lB ItemAoorovalsheet.html Motions Y:jt1'" Motion Text lVrade By Seconded By Motion Type '''--- -" --------- -J Result Motion to commissioner commisionerApprove approve. .-,::;;:.;^"-^ ;::_';::-".:: Passes Motion passes g-0. MutY Davis Sean Frantom 15. Motion to approve HCD's Laney Walker/Bethlehem Revitalization Project Item contract procedural process (as presented for calendar year 2019) relative to Action: authorization of Agreements/Contracts/Task Orders with amendment to flow Approved chart to include Item 2A which allows for Commission input as indicated in Item 14. (Approved by Administrative Services Committee January 29, 2019\ E HCD LWBContractProceduralAoorovalProcess20lg FINAL.odf E 2019 HCDS LWB Contract Procedural Process FLOW CHART.pdf IB ItemApprovalsheet.html Motions Y:j*1"" Motion Text Made By Seconded By Motion'l'ype -.----- -'t --------- -" Result Motion to Commissioner CommisionerApprove approve. _,^:-;-_-;_---- ;_-_,-;. _,.--_ , Passes Motion passes g-0. MutY Davis Sean Frantom 16. Motion to approve allocating additional funding in the amount of Item $138,000 for the Juvenile Court Budget and charge it to the General Fund Action: Contingency with the salary structure to be included. (Approved by Disapproved Administrative Services Committee January 28, 20L9) lE Juvenile Court.pdf lF ItemApprovalsheet html Motions Motion Motion Textlype seconded By HIilMade By Motion to deny. Voting No: Marion wilriams. Sean Frantom il il;;; Passes Motion Passes 8-1. PUBLIC SAFETY 17. Motion to accept the GEMA FY2018 Grant for the Community Emergency Item Response Team and to update the EMA budget to include the Action: $5,010. (Approved by Public Safety committee January 2g,20lg) Approved 18. Motion to accept the $5000 grant from Maddie's Fund and to approve the Be Item Still Displays, LLC. and Augusta Animal Services Contract using this fund Action: and authorize the Mayor to sign the contract. (Approved by Public Safety Approved Committee January 29, 2019) E ScM_Printerl 90t0t I 6390.pdf IB ItemApprovrlsheet html Motions Motion Motion Textrype Motion to Approve approve. Motion Passes 9-0. Made By lB 2019 Advertisins Contract pdf B N{addie s Fund Innovation Grant 2019 awrrd lctter.odf E pnoootzz.oor lE ltemApproyalsheet.html Motions X:':' Motion Texr Made Byrype seconded By Motion Result Commissioner Commisioner Mary Davis Sean Frantom Passes Motion ResultSeconded By Approve Motion to Commissioner Commisioner Passes approve. Mary Davis Sean Frantom Motion Passes 9-0. 19. Motion to approve the following emergency transport rates for the City of Item Augusta ambulances Activities Charge. (Approved by Public Safety Action: Committee January 2912019) Approved 1. Patient Transport $11150.00 2. Mileage Rate $16.50/per mile 3. Treat without transport $200.00 4. Insurance Company Payments: Patients will not be billed if the insurance payment is less than the charged amount. 5. City employees and family members will be billed only if non-city insurance applies. lB Comm. Sirs 1.29.19 Fire Dept.pdf IB ItemApprovalsheet html Motions ilil:" lnJr|'" Made Bv seconded Bv Ht# ^ Motion to Commissioner CommissionerApprove approve. Sammie Sias Dennis Williams No action is taken on this motion due to the passage of the substitute motion. Motions Motion Motion- ----- Motion Text Made By Seconded By'f'ype - ----- -'t --------- -r Result Substitute motion to approve and add balance billing. Voting No: Commissioner AAApprove Lommlssloner Brandon uommtstoner Sammie Sias, Garrett Sean Frantom Passes Commissioner Dennis Williams. Motion Passes 7-2. 20. Motion to approve Emergency Ambulance Service Fees and to direct staff to Item complete processes to allow for billing by Augusta Ambulances with no Action: Approved balance billing. (Approved by Public Safety Committee Januan! 29, 20te) E 2018-9-19 EMS Billinp Guidelines.pdf lE ItemAonrovalsheet.html Motions Motion Motion MotionType T;;;-- Made BY seconded BY Resutt . Motion to Commissioner CommissionerApproveopprove. Sammie Sias Dennis Williams No action is taken on this motion due to the passage of the substitute motion. Motions X:j1" Motion Text Made By seconded By MotionType -'^--- -J Result Substitute motion to approve and add balance billing. Voting No: Commissioner Approve Commissioner Brandon uommlsloner Sammie Sias, Garrett Sean Frantom Passes Commissioner Dennis Williams. Motion Passes 7-2. 21. Motion to approve an inmate telephone contract with Inmate Calling Item Solutions (ICS) for RCCI for a three-year term with two l-year options for Action: renewal (RFP 18-033).(Approved by Public Safety Committee January Approved 29,20lg) E Inmete Telenhone Services Asreement,odf E tS-033 Sent to Paoer.doc IE lE-033 ]Iandatorv PreProposal Confrrence.pdf B lt+Jl Ter orrtcml.oor E l8-033 Cumulative Evaluation Sheet.pdf B l8-033 Depertment Recommendation.pdf B 18-033 Planholders Lisr.pdf B Process Regardinq RFPs.pdf B ltemApprovalsheet html Motions Motion Motion -^""'"- Motion Text Made By Seconded ByType Result Motion to commissioner commisionerApprove approve. .';::'il:'.;^"-^ ;::=:^:; Passes Motion passes 9-0. M"Y Davis sean Frantom FINANCE 22. Motion to approve Excess Worker's Compensation Insurance with Safety ltem National Casualty with statutory limits and a $750,000 Self Insured Action: Retention (SIR - otherwise known as the deductible) to cover all positions for Approved a premium of $369,994.(Approved by Finance Committee January 29, 20Le) lE Excess WC Renewal Pronosal,odf B ItemAonrovalsheet.html Motions Motion Motion i;;;" Motion Text Made By Seconded By Result Motion to commissioner commisionerApprove approve. --,:::;::.,^"-^ ;::--;*--r:: Passes Motion passes 9-0. M"Y Davis Sean Frantom 23. Motion to approve 2 additional positions for the District Attorney's office Item and to approve funding for the full year.(Approved by Finance Committee Action: January 29,2019) Approved lE District-Attornev-New PersonneLOptions fundins.pdf lE ItemAnnrovalsheet.html Motions Y::1"" Motion Text Made By seconded By f""rtJi,n'r'ype Approve Motion to Commissioner Commisioner Passesapprove. Mary Davis Sean Frantom Motion Passes 9-0. 24. Motion to approve continued agreement with Brinson Askew Berry LLp for Itemcollection of hotel tax under Rome Class Hotel Incremental Tax Fund. Action:(Approved by Finance Committee January 29r20tg) Approved B brcksround info_for Brinson Askew Berrv.odf lB Brinson Askew Berru .oraamanr hdf lB ltemAonrovalsheet html Motions X]j:" Motion rext Made Byrype Seconded By Motion Result Motion to Approve approve. Motion Passes 9-0. ENGINEERING SERVICES 25. Motion to approve the implementation of the plan addressing blighted areas in Augusta.(Approved by Engineering Services Committee Janu ary 29, 20te) Commissioner Commisioner Mary Davis Sean Frantom Passes Item Action: Approved lB ltemAnnrovalsheet html Motions Y.:j:" Motion Text Made Byr ype Seconded By Motion Result Motion to Approve approve. Motion Passes 9-0. Commissioner Commisioner Mary Davis Sean Frantom Passes 26. Motion to authorize the Augusta Engineering Department, on behalf of the Item Downtown Parking Task Force, to proceed with the Procurement RFe Action:Process to hire. a qualified parking management firm to address thi Approveddowntown parking challenges. (Approved by Engineering services Committee January 29, Z0lg') B ItemAoorovalsheet.html Motions Motion Type Motion Text Made By Motion to Approve approve. Motion Passes 9-0. B Disposal Agreement WM draft for agenda.docx lE ItemApprovalsheet.html Motions Y:11" Motion Text Made Byrype Motion to Approve approve. Motion Passes 9-0. Seconded By Motion Result Commissioner Commisioner Mary Davis Sean Frantom Passes 27. Motion to approve an Agreement with Waste Management for Landfill Item Disposal pending completion of final negotiations, and approve the execution Action: of the Agreement by the Mayor. (Approved by Engineering Services Approved Committee January 29, 2019) Seconded By Commissioner Commisioner Mary Davis Sean Frantom Seconded By Commissioner Commisioner Mary Davis Sean Frantom Motion Result Passes PETITIONS AND COMMUNICATIONS 28. Motion to approve the minutes of the regular meeting of the Augusta ltem Commission held January 15,2019 and Special Called meeting held January Action: 29,2019. Approved lB Reqular Commission Meetinq Januarv l5 20l9.odf IB Called Commission Meetinq Januarv 29 20l9.pdf IB ItemAoorovalsheet html Motions Motion-^"""" Motion Text Made By'r'ype Motion Result Passes Motion to Approve approve. Motion Passes 9-0. APPOINTMENT(S) 29. Motion to approve the appointment of Ms. Anna Maria Reeves to the Small Business Citizens Advisory Board representing District 8. Item Action: Approved E Anna Maria Reeves.ndf lB ItemAoorovalsheet html Motions s]jt1" Motion Text Made By seconded By Motion Tvpe '.---- -" --------- -r ResultJL Motion to commissioner commisionerApprove approve. .-,"^--:'J:_-;-^*^ ;"-_::-_:.^-:- Passes Motion passes 9-0. MutY Davis sean Frantom ****END CONSENT AGENnA**** AUGUSTA COMMISSION 215t20L9 AUGUSTA COMMISSION REGULAR AGENDA 2tst20t9 (Items 30-32) ADDENDUM 30. Motion to approve going into a Legal Meeting.Item Action: Approved B ItemAoorovalsheet html Motions Motion Motion Text Made By Seconded By H'#rype Approve Motion to approve going commisioner commissioner passes into an executive session Sean Frantom Ben Hasan to discuss personnel and pending and potential litigation. Voting No: Commissioner Sammie Sias. Motion Passes 8-1. 31. Motion to approve Agreement made by and between Judicial Alternatives of Item Georgia, Inc., a corporation organized under the laws of the State of Georgia, Action: with its principal place of business at 418 Flint Ave., Albany, Georgia Approved hereinafter called "Judicial Alternatives of Georgia" and the Richmond County State Court, Augusta, Georgia hereinafter called "Court". The parties enter into the Agreement under the specific authority of Augusta, GA, Code Section l-10-57. (Requested by Administrator Janice Jackson) lE Asreement - Judicirl Alternatives of Georsia Inc..odf @ Monthlv Invoice.pdf B ltemAoorovalsheet.html Motions Motion Made Seconded Motion------- Motion TextType By By Result Objection is expressed to add this item to the agenda. Motions ffit:" Motion Text Made By seconded By f""riir,, Motion to approve rt- ^ addins this item to the commissioner commissioner Approve {ffi ror discussion. M; ilil -' D*',|,HL, Passes Motion Passes 9-0. Motions []i:" Motion Text Made By Seconded By H'#rype Approve Motion to approve to Commissioner Commissioner Passes provide ten employees Sammie Sias Ben Hasan for up to three months at a cost of $30,000 per month to be paid from the Probation Department's budget. Mr. M. Williams abstains. Motion Passes 8-0 -1. 32. Motion to approve an employee retention incentive in the amount of $7,500, Item per employee, for employees of the Richmond County Probation Office Action: provided such employees remain employed through ll.{ay 17,2019. Approved Motions Y:11" Motion Text Made By seconded By Motion Type Result Motion to approve. Voting No:Commissioner Commissioner Commissioner Approve Ben Hasan, Brandon Dennis Passes Commissioner Garrett Williams Marion Williams. Motion Passes 7-2. LEGAL MEETING A. Pending and Potential Litigation. B. Real Estate. C. Personnel. 33. Motion to authorize execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. Motions f#:"' Motion rext Made By seconded By fffil Motion to Approve appr6:"'- Commissioner Commissioner uoti#passes 9-0. iu**ie siu, Mary Davis Passes Upcoming Meetings Item Action: Approved www.ausustasa.sov CALLED MEETING COMMISSION CHAMBER February 12,2019 Augusta fuchmond County Commission convened at 11:00 a.m., Tuesday,February 12, 2019, the Honorable Hardie Davis, Jr., Mayor, presiding. PRESENT: Hons. Few, Garrett, Sias, Fennoy, Frantom, M. Williams, Davis, D. Williams, Hasan and Clarke, members of Augusta Richmond County Commission. The Mayor called the meeting to order. 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 discuss pending and potential litigation, real estate and personnel. Mr. Sias: So move. Mr. D. Williams: Second. Mr. Frantom, Mr. Garrett and Ms. Davis out. Motion carries 7-0. IEXECUTTVE SESSTONI 2. Motion to authorize execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. Mr. Frantom: Attomey MacKenzie. Mr. MacKenzie: I would entertain a motion to execute the closed meeting affidavit. Mr. Garrett: Second. Mr. Frantom: I've got a motion and a second. Please vote. Mr. Sias, Mr. Few and Mr. Clarke out. Motion carries 7-0. Mr. Frantom: Attorney MacKenzie. Mr. MacKenzie: I would entertain a motion to approve the settlement of condemnationof 2648 Wheeler Road in the case of Augusta, Georgia vs. Waynesboro Motor Enterprises, Inc., Case No. 2017-RCCV-109 for a total of $171100 which includes $21100 already deposited in the registry of the court. Mr. Garrett: So move. Mr. D. Williams: Second. Mr. Frantom: Got a motion and a second. Please vote. Mr. Sias, Mr. Few and Mr. Clarke out. Motion carries 7-0. Mr. Frantom: Attorney MacKenzie for a motion, please. Mr. MacKenzie: I would entertain a motion to approve hiring Treza Edwards as Director of Compliance at an annual salary of $110,000 with a start date of April22r20l9. Mr. D. Williams: So move. Ms. Davis: Second. Mr. Frantom: Got a motion and a second. Please vote. Motion carries 10-0. Mr. Frantom: Attorney MacKenzie for a motion, please. Mr. MacKenzie: I would entertain a motion to accept the resignation of Lori Videtto effective March 2012019 and to authorize severance pay in accordance with Sections 500.311 and 500.312 of the Personnel Policy and Procedures Manual and to waive the 90-day notice of resignation requirement. Mr. D. \{illiams: So move. Mr. Fennoy: Second. Mr. Frantom: Got a motion and a second. Please vote. Motion carries 10-0. Mr. Frantom: Attorney MacKenzie, any more business before us? Mr. MacKenzie: One more motion which would be a motion to approve a l0oh salary increase for Phyllis Johnson, Contractor Compliance Administrator, effective April 2212019. Mr. Hasan: So move. Mr. Sias: Second. Mr. Frantom: Got a motion and a second. please vote. Motion carries 10-0. Mr. Frantom: That concludes, Attomey MacKenzie. committees, please. The Clerk: No, sir, we have two items on the agenda. Mr. Frantom: Oh, we do. I'm sorry. 3. Motion to approve amending the definition of public safety employees in the 2008GMEBS plan to include post-certified employees of the Coroner's office. The amendment to the plan document would be in the form of an ordinance which would be drafted by GMA, the plan administrator, and brought back to this body forapproval. (Approved by Pension Committee November 20r 2018 and requested by the Administrator) Mr. Sias: So move. Mr. Fennoy: Second. Mr. Frantom: Got a motion and a second. please vote. Motion carries L0-0. Mr. Frantom: Madam Clerk, our next item. 4. Motion to approve adding Roth Amendment to 457(b) plan. (Approved by Pension committee November 2012018 and requested by the Administrator) Mr. Fennoy: So move. Ms. Davis: Second. Mr. Frantom: Got a motion and a second. please vote. Motion carries 10-0. The Clerk That is it, Mr. Mayor pro Tem. IMEETING ADJOURNED] Lena J. Bonner Clerk of Commission CERTIFICATION: I, Lena J. Bonner, Clerk of Commission, hereby certifu that the above is a true and correct copy of the minutes of the Called Meeting of the Augusta Richmond County Commission held on February 12,2019. Clerk of Commission Commission Meeting Agenda 2/19/2019 2:00 PM Minutes Department: Department: Caption:Motion to approve the minutes of the regular meeting of the Augusta Commission held February 5, 2019 and Special Called meeting held February 12, 2019. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 2/19/2019 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: